#06-3962 (Municipal Software Corp)
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Contract 06-3962
New Divisional Software System for Community Development and Environmental Services
(CDES)
CONTRACTUAL SERVICES AGREEMENT
THIS AGREEMENT (hereinafter the "Agreement") is made this ;;;J,'l day of
(YI a ~ , 2007, (the "Effective Date") by and between the Board of County
Commissioners for Collier County, Florida, a political subdivision of the State of Florida,
(hereinafter the "County"), and Municipal Software Corporation, a British Columbia
incorporated company, with its principal place of business at 4464 Markham Street, Suite 1108,
Victoria, BC, V8Z 7X8 (hereinafter the "Vendor"). The County and the Vendor are sometimes
hereinafter individually referred to as "Party" and hereinafter collectively referred to as the
"Parties. It
RECITALS
A. The Vendor desires to perform and assume responsibility and obligation for the
provision of certain professional services, as hereinafter described, on the terms
and conditions set forth herein. Vendor represents that it is experienced in
providing business process automation and implementation services to public
clients, is licensed in the State of Florida and is familiar with the scope of work of
the County.
B. The County desires to engage Vendor to render such services, as hereinafter
described, for the New Divisional Software System for Community Development
and Environmental Services (CDES) (the "Project") on the terms and conditions
set forth herein.
NOW, THEREFORE, in consideration of the mutual covenants and conditions contained
herein, the County and the Vendor agree as follows:
OPERATIVE PROVISIONS
SECTION I
ENGAGEMENT AND SERVICES OF THE VENDOR
1. Engagement of Vendor. The County hereby engages the Vendor, and the Vendor
promises and agrees to furnish to the County, subject to the terms and conditions set forth
in this Agreement, all labor, materials, tools, equipment, services, and incidental and
customary work necessary to fully and adequately supply the professional services
necessary for the Project (the "Services"). The Services are more particularly described
in Exhibit A, RFP 06-3962 New Divisional Software System for Community
Development and Environmental Services (CDES), attached hereto and incorporated
herein by reference. The Vendor agrees to perform the Services in accordance with the
terms and conditions of this Agreement, the exhibits attached hereto and incorporated
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herein by reference, and all applicable local, state and federal laws, rules and regulations
in effect at the time the Services are provided.
2. Performance of the Vendor; Standard of Care. The Vendor accepts the relationship of
trust and confidence established between the County and the Vendor by the terms of this
Agreement. The Vendor covenants with the County to perform all Services tmder this
Agreement in a skillful and competent manner, consistent with or in excess of the
standards of skill, quality and care adhered to by recognized professionals in the same
discipline in the State of Florida while performing services of a like or similar nature
under like or similar circumstances. Vendor represents and maintains that it is skilled in
the professional calling necessary to perform the Services, and that it shall consider all
recent proven and tested methods known and successfully employed by recognized
professionals in the same discipline in the state of Florida. Vendor shall also cooperate
with the County and any other consultants or contractors engaged by or on behalf of the
County in performance of the Project. The Vendor covenants to use its commercially
reasonable efforts to perfonn its duties and obligations tmder this Agreement in an
efficient, expeditious and economical manner, consistent with the best interests of the
County and the professional standard of care set forth in this Agreement.
SECTION II
RESPONSIBILITIES OF THE VENDOR
1. The Vendor's Responsibilities for Costs and Expenses. Except as otherwise expressly
stated herein, the Vendor shall be solely responsible for all costs and expenses incurred
relative to the Vendor, personnel of the Vendor and sub-Vendors of the Vendor in
connection with the performance of the Services, including, without limitation, payment
of salaries, fringe benefits contributions, payroll taxes, withholding taxes and other taxes
or levies, office overhead expense, travel expenses, telephone and other
telecommunication expenses, and document reproduction expenses.
2, Independent Contractor. The Services shall be performed by Vendor or under its
supervision. Vendor shall determine the means, methods and details of performing the
Services subject to the requirements of this Agreement. The Vendor represents that it
possesses the professional and technical personnel required to perform the Services. The
County retains Vendor on an independent contractor basis and not as an employee of the
COtmty. Vendor retains the right to perform similar or different services for others during
the term of this Agreement. The personnel performing the Services on behalf of the
Vendor shall at all times be under the Vendor's exclusive direction and control. The
Vendor shall pay all expenses, including, without limitation, all wages, salaries, fringe
benefit contributions, payroll taxes, withholding taxes, other taxes or levies and all other
amOtmts due such personnel for the Services or due others as a result of the performance
by such personnel of the Services. Vendor shall be responsible for all reports and
obligations respecting such additional personnel, including, but not limited to, all reports
for social security taxes, income tax withholding, unemployment insurance, disability
insurance, and workers' compensation insurance.
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3. Vendor's Project Manager. The Vendor shall designate and assign a project manager
("Project Manager"), who shall coordinate all phases of the Services and act as the
Vendor's representative for performance of this Agreement. The Project Manager shall
have full authority to represent and act on behalf of the Vendor for all purposes under this
Agreement, and shall be available to the County at all reasonable times. The Project
Manager shall supervise and direct the Services, using his or her best skill and attention,
and shall be responsible for all means, methods, techniques, sequences and procedures
employed by Vendor's persounel, as well as the satisfactory coordination of all portions
of the Services under this Agreement. The Vendor designates David Gray to be its
Project Manager, but reserves the right to appoint another person as Project Manager
upon written notice to the County.
4. Key Personnel. Vendor has represented to County that certain key personnel will
perform and coordinate the Services under this Agreement. Should one or more of such
personnel become unavailable, Vendor may substitute other personnel of at least equal
competence upon written approval of County. As discussed below, any personnel who
fail or refuse to perform the Services in a manner acceptable to the County, or who are
determined by the County to be uncooperative, incompetent, a threat to the adequate or
timely completion of the Project or a threat to the safety of persons or property, shall be
promptly removed from the Project by the Vendor at the request of the County.
4.1 Attached as Exhibit F is a listing of all key personnel Vendor intends to assign to the
Project to perform the Services required hereunder. All personnel identified in Schedule
F shall not be removed or replaced without County's prior written consent.
5. Personnel; Licenses. The Vendor represents and warrants that it and all personnel
engaged in performing Services are and shall be fully qualified, authorized and permitted
under state and local law to perform such Services. The Vendor shall be responsible to
County for any errors or omissions in the execution of the Services under this Agreement.
The Vendor represents and warrants that it and all personnel and sub-Vendors engaged in
performing the Services have all licenses, permits, qualifications, and approvals of
whatever nature that are legally required to perform the Services under this Agreement.
The Vendor further represents and warrants that it, its employees and sub-Vendors shall
keep in effect all such licenses, permits, qualifications and other approvals during the
term of this Agreement. Any personnel performing Services under this Agreement who
are determined by the County to be uncooperative, incompetent, a threat to the adequate
or timely completion of the Project, or a threat to the safety of persons or property, or any
personnel who fail or refuse to perform the Services in a manner acceptable to the
County, shall be promptly removed from the Project by the Vendor and shall not be
re-employed to perform any of the Services or to work on the Project.
6. Time of Performance. The Services to be performed by Vendor under and pursuant to
this Agreement shall be completed as directed by the County's Project Administrator by
November 1,2008 ("the Completion Date") and shall be commenced subsequent to the
execution of this Agreement upon written Notice to Proceed from the County for all or
any designated portion of the Project and shall be performed and completed in
accordance with the Project Implementation Schedule attached hereto and made a part
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hereof as Exhibit H, unless earlier terminated as provided herein, or as may be modified
by mutual written agreement. Vendor shall perform the Services expeditiously, within the
term of this Agreement, and in accordance with any schedule of services mutually
acceptable to the Parties.
7. Software License and Support Agreement. The vendor will provide the software licenses
identified in Exhibit B for the County's use as governed by its Software License and
Support Agreement, a copy of which is attached as Exhibit C.
8, Escrow Agreement. The vendor has provided for a software escrow agreement, a copy of
which is attached as Schedule B to Exhibit C, which provides for access to software
source code under certain circumstances that are defined in the agreement. For purposes
of this Agreement the term "Source Code" shall mean the source code or codes of the
Application Software including all updates, revisions, releases or new versions of the
source code to correspond with all updates, revisions, releases or new versions of the
Application Software which are provided to Collier County by the Vendor from time to
time, and shall include supporting documentation in sufficient detail to enable Collier
County to use, support, maintain and enhance the Application Software.
9. Consistencv with Countv Policies. The Vendor shall discuss and review with the County
Project Manager in advance of all critical decision points all matters relating to the
Services in order to ensure that the Services proceed in a manner consistent with the
goals and policies of the County.
10. Conformance to Applicable Requirements. All aspects of the provision of the Services
by Vendor shall conform to all applicable County, county, state, and federal laws, rules
and regulations in effect at the time the services are provided.
II. Insurance. Without limiting the Vendor's indemnification obligations, the Vendor shall
obtain, provide and maintain during the term of this Agreement, at its own expense, a
policy or policies of liability insurance of the type and amounts described below and
satisfactory to the County. Vendor shall also require all of its sub-Vendors to obtain,
provide, and maintain insurance which meets the same requirements contained herein.
A. Prior to the commencement of the Services, the Vendor shall provide evidence
satisfactory to the County that it has secured the following types and amounts of
msurance:
(I) Workers' compensation insurance covering all employees and principals
of the Vendor, Statutory Limits of Florida Statutes, Chapter 440 and all
Federal Government Statutory Limits and Requirements in a minimum
amount of$1 million per accident;
(2) Commercial general liability insurance (Occurrence Form) patterned after
the current I.S.O. occurrence form with no limiting endorsements,
covering third party liability risks, including without limitation,
contractual liability, in a minimum amount of $2 million per occurrence
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for bodily injury, personal injury, and property damage. If commercial
general liability insurance or other form with a general aggregate limit is
used, either the general aggregate shall apply separately to this Project, or
the general aggregate limit shall be twice the occurrence limit;
(3) Commercial auto liability and property insurance covering "any auto",
OwnedINon-owned/Hired Automobile included, with a minimum limit of
$1 million combined single limit per accident for bodily injury and
property damage.
(4) Errors and omissions professional liability insurance appropriate to
Vendor's profession. Such insurance shall be in an amount not less than
$1,000,000 per claim, and shall be endorsed to include contractual
liability.
B. The commercial general liability and automobile policies shall contain the
following provisions, or Vendor shall provide endorsements on forms approved
by the County to add the following provisions to the insurance policies: (l) the
County, its officials, officers, employees and agents shall be covered as additional
insureds with respect to the Services or operations performed by or on behalf of
the Vendor, including materials, parts or equipment furnished in connection with
such work; and (2) the insurance coverage shall be primary insurance as respects
the County, its officials, officers, employees and agents, or if excess, shall stand
in an unbroken chain of coverage excess of the Vendor's scheduled underlying
coverage. Any insurance or self-insurance maintained by the County or its
officials, officers, employees or agents shall be excess of the Vendor's insurance
and shall not be called upon to contribute with it in any way.
C. All policies shall contain the following proVISIOns, or Vendor shall provide
endorsements on forms approved by the County to add the following provisions to
the insurance policies: (1) coverage shall not be suspended, voided, canceled or
reduced by either party except after thirty (30) days prior notice has been given in
writing to the County; provided, however, in the case of non-payment of
premium, ten (l0) days notice will be provided; (2) any failure to comply with
reporting or other provisions of the policies, including breaches of warranties,
shall not affect coverage provided to the County, its officials, officers, employees
and agents.
D, All insurance required by this Section shall contain standard separation of
insureds provisions, In addition, such insurance shall not contain any special
limitations on the scope of protection afforded to the County, its officials,
officers, employees and agents,
E, Any deductibles or self-insured retentions, or any revisions thereto made during
the time such insurance is required to be maintained pursuant to this Agreement,
must be declared to and approved by the County. If such deductibles or self-
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insured retentions are not acceptable to County, Vendor shall meet with County to
determine an acceptable solution, such as, but not limited to: (1) reducing or
eliminating such deductibles or self-insured retentions as respects the County, its
officials, officers, employees and agents; or (2) Vendor's procurement of a bond
guaranteeing payment of losses and related investigation costs, claims and
administrative and defense expenses.
F. All Insurance is to be placed with insurers with a current A.M. Best's rating no
less than B+:VIII, licensed to do business in Florida, and satisfactory to the
County.
G . Vendor shall furnish County with original certificates of insurance and
endorsements effecting coverage required by this Agreement on forms
satisfactory to the County. The certificates and endorsements for each insurance
policy shall be signed by a person authorized by that insurer to bind coverage on
its behalf, and shall be on forms provided by the County if requested. All
certificates and endorsements must be received and approved by the County
before work commences. The County reserves the right to require complete,
certified copies of all required insurance policies, at any time.
H. The Vendor shall give to the County prompt and timely notice of any claim made
or suit instituted arising out of the Vendor's operation hereunder. The Vendor
shall also procure and maintain, at its own cost and expense, any additional kinds
of insurance, which in its own judgment may be necessary for its proper
protection and performance of the Services.
1. The Vendor shall include subcontracting Vendors, if any, as insureds under its
policies or shall furnish separate certificates and endorsements for each sub-
Vendor. It is understood that additional insureds are not possible on the Vendor's
errors and omissions professional liability policy. All coverage for each sub-
Vendor shall be subject to the requirements stated herein.
12. Prohibition Against Transfers. The Vendor shall not assign, sublease, hypothecate, or
transfer this Agreement, or any interest therein, directly or indirectly by operation of law
without the prior written consent of the County. Any attempt to do so without the prior
written consent of the County shall be null and void, and any assignee, sub-lessee,
hypothecate or transferee shall acquire no right or interest by reason of such attempted
assignment, hypothecation, or transfer.
13. Progress. The Vendor is responsible to keep the County Project Manager and/or his or
her duly authorized designee informed on a regular basis regarding the status and
progress of the Services, activities performed and planned, and any meetings that have
been scheduled or are desired relative to the Services or this Agreement.
14. Confidentiality. No news releases, including photographs, public announcements or
confirmations of the san1e, of any part of the subject matter of this Agreement or any
phase of the Services shall be made without prior written consent of the County, such
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consent to not be unreasonably withheld, and provided in a timely manner. The
information which results from the Services in this Agreement is to be kept confidential,
unless the release of information is authorized by the County. All Report Materials,
either created by or provided to Vendor in connection with the performance of this
Agreement, shall be held confidential by Vendor. Such materials shall not, without the
prior written consent of County, by used by Vendor for any purposes other than the
performance of the Services. Nor shall such materials be disclosed to any person or
entity not connected with the performance of the Services or the Project. Nothing
furnished to Vendor which is otherwise known to Vendor or is otherwise generally
known, or has become known, to the related industry, shall be deemed confidential.
Vendor shall not use County's name or insignia, photographs of the Project, or any
information pertaining to the Services or the Project in any magazine, trade paper,
newspaper, television or radio production or other similar medium without the prior
written consent of County. This section is subject to the requirements of the Florida
Public Records Act, Chapter 119, Fla, Stat., and the Florida Sunshine Law, Chapter 286,
Fla. Stat.
15. No Set Hours/Right to Contract. The Vendor's obligation hereunder is to complete the
Services in accordance with this Agreement and to meet any deadlines established
pursuant to this Agreement. The Vendor has no obligation to work any particular
schedule, hours or days, or any particular number of hours or days. However, the Vendor
shall coordinate with the County in achieving the results and meeting the goals
established pursuant to this Agreement.
16, Accounting Records. Vendor shall maintain complete and accurate records with respect
to all costs and expenses incurred under this Agreement. All such records shall be clearly
identifiable. Vendor shall allow a representative of County during normal business hours
to examine, audit, and make transcripts or copies of such records and any other
documents created pursuant to this Agreement. Vendor shall allow inspection of all work,
data, documents, proceedings, and activities related to the Agreement for a period of
three (3) years from the date of final payment under this Agreement.
17. Safety. Vendor shall execute and maintain its Services so as to avoid injury or damage to
any person or property. In carrying out its Services, the Vendor shall at all times be in
compliance with all applicable local, state and federal laws, rules and regulations, and
shall exercise all necessary precautions for the safety of employees appropriate to the
nature of the work and the conditions under which the work is to be performed.
SECTION III
RESPONSIBILITIES OF THE COUNTY
I. Cooperation. The County shall cooperate with the Vendor relative to the provisions of
the Services. To the extent permitted by applicable law, the County shall provide criteria
and information in its possession, or reasonably obtainable by it, as requested by Vendor,
and shall make that information and related data available for Vendor's use during the
performance of this Agreement. The County shall render decisions required by this
Agreement within the time indicated, or if not specifically stated, with reasonable
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promptness so as not to unduly delay the progress of Vendor's Services.
2. County's Proiect Manager and Proiect Staff. The County shall designate and assign a
County project manager ("County Project Manager") who shall have full authority to
represent and act on behalf of the County for all purposes under this Agreement. The
County Project Manager, or his/her designee, shall be the principal officer of the County
for liaison with the Vendor, and shall review and give approval to the details of the
Services as they are performed, in particular, but not exhaustively, Project Plan,
Functional Requirement Specifications, Statements of Work, Acceptance Plans,
Statements of Completion, Change Order Requests. In addition, the County Project
Manager shall ensure proper and timely availability of all County personnel required by
the Vendor for successful completion of project tasks, in particular, but not exhaustively,
Business and Systems Analysts, IT staff, Subject Matter Experts. The County designates
Gary Mullee to be its County Project Manager, but reserves the right to appoint another
person as County Project Manager upon written notice to the Vendor.
3. Project Plan, The County shall be responsible for meeting specific milestones and
providing specific deliverables that will be defined and mutually agreed to in the Project
Plan. Should the County fail to meet the agreed milestones or to provide the agreed
deliverables, the Vendor will inform the County of the consequences thereof and reserves
the right to modify the project plan accordingly.
4. Application Software Acceptance Testing. Shall be in accordance with acceptance
testing criteria outlined in Exhibit E.
4, I Review and Correction. Collier County will either (i) notify Vendor in writing that the
Application Software meets the Acceptance Tests and is accepted by Collier County, or
(ii) notify Vendor in writing that the Application Software fails to meet the Acceptance
Tests. Collier County shall be deemed to have accepted the phase of the Application
Software in the event no written notice of acceptance or deficiencies is provided to
Vendor on or before expiration of the aforesaid acceptance test period.
4.2 Time period for correction. If Collier County notifies Vendor that the Application
Software does not satisfy any or all of the Acceptance Tests, Collier County will set
forth a list of the errors or omissions which have caused the Application Software not to
meet the Acceptance Tests to the extent known by the Collier County. After
notification of a failure of the Application Software to meet the Acceptance Tests,
Vendor shall have twenty (20) business days from the date that Vendor receives the list
of errors and omissions to modify or improve the Application Software to meet the
Acceptance Tests, The Application Software will then be retested in the same manner.
Collier County shall not be required to allow the acceptance testing to proceed for more
than two (2) twenty (20) day periods.
5. Statement of Completion. Providing that project milestones have been met, the_County
shall not unreasonably withhold signature of a statement of completion within thirty (30)
days after go-live for each project phase that has been accepted by the County.
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SECTION IV
COMPENSATION
1. Compensation. In consideration of the performance by Vendor of the Services, the
County shall pay to the Vendor compensation at the rates set forth in Exhibit B, Payment
Milestones and Deliverables, attached hereto and incorporated herein by reference. Total
compensation under this Agreement shall not exceed $1,996,272.00 (one million nine
hundred ninety six thousand two hundred seventy two dollars) without written approval
of the County's Project Manager (the "Compensation").
2, Extra Service. The Vendor shall not receive additional compensation for any extra
service unless such extra service has been authorized in writing in the form of a Change
Order signed by both parties prior to the commencement of the extra service. The
County shall pay the Vendor for extra service as mutually negotiated by the parties. As
used herein, "Extra Service" means any work which is determined by County to be
necessary for the proper completion of the Project, but which the Parties did not
reasonably anticipate would be necessary at the execution of this Agreement.
3, IncentivelDisincentive Pavments: At a future time, the County may desire to expedite
performance on this Contract. In order to achieve this, an incentive - disincentive
provision may be established in the form of a written change order to the contract as
mutually agreed upon by thc parties.
4. Pavment of Compensation. The Vendor shall submit invoices to the County on a
monthly basis, or on such other basis as may be mutually agreed upon by the Parties.
Each invoice will be itemized. The County shall pay the Vendor for the performance of
this Agreement upon completion of the work as accepted and approved by the County's
Project Manager or his designee. Payments shall be made to the Vendor when requested
as work progresses, but not more frequently than once per month, less 10% retainage
which shall be held by the County until satisfactory completion of the Vendor's work.
Payment will be made upon receipt of a proper invoice and in compliance with Section
218.70, Fla. Stats. otherwise known as the "Florida Prompt Payment Act".
5. Reimbursements. Vendor shall not be reimbursed for any expenses unless authorized in
writing by County. Such reimbursable expenses, if approved, shall include only those
expenses which are reasonably and necessarily incurred by Vendor in the interests of the
Project. Reimbursable expenses will be paid only at the actual cost to the Vendor, with
no mark-up for overhead or profit.
6. Disputed Sums. The County may withhold payment of any disputed portion of
Compensation until resolution of the dispute with the Vendor. Such withholding by the
County shall not be deemed to constitute a failure to pay by the County. The Vendor
shall not have the right to allege a breach of this Agreement for failure to pay by the
County and to discontinue its performance of the Services hereunder for a period of thirty
(30) days from the date Compensation is withheld hereunder. The County's Project
Manager and the Vendor's Project Manager shall attempt to promptly resolve the dispute.
The Vendor shall have an immediate right to appeal to the County Manager with respect
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to withheld amounts. The determination of the County Manager with respect to such
matters shall be fmal, subject to the mediation provisions provided herein. The Vendor
shall be entitled to receive interest on any portions of the Compensation withheld which
are thereafter deemed to be properly payable to the Vendor at the rate of seven percent
(7%) per annum, simple interest. Nothing herein shall be construed as limiting the
Parties rights to pursue all available legal remedies.
7. Mediation. Should any dispute arise out of the termination or abandonment of this
Agreement, any party may request that it be submitted to mediation. The parties shall
meet in mediation within 30 days of a request. The mediator shall be agreed to by the
mediating parties; in the absence of an agreement, the parties shall each submit one name
from mediators listed by the American Arbitration Association, Judicial Arbitration and
Mediation Service (JAMS) or other agreed-upon service. The mediator shall be selected
by a "blindfolded" process. The mediation shall take place in Naples, Florida.
The cost of mediation shall be borne equally by the parties. Neither party shall be
deemed the prevailing party. No party shall be permitted to file a legal action arising out
of the termination or abandonment of this agreement without first meeting in mediation
and making a good faith attempt to reach a mediated settlement. The mediation process,
once commenced by a meeting with the mediator, shall last until agreement is reached by
the parties but not more than 30 days, unless the parties extend the maximum time by
mutual agreement.
SECTION V
EXPIRATION AND TERMINATION
I. Events of Default. Each ofthe following events shall constitute an "Event of Default":
A. The Vendor shall fail to observe, perform or comply with any material term,
covenant, agreement or condition of this Agreement which is to be observed,
performed or complied with by the Vendor, if such failure continues uncured for
thirty (30) calendar days after the County gives the Vendor written notice of the
failure and the specific nature of such failure.
B. The Vendor shall commit any fraud, misrepresentation, breach of fiduciary duty,
willful misconduct, or intentional breach of any provision of this Agreement.
2. Termination Upon Event of Default. In addition to any other available legal or equitable
rights or remedies, upon an Event of Default by the Vendor, the County shall have the
right to terminate this Agreement upon written notice to the Vendor.
3, Expiration. Unless extended as provided for herein, this Agreement shall naturally expire
on the Completion Date.
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4. Payment Upon Termination. Upon a termination of this Agreement, the Vendor's recovery
against the County shall be limited to that portion of the Contract Amount earned through
the date of termination, together with any retainage withheld. The Contractor shall not be
entitled to any other or further recovery against the County, including, but not limited to,
any damages or any anticipated profit on portions of the services not performed.
5. Termination bv Vendor. Vendor may terminate this Agreement only upon the substantial
breach by the County of a material provision of this Agreement.
VI
GENERAL PROVISIONS
I. Nondiscrimination bv the Vendor. The Vendor represents and agrees that the Vendor, its
affiliates, subsidiaries, or holding companies do not and will not discriminate against any
subcontractor, Vendor, employee, or applicant for employment because of race, religion,
color, sex, handicap, national origin or any other protected classification under federal or
state law. Such nondiscrimination shall include, but not be limited to, the following:
employment, upgrading, demotion, transfers, recruitment, recruitment advertising, layoff,
termination, rates of payor other forms of compensation, and selection for training,
including apprenticeship.
2. County's Rights to Employ Other Vendors. The County reserves the right to employ
other Vendors in connection with this Project.
3. Conflicts ofInterest; Prohibited Interests.
A. Vendor represents that it presently has no interest and shall acquire no interest,
either direct or indirect, which would conflict in any manner with the performance
of services required hereunder. Vendor further represents that no persons having
any such interest shall be employed to perform those services.
B. Vendor maintains and warrants that it has not employed or retained any company
or person, other than a bona fide employee working solely for Vendor, to solicit
or secure this Agreement. Further, Vendor warrants that it has not paid or agreed
to pay any company or person, other than a bona fide employee working solely
for Vendor, any fee, commission, percentage, brokerage fee, gift or other
consideration contingent upon or resulting from the award or making of this
Agreement. For breach or violation of this warranty, County shall have the right
to rescind this Agreement without liability. For the term of this Agreement, no
member, officer or employee of County, during the term of his or her service with
County, shall have any direct interest in this Agreement, or obtain any present or
anticipated material benefit arising therefrom.
4. Subcontracting. The Vendor shall not subcontract any portion of the Services except as
expressly stated herein, without prior written consent of the County. Subcontracts, if any,
shall contain a provision making them subject to all provisions stipulated in this
Agreement.
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5. Waiver. No waiver of any default shall constitute a waiver of any other breach or default,
whether of the same or any other covenant or condition. No waiver, benefit, privilege, or
service voluntarily given or performed by other parties shall give the other any
contractual right by custom, estoppel, or otherwise.
6. Notices. All notices required hereunder shall be given in writing and shall be deemed
duly served if mailed or faxed to the following addresses or such other addresses as the
parties may designate by written notice:
To the County:
Collier County Board of County Commissioners
3301 Tamiami Trail East
Naples, FL 34112
Attention: Stephen Y. Carnell
Purchasing and General Services Director
Fax: 239-530-6584
To the Vendor:
Municipal Software Corporation
Suite 1108,4464 Markham Street
Victoria, BC V8Z 7X8
Attention: lain McLean, CEO
Notice shall be deemed received as follows, depending upon the method of transmittal:
by facsimile, as of the date and time sent; by messenger, as of the date delivered; and by
U.S. Mail, certified, return receipt requested, as of five (5) days after deposit in the U,S.
Mail. Actual notice shall be deemed adequate notice on the date actual notice occurred,
regardless ofthe method of service.
7. Authority to Enter Agreement. The Vendor has all requisite power and authority to
conduct its business and to execute, deliver and perform all of its obligations under this
Agreement. Each Party warrants that the indiyiduals who haye signed this Agreement
have the legal power, right and authority to enter into this Agreement so as to bind each
respective Party to perform the conditions contemplated herein.
8. Severability. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, the remaining provisions of this Agreement
shall continue in full force and effect.
9. Time is of the Essence. Time is of the essence in this Agreement, and all parties agree to
execute all documents and to proceed with due diligence to complete all covenants and
conditions set forth herein.
10. Governing Law and Venue. This Agreement shall be construed in accordance with, and
governed by, the laws of the State of Florida, Any lawsuit brought to enforce this
Agreement shall be brought in the appropriate court in Collier County, State of Florida.
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11. Days. Any term in this Agreement referencing time, days, or period for performance
shall be deemed to be calendar days and not work days.
12. Entire Agreement. This Agreement contains the entire agreement of the County and the
Vendor, and supersedes any prior or written statements or agreements between the
County and the Vendor. No supplement, modification, or amendment of this Agreement
shall be binding unless executed in writing by both Parties.
13. Binding on Assigns. Each and all of the covenants and conditions of this Agreement
shall be binding on, and shall inure to, the benefit of the successors and assigns of the
respective parties.
14. Counterparts. This Agreement may be signed in counterparts, each of which shall
constitute an original and which collectively shall constitute one instrument.
15. Captions. The captions of the various articles and paragraphs are for convenience and
ease of reference only, and do not define, limit, augment or describe the scope, content or
intent of this Agreement.
16. Construction. Since the Parties or their agents have participated fully in the preparation of
this Agreement, the language in all parts of this Agreement shall be construed simply,
according to its fair meaning and not strictly for or against any party,
17. Cooperation/Further Acts. The Parties shall fully cooperate with one another in attaining
the purposes of this Agreement. In connection therewith, the Parties shall take any
additional further acts and steps and sign any additional documents as may be necessary,
appropriate and convenient to attain the purposes of this Agreement.
18. No Third Party Beneficiaries. There are no intended third party beneficiaries of any right
or obligation assumed by the Parties.
19, Component Parts of This Agreement. This Agreement consists of the attached component
parts, all of which are as fully a part of the Agreement as if herein set out verbatim:
Vendor's Proposal, Insurance Certificate(s), RFP #06-3962 New Divisional Software
System for Community Development and Environmental Services (CDES) Terms and
Conditions, Specifications/Scope of Services and Addendum.
Incorporation of Recitals and Exhibits.
A. The "Recitals" constitute a material part hereof, and are hereby incorporated into
the Agreement by reference as though fully set forth herein.
B. The "Exhibits" constitute a material part hereof, and are hereby incorporated into
the Agreement by reference as though fully set forth herein.
Exhibit A: Scope of Services
Exhibit B: Payment Milestones and Deliverables
UlO
Exhibit C: Software License and Support Agreement
Schedule B - Escrow Agreement
Exhibit D: CityView Standard Support - Service Level Agreement
Exhibit E: Application Software Acceptance Testing Criteria
Exhibit F: Key Personnel
Exhibit G: Appendix C - IT Department Standard and Operating Procedures
Exhibit H: CityView Implementation Schedule
20. References. All references to the Vendor shall include all personnel, employees, agents
and sub-Vendors of the Vendor.
21. Subiect to Appropriation. It is further understood and agreed by and between the parties
herein that this agreement is subject to appropriation by the Board of County
Commissioners.
22. Immigration Law Compliance: By executing and entering into this agreement, the
Vendor is formally acknowledging without exception or stipulation that it is fully
responsible for complying with the provisions of the Immigration Reform and Control
Act of 1986 as located at 8 U.S.C, 1324, et seq. and regulations relating thereto, as either
may be amended. Failure by the Vendor to comply with the laws referenced herein shall
constitute a breach of this agreement and the County shall have the discretion to
unilaterally terminate this agreement immediately,
23. Offer Extended to Other Governmental Entities: Collier County encourages and agrees to
Vendor extending the terms and conditions of this contract to other governmental entities
at the discretion of the Vendor. These terms and conditions only apply to the Operative
Provisions agreed upon between Collier County and Vendor. Vendor reserves the right
to negotiate contract price, payment milestones and project schedule at its sole discretion
with any other Government Entity that wishes to exercise this offer. Vendor hereby
further agrees that for each entity given written approval by the County to utilize this
option, Vendor shall provide the County a check in the amount of 1,5 percent (1.5 %) of
the total annual purchases made under each entity's contract. Vendor shall be required to
provide yearly documentation of such entities' total annual purchases in a form approved
by the County.
24. Indemnification: To the maximum extent permitted by Florida law, the
Contractor/Vendor/Consultant shall indemnify and hold harmless Collier County, its
officers and employees from any and all liabilities, damages, losses and costs, including.
but not limited to, reasonable attorneys' fees and paralegals' fees, to the extent caused by
the negligence, recklessness, or intentionally wrongful conduct of the
Contractor/V endor/Consultant or anyone employed or utilized by the
Contractor/Vendor/Consultant in the performance of this Agreement. This
indemnification obligation shall not be construed to negate, abridge or reduce any other
rights or remedies which otherwise may be available to an indemnified party or person
described in this paragraph. This section does not pertain to any incident arising from the
sole negligence of Collier County.
lOJ
IN WITNESS WHEREOF, the Vendor and the County, have each, respectively, by an authorized person or
agent, hereunder set their hands and seals on the date and year first above written.
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
By: a_/ ~ .'
J~rm~
. 'e,. 0 Chat... I
signature' on'l.' . "
Municipal Software
~G-
First Witness
-e
By:
.~~~..-1vc-
S}g~atute
C(, vc
tType/print witn
~... ,
Secon
tJ()/l /c I
et
,
,
,
lain McLean, Chief Executive Officer
~~het4l W Ll)..{{cu....
tType/print witness namet
Approved as to form and
legal sufficiency:
C~rn~
Assistant County Kttorney
C1>/Ieen M. GYeene.
Print Name
From: Lindsay Evans At: Hendry Swinton McKenzie Insurance Services Inc. FaxlD: 250-388-5959 To: Collier County
Date: 312012007 02:49 PM PJi(: 21,,2
lu,'
~.,.-,,-_.,
/~/ -....~,
, ~
I" i
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,._--'"....,~--_._-_.-,-~.-
HENDRY SWINTON MCKENZIE
INSURANCE SERVICES INC.
830 Pandora Avenue, Victoria, BC VSW 1P4
Tel: (250) 388-5555
Fax: (250) 388-5959
TO:
Collier County Board of County Commisioners
or Collier County BCC
3301 Tamiami Trail East, Bldg G
Naples. F'L 34112
Certificate of Insurance
Dated: '"larch 20, 2007
This is to Certify that
Insurance as described hereunder has been arranged on behalf of the Assured named
herein and that such Insurance, at the date hereof, is infu/iforce and effect.
Assured
Municipal Software Corporation
1108 - 4464 Markham Street
Victoria, B,C V8Z 7X8
Term:
12 months
Effective:
September 15, 2006
Payee:
Subject to the Standard Mortgage Clause
Expires:
September 15, 2007
POLICY NUMBER
COMPANY
SUM INSURED OR
LIMITS OF LIABILITY
19001925
Creechurch Insurance Group
As Shown Below
Interest Insured:
COMMERCIAL GENERAL LIABILITY $6,000,000.00
Covers legal liability as imposed by law for bodily injury or property damage, except as specifically excluded, arising from business
operation of the named Insured as kno'Nn to Insurer. Premises, Products & Completed Operations; Tenants Legal Liability
$250,000.00; Non-Owned Automobile SPF#6; Subject to all policy extensions, exclusions & $1 ,000.00 deductibles.
PROFESSIONAL LIABILITY - Errors and Omissions $2,000,000.00 Each Lossl$2,Ooo,Ooo.00 Aggregate Limit
- Covers legal liability as imposed by law for bodily injury and property damage, except as specifically excluded, that
arises out of the Professional Business Operations of the Named Insured, subject to a $1,000,00 Bodily InjUry and
Property Damage deductible, Claims Made Policy
rr IS HEREBY UNDERSTOOD AND AGREED THAT Collier County Board of County Commissioners or Collier County
BCC, 3301 Tamiami Trial East, Bldg G Naples FL 34112, is added as Additional Insured but only with
respect to the operations performed by or on behalf of the ,Xamed Insured. Such Insurance as is
afforded by this extension does not insure the liability out of the Additional Insured or its employees.
Conditions'
The Insurance described above is subject to the limitations. exclusions and conditions contained in the policies.
'~
HENDRY. SWINTON, MCKENZIE INSUR<\NCE SERVICES INC.
THE POLICY MAY CONTAIN A CLAUSE(S) WHICH LIMITS THE AMOUNT PAYABLE
10.J
ACORD. CERTIFICA TE OF LIABILITY INSURANCE OP ID J~ DATE (MMiDDIYYYY)
TRIEMP2 03/01/07
PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
Diversified Insurance Brokers ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
of Utah HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
136 E. South Temple, Ste 2300 AI. TER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
Salt Lake City UT 84111
Phone: 801-325-5000 Fax:801-532-2804 INSURERS AFFORDING COYERAGE NAlC#
----
INSURED INSURER A Employ..rs Ins. Co. of Wausau 21458
INSURER B
TriNet Ac~isition Corporation --- -
TriNet Em~loyer Group', Inc. INSURER C
1100 San eandre sIva. INSURER 0
San Leandro CA 94577 ----- --------------------- -----------
INSURER E"
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWTHSTANDING
ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WTH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR
MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH
POLICIES AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS
----.- --..-' ----- r POlT~1~EFFtf~E I POUCi;r:P~N I --- -------
L TFt rN'SRD TYPE OF INSURANCE POUCY NUMBER DATE MMfD DATE MfND LIMITS
i GENERAL UABIUTY ! , I EACH OCCURRENCE $
,
--- ,
COMMERCIAL GENERAL LIABILITY ! I PREMISES (Ea occurence) $
I CLAIMS MADE C OCCUR , -------- -- --------.--.-
i MED EXP (Anyone person) $
~ ' PERSONAL & ADV INJURY $
--.-..--.-------
,- GENERAL AGGREGATE $
- -
GEI'~AGG~IGATE LIMIT A~~S PER PRODUCTS - COMP/OP AGG $
POLICY ~f8i I LOC ---
AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT
- $
ANY AUTO (Eaaccidenl)
-----
ALL OWNED AUTOS BODILY INJURY
- (Per person) $
-- SCHEDULED AUTOS
HIRED AUTOS BODILY INJURY
- $
NON-OWNED AUTOS (Per accident)
- ---- ----
-- --..---.----.- PROPERTY DAMAGE $
, : (Peraccidant)
,
~RAGE UABlLlTY I I AUTO ONLY _ EA ACCIDENT $
I --
ANY AUTO I ~THER THAN EAACC $
-- -------.-.-
AUTO ONLY AGG I $
EXCESSlUMBRElLA UABlUTY ~ EACH OCCURRENCE 1 $
-----1 OCCUR ,
CLAIMS MADE AGGREGATE i $
- - ......_._n_n______n__
: $
=1 OEOUCTIBLE ! $
~--- -----
RETENTiON $ i $
WORKERS COMPENSATION AND JUIO~/LIM:-f'~_L _ t4ri $ 1000000---
EMPLOYERS' L1ABIUTY
A ANY PROPRIETOR/PARTNER/EXECUTIVE WCK-Z91-438088-016 10/15/06 07/01/07 _~_L ~ACH ACCIDENT --
OFFICER/MEMBER EXCLUDED? E.L DISEASE. EA EMPLOYEE $ 1000000
[p~21~is~~~v~~?6~s below I E.L DISEASE POLICY LIMIT $ 1000000
OTHER !
!
DESCRIPTION OF OPERATIONS f LOCATIONS f VEHICLES I EXCLUSIONS ADDED BY ENDORSEMENT I SPECIAL PROVISIONS
Municipal Software U.S. , Inc. is named as the alternate employer as per the
terms and conditions of the policy.
Covers: AR, CO and n, United States of America.
CERTIFICATE HOLDER
CANCELLATION
MUNSOFT
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION
DATE THEREOF. THE ISSUING INSURER WILL ENDEAVOR TO MAIL ~ DAYS WRITTEN
NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL
IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR
REPRESENTATIVES.
~ SENTATlVE
Municipal Software U.S., Inc.
4464 Markham Street, Ste. 1108
Victoria, British Columbia
Canada V8Z7X8
ACORD 25 (2001/08)
@ACORD CORPORATION 1988
10.J
Exhibit A
Scope of Services
As identified in RFP 06-3962 New Divisional Software System for Community Development and
Environmental Services (CDES)
~...,
--
lOJ
Exhibit B Pa ment Milestones and Deliverables
Software Licenses Include:
225 CltyView Application Client-
Desktop
1 CityView Application Client -
Browser
1 CityView Server
150 CityView GIS Extensions
1 CityView Application Builder
1 CityView XML Web Services
Extension
PreBuilts:
1 CityView Property Information
1 CityView Permits & Inspections
1 CityView Code Enforcement
1 CityView Planning
1 CityView Licensing
1 CityView Cashiering
Mapping Products:
Unltd ArcReader
15 Named Seats ArcEngine
MSCwill:
. Set up as a client on FTP site
. Provide documentation to
download the iatest version of
CityView off the FTP site
. Send the licensing key for
CityView Licenses
. Provide documentation to
download the PreBuilts from the
FTP site
To be invoiced at each
moduie acceptance, as
per this schedule
License cost not to
exceed $900,000 for 3
years should Collier
have additional license
needs and wish to
convert to a site license.
User licenses are for
concurrent usage.
$ 700,000.00
ASM (excluding User Conference)
ASM User Conference Option
Provides:
. All major and minor software
upgrades
. Unlimited technical support;
. Unlimited access to the
Municipal Software FTP site
. Unlimited access to the
Municipal Software
Knowledgeshare
$ 134.000,00
Due in full following
completion of last
module and warranty
period
Prepaid attendance at the
annuai User Conference for 4
attendees, including all
registration, travel,
accommodation and meal costs;
$ 6,000,00
Optional, not included in
total pricing
10
,
Contract Approval Initial Contract Payment $ 93,817,00 Invoiced at approval
Review of existing analysis from prior
Business Process Review & Review of project; Review of existing systems;
Interface Requirements Validation of outstanding analysis
estimates. Review or provide
Process Flow Diagrams (PFD's).
Three days of onsite SME Training Due upon completion of
SME Training with up to 4 students per day fOf $ 9.450.00
each PreBuilt. Training.
Project Kickoff Data Collection (onsite-to be Onsite meeting to kick off the project
scheduled concurrently with SME Training) and collection of required data.
On~site requirements analysis
Gap-to-Product-Analysis workshops and off-site
documentation of Code Enforcement,
Cashierina, and licensina PreBuilts
Validation of project approach;
Validation of integration approach
and resulting effort estimates;
identification of any proofs of concept
required; Drilldown project plan;
Progress monitoring and controlling
Project Plan Fine Tuning mechanisms; review of plan; joint
plan agreed
Convert both data into the Client
Initial Data Conversion database. Validate data conversion
with client and test environment.
Configuration, Customization and Report Configure PreBuifts based on Client
Information provided in the
Building Worksheets.
Integration-Interface Design and Integration with 3rd party systems
Implementation Services
Setup environments (production &
Installation (remote) test) on client site. Test to ensure
proper operation. May require on site
setup determined at Kickoff Meeting.
1 day course for System
Administrators. 1 day course on
System Administrator Training, Designer designing forms and creating new $ 10,560,00 Due upon completion of
Training and Report Writer Training applications with CityView Training.
Application Builder. 1 day course on
creating new forms. Includes Travel
Validate initial configuration with the
Fine-tuning and Validation client onsite and implement any
refinements arising out of the
validation.
Test against test scripts. In scope
System Testing fixes. Acceptance criteria testing.
Sign off acceptance criteria. Code
Freeze.
Final data update/conversion to get
current data into client database for
go-live. Must be the same scripts
Deployment Preparation used in initial data conversion. Data
must be verified by both MSC and
Client before go-live. Sign off
required.
User Training
Module Acceptance
Balance of Phase 1 Licensing Payment
10 '
. . ..../
Onsite training for users of the
PreBuilts:
. Code Enforcement (4 days, 40
students)
. Licensing (1 days, 10 students)
. Cashiering (2 days, 15 students)
$ 24.318.00
Due upon completion of
Training.
Client testing and acceptance
process
$ 392,092.00
Due upon acceptance -
$ 186,183.00
Due at Phase 1
Acceptance
Business Process Review & Review of
Interface Requirements
SME Training
Project Kickoff Data Collection (onsite-to be
scheduled concurrently with SME Training)
Gap-to-Product~Analysis
Project Plan Fine Tuning
Initial Data Conversion
Configuration, Customization and Report
Building
Review of existing analysis from prior
project; Review of existing systems;
Validation of outstanding analysis
estimates. Review or provide
Process Flow Diagrams (PFD's).
2 days of onsite SME Training with
up to 4 students per day for each
PreBuilt.
$ 6.804.00
Due upon completion of
Training.
Onsite meeting to kick off the project
and collection of required data.
On~site requirements analysis
workshops and off-site
documentation of Planning &
Property and PreBuilts
Validation of project approach;
Validation of integration approach
and resulting effort estimates;
identification of any proofs of concept
required; Drilldown project plan;
Progress monitoring and controlling
mechanisms; review of plan; joint
plan agreed
Convert both data into the Client
database. Validate data conversion
with client and test environment.
Configure PreBuilts based on Client
Information provided in the
Worksheets.
Installation (remote)
Fine-tuning and Validation
System Testing
Deployment Preparation
User Training
Module Acceptance
10
~
Setup environments (production &
test) on client site. Test to ensure
proper operation. May require on site
setup determined at Kickoff Meeting.
Validate initial configuration with the
client onsite and implement any
refinements arising out of the
validation.
Test against test scripts. In scope
fixes. Acceptance criteria testing.
Sign off acceptance criteria. Code
Freeze.
Final data update/conversion to get
current data into client database for
go-live. Must be the same scripts
used in initial data conversion. Data
must be verified by both MSC and
Client before go-live. Sign off
required.
Onsite training for users of the
preBuilts:
. Property Information (2 days, 10
students)
. Plannin 8 da s, 75 students
Client testing and acceptance
process
$ 28.854.00
Due upon completion of
Training.
$ 378,176,00
Due upon acceptance
Business Process Review & Review of
Interface Requirements
SME Training
Project Kickoff Data Collection (onsite-to
be scheduled concurrently with SME
Trainin
Gap-to-Product-Analysis
Project Plan Fine Tuning
Review of existing analysis from prior
project; Review of existing systems;
Validation of outstanding analysis
estimates. Review or provide Process
Flow Diagrams (PFD's).
Two days of onsite SME Training with
up to 4 students per day for each
PreBuilt.
Onsite meeting to kick off the project
and collection of required data.
$ 6.804.00
Due upon completion of
Training.
On-site requirements analysis
workshops and off-site documentation
of Permitting, and Licensing PreBuilts
Validation of project approach;
Validation of integration approach and
resulting effort estimates; identification
of any proofs of concept required;
Drilfdown project plan; Progress
monitoring and controlling
mechanisms; review of plan; joint plan
agreed
Initial Data Conversion
Configuration, Customization and Report
Building
Integration-Interface Design and
Implementation Services
Installation (remote)
Fine-tuning and Validation
System Testing
Deployment Preparation
User Training
Module Acceptance
10 J
Convert both data into the Client
database. Validate data conversion
with client and test environment.
Configure PreBuilts based on Client
Information provided in the
Worksheets.
Integration with 3rd party systems
Setup environments (production &
test) on client site. Test to ensure
proper operation. May require on site
setup determined at Kickoff Meeting.
Validate initial configuration with the
client onsite and implement any
refinements arising out of the
validation.
Test against test scripts. In scope
fixes. Acceptance criteria testing. Sign
off acceptance criteria. Code Freeze.
Final data update/conversion to get
current data into client database for
go-live. Must be the same scripts
used in initial data conversion. Data
must be verified by both MSC and
Client before gOMlive. Sign off
required.
Onsite training for users of the
PreBuilts:
. Permits & Inspections (9 days, 90
students)
. Licensing (1 day, 10 students)
$ 33,012.00
Due upon completion of
Training.
Client testing and acceptance process
$ 406,202.00
Due upon acceptance
10 J
Exhibit C
Software License and Support Agreement
Schedule B - Escrow Agreement
10
\
\
V
c
M un!f! R~l
SOFTWARE LICENSE AND SUPPORT AGREEMENT
1. LICENSE
Municipal Software Corporation (hereinafter called 'MUNICIPAL') hereby grants to the person or corporation who purchased this License (hereinafter called
the 'Licensee') a non~transferable. non-exclusive license to:
(a) Use the CitvView application software (hereinafter called the 'PROGRAM'), containing the system modules described in Schedule "A"
attached to this document. The PROGRAM is in "use" on a computer when it is loaded into temporary memory (Le., RAM) of that
computer;
(b) Copy the PROGRAM into any machine readable or printed form for back-up, archival or modification purposes in support of the
licensee's use of the PROGRAM on the computer system PROVIDED THAT:
(i) the Licensee shall maintain a record of the number and location of copies made; and
(ii) the copies, together with the original, shall remain the property of MUNICIPAL:
(c) Modify the PROGRAM or merge it with another program for the Licensee's use on any single machine PROVIDED THAT:
(i) any portion of the PROGRAM modified or merged into another program shall continue to be subject to the terms and
conditions of the Agreement; and
(ii) upon termination of this Agreement, the PROGRAM or portion thereof shall be completely removed from the modified or
merged program and destroyed or returned to MUNICIPAL at the request of MUNICIPAL.
2. SUPPORT
In consideration of payment of the annual support and maintenance fee, MUNICIPAL will provide:
(a) Priority response on support requests regarding licensed programs (and PROGRAM updates),
(b) Application support will be provided at no additional charge whenever MUNICIPAL delivers a set of custom built CityView applications
to the Licensee. This support service is not to be confused with the standard Technical Support Services that are provided by
MUNICIPAL. This support is not available once the Licensee makes any alterations, additions or deletions to the application and is to
be limited to:
(i) Within the first two weeks of delivery, all support questions are directed to the developer(s) involved with the application
development. These may include questions of functionality, operability, explanation of how business processes have been
implemented, and any questions of warranty. These questions may be posed at any time between 8:30AM and 4:30PM
Pacific Time, Monday through Friday;
(ii) After the first two weeks of delivery, but still within a month of delivery, it is requested that wherever possible questions are
queued and consolidated so that an appointment with the application developer(s) may be booked. This will allow for the
best possible use of time for everyone involved;
(iii) After the first month of delivery, all questions should be asked through the normal technical support process. If the support
issue requires assistance from the application developer(s), the technical support analyst will draw upon those resources
as is required;
(c) Telephone support for licenses described in Schedule "A" between the hours of 8:30AM and 8:30PM Eastern Time, Monday through
Friday;
(d) Remote diagnosis of operational issues related to the PROGRAM and PROGRAM updates, provided that the Licensee has obtained,
at its cost, the necessary softWare, hardware and instruction to allow MUNICIPAL to provide such assistance.
(e) PROGRAM updates for licensed programs at no extra charge except for magnetic media and courier costs, these updates to include
minor changes, enhancements, improvements, and problem resolutions (excludes all Xpress Licensees);
In consideration of the services set out above, the Licensee agrees to pay for each Licensed User installation, the software maintenance charge which shall
be submitted by MUNICIPAL no later than one month prior to the date of expiration as specified in Schedule "A" (excludes all Xpress Licensees).
3. ACCESS TO PROGRAM SOURCE CODE (excludes all XDress Licensees)
MUNICIPAL acknowledges that it has entered into an agreement (hereinafter called the "Escrow Agreement") with Jones Emery Hargreaves Swan,
Barristers and Solicitors, having an office at Suite 1212 - 1175 Douglas Street in the City of Victoria, in the Province of British Columbia. A copy of the
Escrow Agreement is attached hereto as Schedule "8". Said Escrow Agreement provides that a Licensee may gain access to program source code for
purposes of maintaining and supporting their PROGRAM licenses aU as provided in the Escrow Agreement.
MUNICIPAL agrees that for so long as this Software License and Support Agreement is in effect it will deposit and periodically update, at MUNICIPAL's sole
cost, a copy of the current version of the PROGRAM source code for aU programs for which the Licensee holds licenses as described in Schedule "A"
attached hereto in Escrow.
MUNICIPAL further agrees that for so fong as this Software License and Support Agreement is in effect it will take no steps or actions which would have the
effect of modifying or eliminating the Escrow Agreement without first having received written permission from the Ucensee to so do.
4. TERM
This Agreement is effective upon installation and/or payment of the license fee and shall remain in effect for the term set out in Schedule "A" attached
hereto, and upon expiry of the initial term shall automatically renew for an identical term upon payment of the annual support and maintenance fee for the
renewal term unless terminated by either party in accordance with the terms contained herein. The Licensee may terminate this Agreement upon the giving
10 J
of not less than sixty (60) days written notice to MUNICIPAL prior to each anniversary date of this Agreement. The Licensee may also terminate this
Agreement provided that MUNICIPAL is in breach of this Agreement and MUNICIPAL has not responded to the Licensee within thirty (30) days from the
date of the written request of the Licensee, which response did not reasonably include an identification of the problem, the timetable for resolution, and the
proposed scope of the work required to resolve the problem. MUNICIPAL can terminate this Agreement if the Licensee is in breach of this Agreement and
fails to cure such breach within thirty (30) days after written notice from MUNICIPAL, including for non-payment within sixty (60) days of invoice date. In
case of termination, the Licensee shall at the request of MUNICIPAL either:
(a) Destroy the PROGRAM together with all copies, modifications and merged portions, or
(b) Return the PROGRAM together with all copies, modifications, and merged portions to MUNICIPAL.
Upon termination the Licensee shall certify in writing that the original and all copies, modifications and merged portions in any form have either been
returned to MUNICIPAL or have been destroyed. Sections 5, 6, 7 and 8 shall continue on and survive notwithstanding termination of this Agreement.
5. MUNICIPAL'S PROPRIETARY RIGHTS
The grant of the License herein contained permits the limited use of the PROGRAM by the Licensee. Title to and all property in the PROGRAM, its name,
logo and computer stored data shall remain exclusively with MUNICIPAL.
The Licensee hereby acknowledges that the PROGRAM is the property of MUNICIPAL, constitutes a MUNICIPAL trade secret, and agrees to exercise due
care and diligence in safeguarding the PROGRAM and MUNICIPAL's proprietary interest.
The Licensee also acknowledges that any negligence or deliberate violation of this Agreement on its part which results in failure to protect MUNICIPAL's
proprietary interest in the PROGRAM shall actually and materially damage MUNICIPAL.
In order to ensure compliance with the terms of this Agreement, MUNICIPAL shall be entitled, upon reasonable notice to Licensee and subject to
MUNICIPAL's compliance with Licensee's reasonable security measures, to enter upon the Licensee's premises during normal business hours and require
the Licensee to produce such information, records and documents as may be required to ascertain compliance.
MUNICIPAL may revise or update the PROGRAM or its product from time to time but shall have no obligation to provide such revision or update to the
Licensee, unless the Licensee has paid in full the Annual Software Maintenance fee,
6. LIMITED WARRANTY
MUNICIPAL warrants only that:
(a) the PROGRAM furnished, and all subsequent PROGRAM updates, shall function as set forth in the user documentation
accompanying the PROGRAM; and,
(b) the CD or diskette or cassette or magnetic tape on which the PROGRAM (including PROGRAM updates) is provided, shall be free
from defects in materials and workmanship under normal use for a period of ninety (90) days from the date of delivery to the Licensee
as evidenced by the Licensee's delivery receipt
Except as specifically provided above, MUNICIPAL expressly disclaims all warranties in the PROGRAM, including, but not limited to the implied warranties
of quality or fitness for a particular purpose. The Licensee assumes sole responsibility for the selection of the PROGRAM to achieve the Licensee's intended
results, and for the installation, use and results obtained from the PROGRAM
7. LIMITATIONS OF REMEDIES
MUNICIPAL's entire liability and the Licensee's exclusive remedy shall be'
(a) The replacement of any CD or diskette or cassette not meeting MUNICIPAL's "limited warranty" and which is returned to MUNICIPAL
with a copy of the Licensee's receipt, or
(b) If MUNICIPAL is unable to deliver a replacement CD or diskette or cassette which is free of defects in materials or workmanship, the
Licensee may terminate this Agreement by returning the PROGRAM to MUNICIPAL for a refund in fuil of licensing fees only as long
as such refund is requested within three (3) months of the anniversary date of this Agreement
In no event shalf MUNICIPAL be liable to the Licensee for any damages, including any lost profits, lost savings, or other incidental or consequential
damages arising out of the use or inability to use the PROGRAM even if MUNICIPAL has been advised of the possibility of such damages, or for any claim
by any other party.
8. INJUNCTIVE RELIEF
The Licensee agrees that the breach of any term, provision or condition of this Agreement by the Licensee may cause irreparable damage to MUNICIPAL in
which case an award of damages may not be adequate relief to MUNICIPAL. Therefore, the Licensee agrees that in addition to all the remedies available to
MUNICIPAL in the event of any breach of this Agreement by the Licensee, MUNICIPAL shall have the right to obtain timely injunctive relief to protect its
proprietary right.
9. GOVERNING LAW
The validity and interpretation of this Agreement and each clause and part thereof shall be governed by the law of the Province of British Columbia without
reference to principles of conflict of Jaws.
10. ENTIRE AGREEMENT
This Agreement contains all the terms and conditions agreed on by the parties hereto with regard to the matters dealt with herein, and no understandings or
agreements, verbal or otherwise, exist between the parties except as herein expressly set out.
11. RIGHT TO ASSIGN
This Agreement and the rights and liabiiities hereunder shall not be assigned by the Licensee unless consent in writing is obtained from MUNICIPAL.
12. SUCCESSORS ANO ASSIGNS
This Agreement shaH inure to the benefit of and be binding upon the respective successors and permitted assigns of the parties.
13. DELIVERY AND PAYMENT
Acceptance of delivery of payment of the licenses or software maintenance constitutes acceptance of the terms of this Agreement.
lOJ
SCHEDULE B
This is Schedule 'B' attached to and made part of an Software License And Support Agreement dated
(date) between Municipal Software (client).
ESCROW AGREEMENT
To: Jones Emery Hargreaves Swan
Barristers and Solicitors
Suite 1212 - 1175 Douglas Street
Victoria, B. C.
V8W 2El
To: Each Declarant (as defined hereunder)
1. Upon receipt by Jones Emery Hargreaves Swan of a Statutory Declaration from the Declarant or an
authorized officer of the Declarant containing the following provisions:
(a) The Declarant is a party to a Municipal Software Corporation Software License and Support
Agreement and the Declarant is not in default under the terms of the agreement;
(b) The Declarant has requested in writing performance of the Software License and Support
Agreement by Municipal Software Corporation;
(c) Municipal Software Corporation has not responded in writing to the Declarant within 30 days from
the date of the written request of the Declarant, with a response which did not reasonably include
an identification of the problem, the timetable for resolution, and the proposed scope of the work
required to resolve the problem;
(d) Notice of the intention of the Declarant to exercise the provisions of the this Escrow Agreement
have been served upon Municipal Software Corporation not less than 14 days prior to the date of
execution of the Statutory Declaration;
(e) The Declarant undertakes to copy the program source code, the subject of the Escrow Agreement,
and to return the original to Jones Emery Hargreaves Swan and to use the program source code
only for the purposes of supporting and maintaining its Municipal Software Corporation software
program for its own internal corporate purposes;
Jones Emery Hargreaves Swan shall release to the Declarant the program source code as deposited
by Municipal Software Corporation in a sealed envelope with Jones Emery Hargreaves Swan pursuant
to this Escrow Agreement;
2. Municipal Software Corporation shall, during the term of this agreement, submit revised copies of the
source code in a sealed envelope together with a list of the current approved declarants entitled to
receive same subject to the conditions in (1) above, Such revisions shall be accompanied by a
certificate from Municipal Software Corporation stating that:
(a) The contents of the escrowed materials are complete and would be understandable and useable
by a reasonably knowledgeable computer programmer.
(b) The contents accurately reflect the most current version of the licensed programs by the Licensee.
(c) The contents incorporate all changes made to the licensed programs or the source material from
the previous time the escrowed materials were delivered to Jones Emery Hargreaves Swan
under this agreement.
(d) The contents contain a separate CD or diskette that contains the CityView License Key Generator
Program with instructions for use, and,
(e) The contents contain no passwords, or other device that would prevent or prohibit the use of the
escrowed materials at any time.
3. Municipal Software Corporation will ensure that revised copies of the source code will be placed
with Jones Emery Hargreaves Swan within thirty (30) days after the public release of a licensed
Client ID: #####
Printed: date
1.0,J
program or a licensed program update.
4. Jones Emery Hargreaves Swan shall, upon receiving such a certificate from Municipal Software
Corporation, notify each of the declarants mentioned in (2) above, by mail of such receipt.
5. It is understood that the duties of Jones Emery Hargreaves Swan, as escrow holder are limited to
those expressly set forth herein and, in addition to the carrying out of the escrow instructions, are
limited to taking reasonable care of the subject matter of this agreement. Jones Emery Hargreaves
Swan make no representations or guarantee as to the escrow materials and shall not be obligated to
inquire into the accuracy or completeness of the escrow materials or any declaration made
hereunder. In the event that proceedings in a court of law arise in relation to the subject matter of
this Escrow Agreement, Jones Emery Hargreaves Swan shall not be obligated to defend or enter an
appearance and shall only be obligated to participate after the Declarant and Municipal Software
Corporation have placed sufficient security for Jones Emery Hargreaves Swan's costs of such
proceedings.
6. This agreement shall terminate ten (10) years from the date hereof, unless renewed by mutual
written agreement. Jones Emery Hargreaves Swan may resign as escrow agent hereunder upon
another party accepting the duties and obligations of escrow agent or upon providing the Declarant
and Municipal Software Corporation with sixty (60) days advance written notice.
.?"'~
DATED at the _<:i!-t of Victoria, in the Province of British Columbia, thi~ day
of /''V'Ii!t ff , 2fUj-
MUNICIPAL SOFTWARE
CORPORATION
The terms of this agreement are
hereby accepted by the firm of Jones
Emery Hargreaves Swan
Per:
.'!:..4::.
I /2> C "... r ~/c79r./ C' k'LJ
Patrick C. Trelawny
Client ID:######
Printed: date
10 J
Exhibit 0
CityView Standard Support - Service Level Agreement
10 II
EXHIBIT D
. Municipal Software
4464 Markharn Street, Suite 1108, Victoria, BC, V8Z 7X8 Canada
To:I-Free: 1.800.665.56471 Tel (250) 475.56001 Fax: (250) 475.6080
www.~.lunlcipaISoHware.comITrading Syrnbol: TSXVrMSZ
CityView Standard Support
Service Level Agreement
property inforrnation I permits & inspections I planning
code enforcement I lICensing I cashiering 1 application builder
10 v
. Municipal Software
CityView Standard Support - Service Level Agreement
Contract Term: 1 Year (renewable annually)
Support Channels: Web, Telephone or Email
Support Requests Allowed: Unlimited
Who Can Report: Up to three users named in your support agreement can submit support requests. These
individuals must be trained in the use of CityView and constitute the first line of support for your organization.
Hours of Coverage: Coverage hours are 5:30 a.m. to 5:30 p.m. Pacific Standard Time from Monday through
Friday, excluding Municipal Software Technical Support observed holidays. (Only those statutory holidays that
coincide between Canada and the United states are observed by Municipal Software Technical Support.)
Accessing Support: The preferred method of opening a support incident is to enter the problem details through
our online support system. Telephone support requests should be preceded by filing an electronic support
request on our Web site, including a detailed problem description. Telephone support requests will be answered
live during business days, though staff may be involved serving other customers. If your call is not answered live.
we ask that you leave a message, including the support request tracking number you received from the electronic
filing, your name and phone or pager number. Messages are typically responded to within two hours.
Auto Acknowledgement: We will send a computer-generated message that acknowledges receipt of the report
that you filed electronically. This message will contain the details of your problem report as well as the support
request tracking number. Whenever the status of your incident changes, a notification will automatically be sent
to the individual that opened the call.
Request Response Time: A technical support engineer will respond to all requests within the time frames
specified in Table 1. Business hours are 5:30 a.m. to 5:30 p,m. Pacific Standard Time from Monday through
Friday, excluding Municipal Software Technical Support observed holidays. Only those statutory holidays that
coincide between Canada and the United States are observed by Municipal Software Technical Support. We
process requests in the order of their priority followed by order of submission.
What we will do if we don't hear back from you: If we don't hear back from you in ten business days, we will
close your support request and mark it as "Closed / No response from customer."
Resolution of Bug-Related Requests: We will keep your request open and follow up when a fix is available in a
production release. We will also contact you if we post an experimental build that will help with your problem.
What We Need to Help You
Municipal Software wants to be as responsive as possible to your support needs. To accomplish this goal, the
Municipal Software customer support staff relies on your knowledge, self-sufficiency, and thoroughness during the
troubleshooting process, You reap the benefits from this effort - it allows Municipal Software to focus on the
more difficult problems and make the product more robust. It also helps control the amount Municipal Software
charges for support,
. Knowledge: You should be experienced in the installation, operation, and maintenance of the hardware,
desktop. and network operating systems, and applications in your environment before you install
CityView.
. Self-sufficiency: We ask you to be as self-sufficient as possible when you encounter problems. You can
do this by referring to technical documentation for your environment and by searching the Municipal
Software Web site to determine if your issue is addressed before you submit it to our customer support
staff.
9/6/2006 2/4
10 J
II Municipal Software
. Complete information: As with any troubleshooting process, accurate and timely resolution depends on
information. When you request support, please fill in all relevant fields in the request form, provide a
detailed problem description, and attach any appropriate log files. Unfortunately, when the request
information is incomplete. it will take longer to resolve your issue.
. Preparation: If you call us for support, be prepared to provide the same ievel of information as is
requested on the request submission form. You can help reduce the time to resolution by completing the
online support request form and attaching fiies as directed. Then, simpiy provide us with the request
number when you call. We ask that you have immediate access to the computer(s) on which Municipal
Software products are running.
How to Access Support
Municipal Software offers several methods of accessing support described below. Please note that for Priority 1
(see Table 1) issues, customers are encouraged to submit their incident online and then follow up via Municipal
Software's toll-free phone number:
. Web Support (preferred method)
Our web portal. (www.municipalsoftware.com). provides resources for customer self-service. and is
comprised of an online searchable knowledgebase, downloadable updates, and a web-enabled CRM that
allows users to log new support incidents and check the status of previously submitted incidents on a 24 x
7 basis.
. Telephone Support
Teiephone technical support is available between the hours of 5:30 a.m. and 5:30 p.m. PST on regular
business days. Customers can contact us toll-free at 1.866.988.8324. Municipal Software technical
support will respond to telephone inquiries using the Service Level Agreement provided in Tabie 1 below.
. Email Support
Customers may request assistance from Municipal Software technicai support via email at
support@municipalsoftware.com. All email incident reports are iogged into the Municipal Software
support CRM database and are addressed based upon the priority of the issues. The response time
guidelines for support are provided in Table 1 below.
Feature Requests
If you come across an idea that you think might make a nice enhancement to CityView, your input is always
welcome. Please submit your suggestions through regular support channels. Unless additional information is
needed, you will not receive a personal response. Any suggestions for enhancements to CityView that you submit
will become the property of Municipal Software. Municipal Software may use this information for any Municipal
Software business purposes, without restriction, including for product support and development. Municipal
Software will not use information in a form that personally identifies you.
9/612006
3/4
10 J
II Municipal Software
Limitations
The following are not covered by Municipal Software's Standard Support Agreement, but may be available as
separate services on a time and materials basis:
a) Services required due to misuse of Municipal Software maintained software;
b) Services required due to software corrections, customizations, or modifications not developed by
Municipal Software;
c) Services required by the Customer to be performed by Municipal Software outside of Municipal
Software's regular business hours;
d) Services required to resolve or work-around problems that cannot be reproduced in Municipal Software's
support environment;
e) Services which relate to tasks other than maintenance of the Customer's existing implementation and
configuration of CityView, including but not limited to, enhancing or adapting CityView for specific
operating environments;
f) Services requested by the Customer to implement software updates provided by Municipal Software.
Table 1. Service level Agreement
* Response time targets are during business hours only.
Obtaining More Information
Information about our support programs may be obtained by contacting the Municipal Software sales team at
1.800.665.5647, or via email atsales@municipalsoftware.com.
9/6/2006
4/4
10 J
Exhibit E
Municipal Software Acceptance Criteria
Acceptance criteria for each of four areas is contingent upon two requirements. First, that the functionality that is
demonstrated meets the County needs as outlined in the contract. Second, validation sessions to actually test some
specific cases. Narratives have been provided. Breaking down the test areas:
1. Testing of completed workflows: The County will run through a handful of completed existing application types
and their respective milestone processes as specified in the gap analysis. Testing Criteria on Page 2
2. Completing configurations from existing narratiye I design specs: Vendor project staff will run through the
configuration with the County on one or two nearly compieted workflows as chosen by the County as specified in
the gap analysis. Narratives have been provided. Testing Criteria on Page 2.
3, GIS: Demonstration of GiS Module abiiity to access relevant GIS data layers, context sensitive to address, for a
few County applications within existing completed workflows, Contractual GiS functionality and CDES GIS layers
are listed on pages 3 and 4,
4, Cashiering: Testing of cashiering functionality aiong the lines specified in the proof of concept section of the
contract. In some cases it can be tied in with item #1 testing by completing a payment, and some of the
contractual specified functionality will be examined separately. Cashiering functionality from the proof of concept
is on page 5.
Each member of the County core team will be asked to provide scoring feedback on the functionality demonstrations for
those areas of their expertise. Pass / Fail, with a brief explanation. For the actual testing during the validation sessions,
participating core team members will be asked to score individual test cases Pass / Fail, and provide screen shots of
errors encountered. Screenshots can be saved to Word documents, and/or emailedtoqarvmullee@collierqov.net
Municipal on Site Team:
Municipal Staff on Site
Testing Criteria
CATEGORY CAUSE ACTION
Passed No major problems identified (see below for examples of major Fix (or prepare a plan to fix)
(Approved for probiems). Minor probiem examples: mislabeled toolbar button or minor problems, review with
Distribution) plot axis; inconsistent screen capture in manual; or cannot print from Management, and then
tool bar but can usina menu. distribute.
Failed Anyone of the following: Fix problems. and then
resubmit software for
. Installation problems (some typical examples): acceptance testing.
. Install of desktop (smart client) would be handled by
customer
. Insufficient or incorrect installation procedure.
. Appiication fries placed into wrong directories.
. Software modifies the configuration or system files
without warning or backing up originals. Installing
Application Builder is not compatible with this
requirement
. No program icons or groups created (if appL).
. Cannot install on a non-C: drive (e.g., 0:). This
requirement may also not be met if automated
installs (Group Policy) are required, Would require
the creation of an MSI transform file.
lOJ
. 1 or 2 occurrences of General Protection Faults (GPFs) or
"infinite loops".
. Virus detected on the distributed disks.
. Frequent abnormal program exits through multiple event
sequences (e.g., memory limits, bad input).
. Non-standard, illogical Windows GUls (if Win app).
. Non-functioning icons or menu items (e.g" PRINT doesn't
work; inactive options aren't ghosted). Fine for CityView
platform but not handled like this at application level.
. Insufficient/inaccurate printed documentation (e.g" no
input/output views or descriptions of menu options),
. Insufficient/non-functioning on-line help, without backup
printed documentation, On-line help available for non-
customized parts only.
. Solved Example Problems (test cases): The creation of test
cases out of the functional specifications is the customer's
responsibility.
. Lack of examples or tutorial.
. Examples abort or documented results are not
obtained.
. Combination of several problems with user interface,
documentation, or on-line help.
. Unable to complete workflows requirements.
Contractual GIS Functionality
1. GIS System Interface
1,1 The system will integrate with the Collier County's GIS software application.
1,2 Capability of relating to the geographic elements of the database(s) maintained by a GIS system. This
system will provide users with the capability of seeing either tabuiar or graphic data information utilizing
Arc Map, version 8.2, by ESRL CityView 9 embeds the ESRI's ArcEngine and ArcReader
runtime components (ESRI versions 9.1 and 9.2), These components enable CityView 9 to
access a variety of mapping resources, CityView 9 does not interface directly with other
ESRI client products (such as ArcMap), but does allow access to the same mapping
resources that an ArcMap user would access. The CityView 9 GIS components meet the
GIS requirements outlined in the RFP and in the acceptance document, and does so in a
way that fits in with Collier County's existing ESRI infrastructure,
1.3 The system shall have the ability to do all functions of Geocoding as outlined by Collier County as it
relates to GIS and this new system, It shall also have the capability to do address matching and editing.
1.4 The system will integrate with Collier County's ESRI-based GIS. At a minimum the system will need to
support ESRI relates and joins to associate system attributes to corresponding spatial records. The
system must support not only ESRI-centric applications based on system data, but the ability to
integrate ESRI maps into the system interface,
GIS Layers for MapDrawer Functionality Testing
Description
10 -'
File Name
Source
Address Points
Census Block Groups with Population
Census Blocks with Population
Census Tracts with Population
City Boundaries
Coastal Control Lines - County
FEMA Flood Insurance Rate Maps 1996
Future Land Use
Land Use 1995
Land Use 2001
Planned Unit Developments
Zoning Districts
Fire Districts
AddressPoints
censusblockgrp
censusblock
censustract
city
cnty cnstrc
fema96
flu
Landuse95
Landuse01
pud
zoning
Fire Dist
CDES
GOES
CDES
GOES
GOES
GOES
CDES
GDES
GOES
COES
GDES
CDES
IT from Supervisor of Elections
Parcels
Subdivisions
parcels
subdivision_PAO
TAZ (Traffic Analysis Zone)
T:rrRANSfTRANSPLANNINGfTRAFFICANAL YSISZONEITRANS MPO_ Transportation
Address Points
Address Matchable Roads
Condo Units Table
Airport Noise Zone
AMU - Boundary
Artificial Reefs
Boat Speed Zones
Coastal Control Lines ~ County
Coastal Control Lines - State
Coastal High Hazard Area
Code Enforcement - Day boundaries
Code Enforcement - Env boundaries
Code Enforcement - Evening boundaries
Code Enforcement - Sign boundaries
Code Enforcement - Weekend boundaries
Eagle nest locations 2002
FEMA - 96
FEMA - Proposed 03
Fire Districts
Future Land Use
Traffic - Traffic Congestion Boundary
Future Pop by Planning Comunitites
Immokalee Area
Land Use - 01 FLUCC
Land use Tables
Libraries
Lidar - East County from Army Corps
Monuments - fdep along shore
Monuments. elevation in estates
NRPA - National Resource Protection Area
National Wetlands Inventory
Panther Locations
Planning Communities
Pre-Apps
PUO's
Rural Fringe
Rural Lands
Sewer Service Areas
Soils
Street Centerline
Turtle Nest Locations
Units and Tracts in Estates
Water Service Area
Windzones - Construction
Zip Codes
Zoning
Wellfields
T/COES/Oata/addrss/
T/COES/Oata/addrssl
T:lCDES/Data/addrss/
GOES SOE
T/GOES/Oata/AMUI
T/GOES/Envir
T:/C OES/Envir/ldleZones/
T:/CDES/Oatal County coastal.shp
T/COES/Oata/ State coastal.shp
COES SOE
COES SDE
COES SOE
COES SOE
GOES SOE
GOES SOE
GOES SDE
COES SOE
T/COES/Oata/FEMA 9 03/
T/COES/Oatal Fire Districts.shp
GOES SOE & T:/CDES/Oata/FLUI
T:/CDES/Data/FLUI
T/GOES/Oatal Comun fut pop.shp
T/GDES/Data/ immok.cov
T:/CDES/Oata/LU 01 LUjoined.shp
~:/COES/Data/LU flxjoin1,2,3
T:/CDES/Datal Library.shp
T/GDES/Data
COES SDE
T/GOESlDatal
COES SDE
GOES SOE
T:/GDES/Data
T/GOESlData/ Plan Comun.shp
GOES SOE
COES SOE & T:/GDES/Oala/PUOI
COES SOE
T/COES/RuraILandsl
COES SDE
COES SDE
T/COES/Datal roads.cov or In addresspt PGOB
COES SOE
COES SOE
COES SOE
GOES SOE & T/COES/Oata/ wlndzone.cov
T/CDESlData/ Zip.cov
COES SOE & T/GDES/Data/zoning/
T:!GOES/Oata/ wellfields.shp
COES
GOES
COES
GOES
Planning
Natural Resources
Natural Resources
GOES
GOES
GOES
COES
GOES
GOES
GOES
GOES
GOES
COES
GOES
GOES
GOES
Planning
COES
COES
COES
COES
GOES
GOES
GOES
GOES
Natural Resources
GOES
Natural Resources
GOES
GOES
COES
GOES
Natural Resources
GOES -FAH rev 9/05/05
Ca
10
,
Cash Management Functionality per Contract
. Capture payment and billing information and display escrow account balances in real.time. Allow the various forms of payment methods,
including cash, escrow deduction, check, waivers/deferrals, IGC transfers, and credit cards (for express permits only).
. Users must be able to calculate impact and permit fees in different areas of the review process, and create payment slips to present to the
cashiering staff. Payment methods include checks, cash, and transfers for IGCs, DCAs, and COAs.
. Credit cards will be accepted for a select group of express permits only and all Rental Registrations. Cashiers must be able to generate a
receipt, the permit and an inspection card.
. Payment slips: All fee entries that generate a payment slip are required to provide user's name per line item. Changes to payment slip are
required to give last user's name on payment slip.
. Official Receipts: Official Receipt will have TWO names: the users that entered fees to create payment slips or invoices, and the cashier that
processed receipt. This requirement is necessary to record and track all users that enter, change, delete or modify payment slips. Usernames
and password security will be required to allow only authorized staff to perform these functions.
. The system must include the ability to associate all monies collected with the County's general ledger accounting codes. Cashiers must be
able to create a transaction report to balance their cash drawer. Next the supervisor must be able to complete the daily closing reports, create
the GL Extract file, balance the days work and send the GL Extract file through an automated FTP and transactional Interface with Clerk of
Courts finance system, SAP. This process is required daily for three cash locations. The system must be able to add additional cash locations.
The application should be able to confirm that the daily interface with the SAP FTP site was successful.
. Ability to monitor refunds and partial refunds, utilizing status of receipts.
. Comment area for description and detail.
. Ability to run reports for status of receipts (transactions) for refunds.
Reporting capabilities to include:
. Daily Transaction Report, for each cashier, totals for cash, checks, grand transactions totals and Number of transactions per cashier per day
report. (see example report CDPR1101)
. Payment Summary by Fee Codes. (See example report CDPR1104)
. General Ledger Account Report (AKA) General Ledger Fee Summary Report (see report CDPR11 06)
. Maintenance tables must be access restricted by password. The system must provide the ability for users to add, edit, activate, deactivate,
and delete (to achieve) all fee codes, access details such as associated dollar amounts for fee codes, GL accounts, fee types, and status in
the system. Provide the following information: last update date, last user name, previous update, and previous user update. Provide reporting
capability similar to the current system reports that sort by fee code GL Account.
. Reports from maintenance tables for Cash Management.
. Fee Code Reports (Ability to sort by fee code or General Ledger Accounts).
. Fee calculation capabilities must be provided by the system for assessing and collecting the County's non-residential and residential land
development. A sample of the fee types include; development request, impact, permit, certificates, licensing, report generation, surcharges,
utilities related charges, late fees and fines.
. Integration with many peripherals including credit card processing, cash drawers, check verification using system generated unique numbers
for control purposes, and others.
10 -'
Exhibit F
Key Personnel
Name
Title
David Gray
Rick Booth
Lead Project Manager
Susan McCormick,
Business/Systems Analyst
PreBuilt Program Manager
Senior Application Developer
Infrastructure Specialist
Vince Liderth
Robin Gwynne
David Hartman
Quality Assurance Team Lead
Eric Lott
Training Manager
Dorinda Youdell
Trainer
10J
Exhibit G
Appendix C - IT Department Standard and Operating Procedures
Technical Architectural, Compatibility and Supportability Requirements Document (TACS)
Required Contract Items:
Any IT asset (hardware, software, service) vendor shall agree to the following criteria within a contract or by written
acknowledgement before installation of any IT Asset will be accepted by Collier County and allowed to connect to the
Agency Network.
RC1.01.
RC1.02.
RC1.03.
RC1.04.
RC1.05.
RC1.06.
RC1.07.
RC1.08.
RC1.09.
All software application vendors are required to notify Collier County when new releases become available and
when current releases are no longer supported.
The vendor must submit any applicable license agreements for any proposed elements including a description
of the licensing model, and list prices for all license types and whether or not custom licensing arrangements
are available.
The vendor must submit any applicable maintenance agreements for any proposed elements including a
description of the maintenance plan, software upgrade policies and exclusions, and list prices for all
maintenance agreement types and whether or not custom maintenance agreements are available.
The supplier of any HIPAA related software applications must provide guidance on HIPAA compliant
implementation requirements.
All software must comply with all Federal, State and Local regulations.
A minimum of Fiftoen (15) minHtes offinishod video training m3ton31 to be presentoE! "on demand" mHst De
quoted as p3rt of the 3cquisition cost. Not applicable to this contract.
Training must be scheduled at least forty-five (45) days in advance to ensure training room availability since
multiple implementations are occurring. Training materials, curriculum to be covered and identification of
which Collier employees should attend must be provided thirty (30) days in advance of scheduled training.
Any training courses that require use of data, data should be installed and tested prior to the scheduled
training date. Training for this contract shall be built into the implementation schedule.
Suppliers shall notify the IT Department contact named in the maintenance agreement in writing (email is
acceptable if acknowledged) 24 hours in advance of any required remote access. Included in this request
must be a detailed work plan with actions that will be taken at the time of access. This applies to post-
implementation for upgrades, defect fixes and/or configuration changes. The IT Department follows the ITIL
framework for change management.
Oeliverables for Database:
. Vendor must provide scripts in order to recreate database schemas, stored procedures and etc.
. Database schema with a data dictionary detailing all entities and attributes.
. Recommended practices document for support and maintenance of the database.
RC1.10. Any vulnerabilities or exploits discovered by the vendor or others for the proposed application must be reported to
Collier County Government immediately with a proposed mitigation strategy.
RC1.11. All vendor access will be done via named account VPN access only. All access must comply with current published
County Manager Agency (CMA) policies. Current policies that apply are CMA 5402 and CMA 5403, CMA
5405.
10 ~
· The candidate software application proposal must include a hardware topology and recommended hardware
configurations.
o Deliverables:
. Full installation documentation (workstation and server)
. Established maintenance routines and procedures must be included with the delivery of the
proposed application
RC1.12. All software upgrades, fixes and/or changes required by the selected vendor must be installed on a
Collier County Standard test environment and certified by the project team prior to moving into a
production environment; currently this is a Microsoft environment.
RC1.13. The supplier shall attest in writing that they shall support all Microsoft security patches and updates
within fifteen (15) days of release.
RC1.14. Software vendors will acknowledge in writing prior to selection, that Collier County Government will own
any and all data and the database that data resides on.
RC1.15. All software applications submitted to Collier County Government are required to submit the following
documentation if short listed for the final selection process. Documentation must be in electronic format
(preferred in MS Word or PDF). Documentation is required to be updated with a new versions or
upgrades. Collier County reserves the right to copy documentation for internal use only. The number of
copies of all documentation must correspond with the number of bound responses requested during the
Request for Proposal (RFP) Process.
o Documentation:
. End-User training documentation
. Administration documentation
. Installation documentation
. Maintenance documentation
. Disaster recovery documentation
. Procedures specific to the application
. Information Flow Diagram of Application upon completion of project
RC1.16.
The vendor shall provide training in the operation and maintenance of the system for the County's
Information Technology support staff. Training shall cover the fundamental design of the software and
the mechanics of the operating program. Training shall be structured such that designated trainees will
understand the operation, maintenance, backups, security and the database of the system.
Appendix "A" Proof of Concept for Addressing.
Appendix "8" Application Silent Installation Proof of Concept
RC1.17.
RC1.18.
10 J
Exhibit H
CityView Implementation Schedule
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Ii Municipal Software
2043 Grovf:: Street, Denver, CO 80211 US!\
roll--Fr(-oc: 1.800.665.5647 I Tel: (250) ,-P5660D I Fax \3(3) '::33A682
IlracJlwJ ~)yrnbol: I'SX-V::'i'J7
Collier County, Florida
Title: New Divisional Software System
Community Development & Environmental Services
RFP #06-3962
Vendor Name: Municipal Software Corporation
Opening Date: Friday, May 26 at 3pm, Eastern Daylight Time
Authorized Sig natu re ____________________________
lain McLean, CEO
Date _________________
Telephone: (250) 475.6600
F:lY' (~n:?! 4~~ 4hR?
property infolTll<ltion I per!Tiit~, & inspections I planning
wde ellfofccrnent IIICensin9 I c<lshier:nq 1 <lpplic0!iol1 builder
10
,
Proposer Profile
Executive Summary
We are very pleased to provide Collier County, Florida with the following proposal for your Community
Developmenf Software Program. Municipal Software was pleased to be short-listed in your original RFP
in 2003. Based, in part, on our experience with you in that submission we took steps to make important
improvements in the company's product offering, which our new submission reflects.
The feedback you provided in 2003 suggested that our offering 1) relied too heavily upon
customization, 2) left some concerns regarding our implementation planning capabilities and 3)
needed improvements to the financial/cashiering intertace.
The CityView Product offering today represents significant enhancements that address those issues
while improvements have continued in the overall CityView solution. We have developed a "PreBuilt"
based product solution, we have invested in our implementation capabilities (as evidenced by the
successful completion of complex projects with the City of Miami and the City of San Mateo ICA) and
ensured seamless integration at the intertace between cashiering and financial in CityView itself. Some
details of these changes and improvements are provided below:
We are ready to provide Collier County with exceptional service and an outstanding solution to your
growth needs. We look forward to further discussion of how Municipal Software and the CityView
product can meet your requirements.
Out-of-the Box Solutions
Over the last 18 months, we have been selling and implementing CityView PreBuilt solutions. CityView
PreBuilts are out-of-the-box software solutions that have been created to meet the demands of
automation in local government. They include forms, reports, and automation to manage Permits and
Inspections, Code Enforcement, Planning, Licensing, Cashiering, and Property Information. Municipal
Software has 24 years of experience with the business processes of leading jurisdictions across North
America. As a result, CityView PreBuilts are designed to meet the highest standards.
A unique aspect of the CityView PreBuilts is their flexibility, allowing them to more accurately match your
short term and existing process flow and functional requirements. This proposal also includes CityView
Application Builder, which is a development tool that allows the CityView PreBuilts to be configured and
adapted, when and where that might be required, protecting your investment for the long-term.
City View, through its suite of PreBuilts and Application Builder products, combines the ease of
implementation of an off-the-shelf product with the ability to tailor the software to create a customized
solution to meet your user's unique requirements. We recommend you implement all six CityView
PreBuilts, which we will configure where necessary to meet your current functional requirements. We
also recommend the implementation of the Application Builder, giving you the freedom of choice to
make future changes with in-house staff without incurring the additional expense of customization
services from a vendor (although we'd welcome future customization services).
Uoaradeable
Another unique aspect of the CityView solution is our upgrade policy. Municipal provides free upgrades
to our CityView clients as part of the Annual Software Maintenance fee. As technology advances
(alongside your ever changing needs), new versions of City View will be provided to you at no cost,
allowing you to constantly provide up-to-date technology to your users and citizens without the costly
approach of replacing the software. These upgrades are done in a method that allows the customized
and configured portions of the application, as well as the data, to remain unchanged while
2
improvements are made to the product plattorm. This provides signiticant. long-term return on 10 J
investment.
ImDlementation EXDerlise
Incorporating the CityView PreBuilts significantly shortens implementation times. In the case ot Collier
County. some of the functional requirements demand customization in order to match all of the
functional requirements. While this does lengthen the implementation time, incorporating the out-of-
the-box functionality of the PreBuilts wherever possible will result in a faster implementation than a
customized solution would be able to provide.
We have made large investments over the past 12 months in our Client Services department, both in
staffing as well as process improvements. We now incorporate a very thorough approach to
implementation, ensuring that the product that ultimately gets delivered will match your expectations.
This proposal includes a detailed look at our implementation process, the key staff incorporated in the
process and the required tasks to help you achieve a go live date that is timely and successful.
Financiallntearation
The CityView Cashiering PreBuilt incorporates the ability to integrate with a variety of financial
applications. In addition to the inherent abilities ot the Cashiering PreBuilt, we have teamed with Data
Transfer Solutions in Orlando, FL to assist in the integration with your SAP system. Data Transfer Solutions
has current experience within Collier County's IT Department and has recently performed integrations
with your SAP system in both the Transportation and Public Works departments. We tee I that their
current knowledge lowers any integration risks for both Municipal Software as well as Collier County.
Our CityView solution provides superior tunctionality, complete control and tlexibility, an easy-to-use
interface and ultimately a lower total cost ot ownership than other software on the market.
Alter reviewing your requirements in detail, we teel contident in proposing the CityView solution. We
compared the functionality of the PreBuilts to the requirements of this RFP to develop the scope of the
customization plan. We used this to determine the total cost of your implementation services and
training. We firmly believe the combination will provide you with a comprehensive solution in the
quickest time possible at an optimum price.
With the CityView PreBuilts, our recommended solution has the following additional key strengths:
1) While some municipalities (Miami. Charlotte) have implemented a browser-based solution with
earlier versions ot CityView, our newer thin, smart client technology allows you to implement a
workstation based, desktop client solution that provides a richer user experience over low
bandwidth in a network situation.
2) Remote Access. CityView technology offers a wide range of options to get your inspectors into
the field, ranging from: real-time wireless access, as used in the City of Miami. database
replication and synchronization as implemented in Huntington Beach, California, and CityVlew's
new ability to operate in a disconnected mode (recommended) with selected, active data
base access.
3) Significant cost-saving potential through the CityView Public Portal. It offers unlimited anonymous
access to information and services exposed through the Web (Internet and Intranet) to both
public and internal users.
4) Easy customization by County staff. CityView Application Builder is a powerful development tool
which empowers you to create or modify your own applications without the vendor. The
possibilities are truly endless.
3
5) Open integration. CityView PreBuilts can work together as an enterprise solution and can alsol0
work with outside systems, so meeting your needs tor integration with GIS, the tinancial SAP "
system, Document Management systems, e-payment applications, and remote technologies.
6) Full report writing and design capabilities using CityView's reporting tool and report creation
wizard.
,
7) Cutting edge technology. CityView is continually updated with the latest technology, without
attecting changes the County might have made to the system. These upgrades are included at
no charge as part of our Annual Sottware Maintenance tee. The County will never be required
to repurchase any new release. upgrade or version ot the sottware.
8) Lowered total cost of ownership. Since you can turn a static piece ot sottware into a fluid piece
of software, you are never bound by a purchase made years ago. And because you can
create your own applications you do not need to re-purchase software every few years. This
saves you money.
9) Increased revenue. Thanks to correct data entry and automated fee calculations provided
through CityView's powerful FlexFee system, you will collect the proper revenue.
This document describes our proposed approach to completing the work within the timeframe
specified. In this proposal we will provide you with an in-depth understanding ot what you can do with
the complete CityView solution, how we will install and support CityView and how we can partner with
you tor years to come. This proposal is valid for 120 days from the submission date.
Once again. thank you for the opportunity to respond! If you have any questions please do not hesitate
to contact:
Woody Jackson
Municipal Software Corporation
Telephone: 1.800.665.5647 ext 250
wiackson@municipalsoftware.com
4
10 J
Table of Contents
Community Development & Environmental Services
Request for Proposal
I. INTRODUCTION..................................................... ..........................................................................................................................8
1.1 CD & ES DEPARTMENTAL DESCRIPTIONS .............................................................................. .........................................................9
Code Enforcement Department .............. ................................ ........................ ................9
Building Review and Permitting Department .................... ....................... ............................ ......................................... ............9
Comprehensive Planning Department ............................ ...................... ............. ............................................ .. ...............9
Zoning and Land Development Review Department . ......................................... ...................................... ..........9
Environmental Services Department............ ....................... ....................... .............. .................. ..................9
Engineering Department............................ ......... .................. ............................................................ .................................. .....10
Operations Support and Housing Department ..................... ...................... ............... ....................... ................... ....10
COLLIER COUNTY DEVELOPMENT SERVICES SySTEMS....................... ....................................................... ...................................11
1.2 SCOPE OF SFR VICFS .............................................................................................................................. .......................................... 12
1.3 DEFIN ITION OF TERMS......................................................................................................................... ........................................... 13
II. GENERAL CONDITIONS AND INSTRUCTIONS .....................................................................................................................15
PROPOSAL S UBM ISS ION: .............................................................................................................................. ......................................... 16
PRINCIPALS / COLU JSION: .............................................................................................................................. ......................... ............. 16
PROPOSAL WITHDRA W AL: .............................................................................................................................. ..................................... 16
PROPOSER'S CERTIFICATION: ............................................................................................................................... ................................ 16
EXCEPTIONS TO INS TRUCTIONS OR CON DmONS: ......................................................................................................................... ........ 16
V AR lANCES: .............................................................................................................................. ........................................................... I 7
LAWS AND REGULATIONS: ............................. .......... ............................................................................................................................ 17
INSlI RANCE COSTS: ................................................................................................................................. ............................................. 17
TAXES: ...................................................... ............................................................................................................................... .... 17
TERMS: ................................................................................................................................... ............................................................. 17
IN VOICES: ................. ......... ................................................................................................................................... ............................... 17
EXPENSES INCURRED IN PREPARATION OF PROPOSAl.: ........................................................................................................................17
N ON-ApPROPRIATION OF Fu NDS:.......................................................................................................................... ............................... 17
TmMINAI'ION: ............................................................................................................................. ... ..................................................... 17
CONTRACT TIME AND LIQUIDATED DAMAGES: ..................................... ....................................................................18
LiA m I ITY: ....................... ........................................................................... ................. ..................................................................... I 8
Qu AUFIC ATION OF PROPOSERS: .............................................................................................................................. ............................ 18
Ass IGN M liNT: ................................................................................................................................... ................................................... 18
A WARD CI IAI.LENGE:............................................................... ............................................................................................................ 18
LOBB Y ING: ............................................................................................................ ........... .................................................................... 18
SINGLE PROPOSAL: ............................... ...... ....... ....... ....... ................................... ... ................................................................ 18
SIGN AIU RE OF PROPOSER: ............................................................................................................................................. ...................... 18
1NTERPRIcTAIION OF PROPOSAL DOCUMIcNTS AND INVESTIGATION OF PROJECT: ................................................................................ 19
Ru IcCTION OR Accr:PTANCIc OF PROPOSALS:...................................................................................................... ................................. 1 9
5
~~~~~~~I~~~~~~~~~~~ .~F.TH.F~~lJ~~~:.:::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::::.::::::::::::::::::::::::::::::::::::::::::::::::::1: ~ .,
pu 81IC ENTITY CR IME:.......................................................................................................................... .............. ............................ I 9
PROHl81TtON m GIHS TO COUNTY EMPLOYEES: ..............................................................................................................................19
EVALUATION AND SELECTION PROCEDURE............................................................................................................ ...............21
Ill. VENDOR INFORMATION ...........................................................................................................................................................23
III. I V EN DOR INFORMATtON .............................................................................................................................. .................................24
Technical Questions .................... ......................... .......................................... ................ ............. 33
111.2 PROPOSAl. Qu I ,STtONNAI RE .............................................................................................................................. .........................45
III. 3 SUPPLEMENTAL INFORMATION ... .............................................................................................................................. .............58
IV. GRADING CRITERIA AND POINT ASSIGNMENT DESCRIPTlON....................................................................................59
I V. 1 PI lASE I ...................................................................................................... .............................. ............................................60
A. Completeness of Application ............ ... ......... .............................................................. ..............60
B. Coverage of Core Functionality Needs ....... ....................................... ............. ............ .....................60
I V.2 PHASE 2 ......... ........................................................ ............................ ......................................................... 61
a. Functionality Selection Criteria 20 points .............. ...................... .............. ........ .....61
h. Vendor Relationship 10 points.. . ................................ ............ ...................... ......61
c. Other Jurisdictional References 10 points ................ ...................... . ............................ ...61
d. Cost 10 points... ........................................... ................ ............ ........... ...............61
~~ 1O~~ ............................~
f Compliance with Technical Requirements 10 points ......................... ........................................ ..61
h. Required Proof of Concept Demonstration 30 points.. ........... ............ ..... ........ ............. ..........61
V. FUNCTIONALITY - SELECTION CRITERIA WORKSHEETS .............................................................................................62
FUNCTIONALITY - SELECTION CR ITER IA W OR KSH EETS ..................................................................................................... ................63
V. 1 CODE ENEORC EMENT ................................................... ............................................................................................................... 65
V.2 BUI LIlING RI:vl EW AN 0 PERM ITTING ........................ ....................................................................................................... 73
V.3 CON IRACTOR' S LiCENSiNG...................................................................................................................... .....................................94
V.4 COM PREHENSIVE PLAN N ING .............................................................................................................................. ....................... 104
V.5 ZONING AND LAND DEVELOPMENT REViEW.... ...................................................................109
V.6 ENV IRONMENTAL ................................................ ............................................................................................................. .... 118
V.7 ENG IN EERING .............................................................................................................................. ............................................. 123
V.8 PU D MONITORING..................................................................................................................... ................................................ 128
V.9 OPERATIONS SUPPORT AND HOUSING ........ ...................................... .........................131
V. lOG EN ERAI. REQU I RIMENTS....................................................................................................................... ................................. 133
V. I I SYSTEMS ADM IN IS TRATION .............................................................................................................................. ...................... 134
VI. TECHNICAL SPECIFICATIONS ..............................................................................................................................................138
VI.I BCC NETWORK TECHNICAL. SPECiFICATIONS................... ........... .......................... ...............138
General: . ............................... ................ ......................... ....... .......... ....138
VII. SYSTEM COST REQUIREMENTS..........................................................................................................................................143
VII.I SYSTEM COSI REQUIREMENTS INTRODUCTION ................................................................................................................144
VI1.2 SUMMARY TOTAL FOR SOFTWARE, HARDWARE, PROFESSIONAL SERVICES. .......................................145
VI1.3 LICENSING FEES BY MODULE .................................................................................146
V 11.4 HARDWARE COSTS......................................................................................................................... ......................................... 147
VII. 5 ESTIMATED VENDOR HOURS......................................................................................................................... ........................ 148
V II. 6 TRAIN ING COSTS......................................................................................................................... .......................... ............. 149
V II. 7 TRAVEL AND OTHER COSTS......................................................................................................................... .............. .......... 150
V II. 8 ADDITIONAL SOFTWARE COSTS ................ ................................................................................................................ ........ 15 I
V II. 9 PROFESSIONAL SERVICES . .............................................................................................................................. ........ 152
VIII. REQUIRED PROOF OF CONCEPT DEMONSTRATION ..................................................................................................153
Proof of Concept Testing ............. .................................................. ................................................. ....... ......154
Hardware Requirements........ ................................................... ...................................... ........... ........ 154
Data Requirements.. .......... ..................................... ....... ...154
Proof of Concept Script and Milestones .................................. ........... ......................... ............... ...155
ProofofConceptScript ............................ ... .............................. ........................ ....... ...155
VIllI. APPENDICES ...........................................................................................................................................................................167
ApPENDIX A: STATEMENT OE LiTIGATtON ................. ... ... ..... ..............................................168
6
ApPENDIX B: FEES & REFERENCES ...................................................................................................................................................1$ 0 J
ApPENDIX C: PROPOSER QUALIFICATION FORM ................................................................................................................................1 Jl ,",
ApPENDIX D: INSURANCE REQUIREMENTS CERTIFICATION ............................................................................................................... 172
ApPENDIX E: PROPOSER'S CHECK LIST........................................................................................................................... ................ .... 175
ApPENDIX F: PROPOSER'S DECLARATION STATEMENT..................................................................................................................... 176
ApPENDIX G: CONFLICT OF INTEREST STATEMENT..................................................................................................................... ....... 179
ApPENDIX H: REPORT REQu IREMENTS .............................................................................................................................. ............... 180
ApPENDIX I: LAND USE AND PERMITTING SYSTEM PRE-PRODUCTION TESTING SPECIFlCATIONS......................................................190
ApPENDIX J: NON- PROPOSER RESPONSE............................................. .... .... .......... ............ ............. ... .................................................2 14
APPENDIX K through M: Additional Proposer Information... ... ...... ... ............ ............ ...... ............ ...... ...... .....208 - 250
7
l"4II
10 J
I. Introduction
8
1.1 CD & ES Departmental Descriptions
10 J
Collier County's Community Development and Environmental Services Division (CDES) is the county's
premier public service organization charged with the responsibility of overseeing the development,
enhancement, and preservation of communities and neighborhoods.
Our mission includes:
. Ensuring effective growth management of communities and neighborhoods throughout Collier
County.
. The enforcement of the Collier County Land Development Code, community character and
development standards.
. Certifying compliance of construction standards.
. Preserving and protecting wildlife and habitat.
. Providing opportunities for affordable housing.
In the pursuit of these goals, CDES has seven distinct Departments:
Code Enforcement Department
Enforces compliance with regulations identified within Collier County Ordinances and Land Development
Code. Issues notices of violation and brings cases to the Special Master Hearing Officer and Code
Enforcement Board. Common violations include such items as illegal structures and/or land uses, housing
violations, weed control, illegal signs, etc. In addition, responsible for regulation of vehicle for hire and
rental registrations processes.
Building Review and Permitting Department
Insures compliance with County, State and Federal related building codes and regulations. This department
manages the review and approval process for building permits, conducts related trade inspections to issued
permits and issues certificates of occupancy. In addition, conducts approval and issuance of all contractors
licensing within Collier County.
Comprehensive Planning Department
This department consists of two main sections; Comprehensive Planning and Community Planning &
Redevelopment. Managed by the Comprehensive Planning section are items such as the implementation of
the Future Land Use Element, Rural Fringe & Eastern Lands Amendments, Capital Improvements Element,
Conservation and Coastal Management Element and Public Utilities Element of the Collier County Growth
Management Plan which is the comprehensive long range plan required by State of Florida. In addition,
conducts comprehensive plan consistency reviews for all land use petitions. Managed by the Community
Planning & Redevelopment section are items such as transfer of development rights, master plan and
overlay studies and also provides all population, demographic and economic information.
Zoning and Land Development Review Department
Responsible for Site Development Plan review; Planned Unit Development (PUD) review and approval;
Land Use Petitions (Zoning, Conditional Use, Variances, etc) review and approval and Architectural and
Landscape Plan review and approvals. In addition, responsible for controlling the interpretation and
application of the Collier County Land Development Code and the related amendment processes.
Environmental Services Department
Consists of three main sections; Natural Resources section, which covers areas such as artificial reef
construction and Natural Resource Area management, the Environmental Review section, which is
responsible for areas such as Environmental Impact Statements for Site Development and Land Use Petition
reviews. Third, Conservation Collier is the County's land acquisition program designed to purchase
environmental lands.
9
1n
Engineering Department ",. ",
Conducts project engineering reviews and engineering inspections. Project review and approval includes
such areas as water management, utilities and infrastructure, blasting permits, well drilling permits,
excavation permits, and conveyance of utilities. Engineering Inspections include such items as utility
turnovers, subdivision inspections, compliance inspections, and site development and improvement
inspections.
,
,
Operations Support and Housing Department
The Housing section of this department leads the County's affordable housing efforts, with federal grant
programs such as CDBG and HOME, and through the State Housing Initiative Partnership. County wide
Impact Fee Administration resides in this department. Operations Support and Housing also encompasses
CDES's financial management, Cashiering, GIS, Mapping, Addressing, Utility Franchise, and Records
sections.
Furthermore, CDES works closely with a variety of County Boards and Councils, including:
. Board of County Commissioners
. Collier County Planning Commission
. Environmental Advisory Council
. Code Enforcement Board
. Contractor Licensing Board
. Affordable Housing Commission
. Economic Development Council
. Water/Wastewater Authority
. Development Services Advisory Committee
. Conservation Collier Land Acquisition Advisory Committee
The remainder of this page is intentionally left blank.
10
Collier County Development Services Systems
1"
'v
,
Reviewers
Land Use
Zoning
CODcurrency
Transportation
Enforcers
Outside
Ag,n\
DcpUDiv
D'PfiY
Growth Mngmt.
,Future Land Use
Zoning
DR!
Re-Zone
Transportation
Planning
Operations
StormWllter
Outside
Agencies
Site
Inspections
(Eogiileel"i~g,
Outsidl;l
Agencies
()ubiid~A~encies
1I..llb Dept.
$t;b99IJ>>idrid
ACOE
SFWMD
FDOT
;;
'0
..
.
.
a
a
.
u
Commonalities
Finance
GIS
Enterprise Content Management
(Document Mgt, Work Flow Mgt)
DeDsrtmentlDivision
Comprehensive Planning ~ GMP
Zoning & Land Development
Engineering Services
Natural Resources/Environmental
Building Review & Permitting
Fire District Review
Utilities Operations
Operation Support
Transportation
Code Enforcement
(March, 2006)
II
;I'J ^ ~,
Ii}
The Community Development and Environmental Services Division (CD&ES) of the Board of Collier
County Commissioners desires to elicit proposals for an integrated modular type software application with an
open platform standard to support and manage its land use and building permitting activities.
CD&ES is looking for a vendor who has the ability and the product that can accommodate its business
needs for the next decade or longer. It is the intent of this RFP to maximize efficiencies by procuring an
integrated system that can function as an 'off the sheW product which incorporates best practices but provides
the option for CD&ES to change the configuration of processes if there is a future business or legal requirement
without changes to the source code. The system must allow all CD&ES departments to be able to access
information through a centralized MSSQL database.
The system proposed by a vendor must have the capability to integrate or interface with GIS, SAP,
electronic document imaging systems, an IVR, provide interfaces to the web, wireless access for permit
inspections, provide open APIs, feature on-line help, furnish system documentation, support electronic plan
reviews, and meet government tinancial standards. The integration with GIS must be advanced to the point
where specific fields in the proposed system will auto-populate from GIS layers in order to take advantage of
the existing information in the GIS database. At the minimum for all other software, the system must allow the
creation oflinks in the proposed systems GUI to enable the user to access these and other programs.
Collier County requires that the vendor must perform, but not limited to, the following timctions: all
required configuration work to enable the software application to function as required by Collier County, all
database conversion scripting, supply management reports for tracking applications moving through the system,
and print any documents that are dictated by business processes.
The vendor will be required to migrate all of the CD&ES business processes and data from the current
land use and permitting system, which is a thick client application with a MSSQL database. There are 370
active users, 200 of which may be logged into the system simultaneously. During the 2004 calendar year the
system handled 34,000 permits, 243,000 inspections, 1750 land development application requests and 15,600
code enforcement cases. The database is approximately 12 gigabytes in size. CD&ES also created several
smaller access databases to help facilitate their business needs.
It is expected that the vendor shall provide all labor and materials necessary to furnish and install a software
system that will enable the collection and retention of information throughout the entire life cycle of land
development, building, and code enforcement projects/cases.
I.2 Scope of Services
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12
, 1
1.3 Definition of Terms
10 J
"",;..,. "'"
ACOE Armv Corns of En~ineers
ADT Average Daily Trips
AHDB Affordable Housing Density Bonus
AIMS Agency Issue Management System.
ALF Assisted Living Facility
APFC Adequate Public Facilities Certificate
ASTM American Society for Testing and Materials
AUIR Annual Update and Inventory Report
BOA Collier County Building Board of Adjustments and Appeals
BCC Collier County Board of County Commissioners
BZA Collier County Board of Zoning Appeals
CCPC Collier County Planning Commission
CDES Community Development and Environmental Services Division
CEB Code Enforcement Board
CFR Code of Federal Register
CLB Contractor's License Board
CMA County Manager's Agency
C.O. Certificate of Occupancy
C.O.A Certificate of Adequate Facilities
CPRC Commercial Plan Review Coordinator
CSP Conceptual Site Plan
CSR Customer Service Representative
DBH Diameter at Breast Height
DCA Developer's Credit Agreement
DEP Department of Environmental Protection
DO Development Order
DRI Development of Regional Impact
DSAC Development Services Advisory Committee
EAC Collier County Environmental Advisory Council
EDC Economic Development Council
EIS Environmental Impact Statement
FAC Florida Administrative Code
FAR Floor Area Ratio
FBC Florida Building Code
FCC Federal Census Code
FDEP Florida Department of Environmental Protection
FOOT Florida Department of Transportation
FEMA Federal Emergency Management Agency
FIRM Flood Insurance Rate Map
FIS Flood insurance study
FLDO Final Local Development Order
FMS Financial Management System
FPCS Final Permit Customer Service
F.S.lFla. State Florida Statues
FSP Final Subdivision Plat
FTP File Transfer Protocol
GIS Geographical Information Systems
GL General Ledger
GMP Collier County Growth Management Plan
13
HVAC Heating, VentHation, & Air Conditioning
IGC Inter Government Charge
IVR Inter-active Voice Response
LDC Collier County Land Development Code
LOS Level of Service
NAICS North American Industry Classification System
NGVD National Geodetic Vertical Datum
NIM Neighborhood Infonnation Meeting to be held by the agent/owner
NOAA National Oceanic and Atmospheric Administration
NOC Notice of Commencement
NOH Notice of Hearing
NRPA Natural Resource Protection Area
OSM Office of Special Master
PC Planning Commission
PPL Subdivision Plat and Construction Plans
PPT Pennit Planning Technician
PT Permit Technician
PSP Preliminary Subdivision Plat
PUD Planned Unit Development
PVAC Public Vehicle Advisory Committee
RFMU Rural Fringe Mixed-Use
RFP Request For Proposal
RLSA Rural Lands Stewardship Area
ROW Right-of-Way
RPRC Residential Plan Review Coordinator
SAP Systems Application Project - automated financial management system
SBR School Board Review
SDP Site Development Plan
SIP Site Improvement Plan
SLOSH Sea, Lake, and Overland Surge from Hurricane
SFWMD South Florida Water Management District
TDR Transfer of Development Rights
Time Tracker Computer program designed to track the employee's daily activities,
Traci Tracking program used for employees to sign in/out and location
TUG Temporary Underground
VFH Vehicle For Hire
WebXtender Computer software used to view scanned documents and plans.
WWP Work Without Permit
ZDPT Zoning Department Planning Technician
In '
U <j
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14
10 J
II. General Conditions and Instructions
15
Proposal submission: 1 q i
The proposal shall be deemed an offer to provide services to Collier County. In submitting a propo J; 'he'
proposer declares that he understands and agrees to abide by all specifications, provisions, terms and conditions
of same, and all ordinances and policies of Collier County. The proposer agrees that if the contract is awarded
to him, he will perform the work in accordance with the provisions, terms and conditions ofthe contract.
The proposer shall submit the original properly signed in blue ink and clearly marked "Original", and ten (10)
copies of the proposal to the Purchasing Director in a sealed envelope on which shall be shown the proposal due
date, and the name of the proposal, and number assigned to the proposal. Additionally, a CD-ROM of your
proposal in Microsoft Word is also requested.
By submitting a proposal, the proposer declares that he understands and agrees that this proposal, specifications,
provisions, terms and conditions of same, shall become a valid contract between Collier County and the
undersigned upon notice of award of contract in writing and/or issuance of a purchase order by Collier County.
As a general rule, Proposals received after the published deadline will not be accepted and will be
returned unopened. However, the Purchasing/General Services Director (or his designee) shall reserve
the right to accept proposals received after the posted deadline under the following conditions:
a) The tardy submission of the proposal is due to thefollowing circumstances, which shall include but not be
limited to: late delivery by commercial carrier such as Fed Ex, UPS, or courier where delivery was
scheduled before the deadline, appears inadvertent and;
b) The acceptance of said proposals does not afford any competing firm an w1fair advantage in the selection
process.
Principals / Collusion:
By submission of this Proposal, the undersigned, as proposer, does declare that the only person or persons
interested in this Proposal as principal or principals is/are named therein and that no person other than therein
mentioned has any interest in this Proposal or in the contract to be entered into; that this Proposal is made
without connection with any person, company or parties making a Proposal, and that it is in all respects fair and
in good faith without collusion or fraud.
Proposal Withdrawal:
No Proposal can be withdrawn after it is filed unless the proposer makes his request in writing to the County
prior to the time set for the opening of Proposals, or unless the County fails to accept it within sixty (60) days
after the date fixed for opening.
Proposer's Certification:
Submission of a signed Proposal is proposer's certification that the proposer will accept any awards made to him
as a result of said submission of the terms contained therein.
Exceptions to Instructions or Conditions:
Proposer's taking exception to any part or section of these instructions or conditions shall indicate such
exceptions on their Proposal. Failures to indicate any exceptions shall be interpreted as the proposer's intent to
fully comply with the specifications as written. Exceptions taken by proposers may result in evaluation point
deductions and/or exclusion of proposal for Selection Committee consideration, depending on extent of
exceptiones). Such determination shall be at the sole discretion of the Selection Committee.
16
Variances:
Acceptance of the proposal does not guarantee issuance of any other govenunental approvals.
include provisions requiring the granting of zoning variances shall not be considered.
10 1
>..J .,'
Proposals which
Laws and Regulations:
It shall be understood and agreed that any and all services, materials and equipment shall comply fully with all
Local, State and Federal laws and regulations.
Insurance Costs:
Since these conditions include Insurance Requirements, it should be noted by the proposer that, in order to meet
the County's requirements, there may be additional insurance costs to the proposer's firm. It is, therefore,
imperative that the proposer discuss these requirements with the proposer's agent, as noted on the Insurance
Check List, so that allowances for any additional costs can be made by the proposer.
The Proposer's obligation under this provision shall not be limited in any way by the agreed upon contract
price, or the Proposer's limit of, or lack of, sufficient insurance protection.
Taxes:
Collier County is exempt from Federal Excise and State of Florida Sales Tax. Collier County Use Tax
Certificate Number is 2 I -07 -0 19995-53C.
Relation of County:
It is the intent of the parties hereto that the successful proposer shall be legally considered as an independent
contractor, and that neither he nor his employees shall, under any circumstances, be considered servants or
agents of the County, and that the County shall be at no time legally responsible for any negligence on the part
of said successful proposer, his servants or agents, resulting in either bodily or personal injury or property
damage to any individual, firm, or corporation.
Terms:
All terms, conditions, and provisions of the contract must be strictly observed in addition to the general
conditions herein described.
Invoices:
Payments will be made for articles furnished, delivered, and accepted, upon receipt and approval of invoices
submitted on the date of services or within a reasonable time thereafter. The number of the Purchase Order by
which authority services have been made, shall appear on all invoices. Invoices shall be submitted in duplicate.
Expenses Incurred in Preparation of Proposal:
The County accepts no responsibility for any expenses incurred in the Proposal, preparation, or presentation;
such expenses to be borne exclusively by the proposer.
Non-Appropriation of Funds:
If funds are not appropriated for continuance of a contract to completion, cancellation will be accepted by this
successful proposer on thirty (30) days prior written notice.
Termination:
Should the contractor be found to have failed to perform his services in a manner satisfactory to the County, the
County may terminate this Agreement immediately for cause; further the County may terminate this Agreement
for convenience with a seven (7) day written notice. The County shall be sole judge of non-performance.
17
,j
Contract Time and Liquidated Damages: 1 0 J
Time is of the essence in the performance of the Work under this Agreement. The County and the contractor
recognize that, since time is of the essence for this Agreement, the County will suffer financial loss if the Work
is not substantially completed within the agreed upon time. Should the contractor fail to substantially complete
the Work within the agreed upon time, the County shall be entitled to assess liquidated damages.
Liability:
Successful proposer will not be held responsible for failure to complete contract due to causes beyond its
control, including, but not limited to, work stoppage, fires, civil disobedience, riots, rebellions, acts of God and
similar occurrences making performance impossible or illegal.
Qualification of Proposer's:
Before the award of any contract, each proposer may be required to show (to the complete satisfaction of the
County Manager, or his designee), that he has the necessary facilities, ability, and financial resources, to furnish
the service as specified herein in a satisfactory manner, and he may also be required to show past history and
references which will enable the County Manager, or his designee, to satisfy himself as to the qualifications.
Failure to qualify according to the foregoing requirements will justify the County in rejecting a Proposal.
Assignment:
The successful proposer( s) shall not assign, transfer, convey, sublet or otherwise dispose of this contract, or of
any or all of its rights, title or interest therein, or his or its power to execute such contract to any person,
company or corporation without prior written consent of the County.
Award Challenge:
All costs accruing from a Proposal or an award challenged as to quality, etc. (tests, etc.) shall be assumed by the
challenger.
Lobbying:
All firms are hereby placed on NOTICE that the Board of County Commissioners does not wish to be lobbied.
. . either individually or collectively. . . about a project for which a firm has submitted a Proposal. Firms and
their agents are not to contact members of the County Commission for such purposes as meeting or
introduction, luncheons, dinners, etc. During the process, from Proposal closine: to final Board approval, no
firm or their agent shall contact any other employee of Collier County in reference to this Proposal, with the
exception of the Purchasing Director or his designee(s). Failure to abide by this provision may serve as grounds
for disqualification for award of this contract to the firm.
Single Proposal:
Only one proposal from a legal entity will be considered. If it is found that a proposer is interested in more than
one proposal, all proposals in which such a proposer is interested will be rejected.
Signature of Proposer:
The proposer must sign the proposal in the spaces provided for signatures. If the proposer is an individual, the
words "Sole Owner" shall appear after his signature. If the proposer is a partnership, the word "Partner" shall
appear after the signature of one of the partners. If the proposer is a corporation, the signature required is the
Officer, Officers or Individual duly authorized by its by-laws or the Board of Directors to bind the corporation
with official corporate seal affixed thereto.
18
Interpretation of Proposal Documents and Investigation of Proiect: 10 .J
Each proposer shall thoroughly examine the Proposal Documents, and judge for himself all matters relating to
the location and the character of the services he agrees to perform. If the proposer should be of the opinion that
the meaning of any part of the Proposal Document is doubtful, obscure or contains errors or omissions, he
should report such opinion or opinions to the Purchasing Director. Neither the County Manager nor his staff
shall be responsible for oral interpretation given either by himself or members of his staff. The issuance of a
written addendum shall be the only official method whereby such interpretation will be given.
Reiection or Acceptance of Proposals:
The right is reserved by Collier County to waive any irregularities in any proposal, to reject any or all proposals,
to re-solicit for proposals, if desired, and upon recommendation and justification by Collier County to accept the
proposal which in the judgment of the County is deemed the most advantageous for the public and the County
of Collier.
Any proposal which is incomplete, conditional, obscure or which contains irregularities of any kind, may be
cause for rejection of the proposal. In the event of default of the successful proposer, or his refusal to enter into
the Collier County contract, the County reserves the right to accept the proposal of any other proposer or to re-
advertise using the same or revised documentation, at its sole discretion.
Protection of Rights of the County:
The County reserves the right to include in any contract document such terms and conditions as it deems
necessary for the proper protection of the rights of Collier County.
Protest Procedures:
Any actual or prospective respondent to an Invitation to Bid or Request for Proposal, who is aggrieved with
respect to the former, shall file a written protest with the Purchasing Director prior to the opening of the Bid or
the due date for acceptance of Proposals. All such protests must be filed with the Purchasing Director no later
than II :00 a.m. Collier County time on the advertised date for the opening of the Bid or the acceptance date for
the Request for Proposals.
Award of contract will be made by the Board of County Commissioners in public session. Award
recommendations will be posted outside the offices of the Purchasing Department on Wednesdays and
Thursdays. Any actual or prospective respondent who desires to formally protest the recommended contract
award must file a notice of intent to protest with the Purchasing Director within two (2) calendar days
(excluding weekends and County holidays) of the date that the recommended award is posted. Upon filing of
said notice, the protesting party will have five (5) days to file a formal protest and will be given instructions as
to the form and content requirements of the formal protest. A copy of the "Protest Policy" is available at the
office of the Purchasing Director.
Public Entity Crime:
A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity
crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a
Bid on a contract with a public entity for the construction or repair of a public building or public work, may not
submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor,
supplier, or subcontractor under a contract with any public entity, and may not transact business with any public
entity in excess of the threshold amount provided in s. 287.017 for Category Two for a period of 36 months
from the date of being placed on the convicted vendor list.
Prohibition of Gifts to County Employees:
No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service
or other item of value to any County employee, as set forth in Chapter 112, Part III, Florida Statutes, Collier
County Ethics Ordinance No. 2004-05, and County Administrative Procedure 5311. Violation of this provision
may result in one or more of the following consequences: a. Prohibition by the individual, firm, and/or any
19
employee of the firm from contact with County staff for a specified period of time; b. Prohibition batQ .J
individual and/or firm from doing business with the County for a specified period of time, including but not
limited to: submitting bids, RFP, and/or quotes; and, c. immediate termination of any contract held by the
individual and/or firm for cause.
Additional Information:
Other than minor procedural matters, questions regarding this proposal must be in writing and submitted to:
Michael F. Hauer, CPPO, CPPB
Purchasing Acquisitions Manager
Collier County BOCC, Purchasing Department
3301 Tamiami Trail East, Bldg. G
Naples, FL 34112
(239) 774-8965
(239) 530-6699 - Fax
MikeHauer@colliergov.net
Questions must be received no later than seven (7) Collier County work days prior to Proposal acceptance date Should any questions or responses require revisions to
the Request fOf Proposal as originally published, such revisions will be by formal amendment only.
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20
EVALUATION AND SELECTION PROCEDURE
lOJ
I
Collier County procedure for selecting a consultant is as follows:
The Selection Committee, as approved by the County Manager, will review, evaluate and rank proposals
received from proposer's responding to this RFP. The committee members shall score each Proposal in
accordance with the rating criteria set forth in this docwnent and may at their discretion, schedule presentations
from any firms submitting a proposal. The Selection Committee will rank qualified firms in order of preference
and will enter into negotiations with the top ranked firm. A ward of the contract is dependent upon the success
and full execution of a mutually-agreed contract.
Upon the successful completion of negotiations, a contract shall be drawn for final approval by the Board of
County Commissioners.
All proposals will be reviewed independently by the selection committee and ranked on the basis of the criteria
listed and described in section IV & V of this RFP.
Note: The position of a top ranked firm does not indicate that a contract will be awarded, as subsequent
negotiations may, at their discretion, not yield a contract satisfactory to both the County and
proposer.
Project Implementatioll November 1, 2006
Proposed Schedule of Events
Activity Date
Issue Request for Proposal- (RFP) March 15, 2006
Vendor Question Submittal Deadline April 5, 2006
Vendor Pre-Proposal Conference April 19. 2006
Vendor Questions & Answers Distributed April 26, 2006
Vendor Proposal Close Date ./vlay 12, 2006
Vendor ShOli List Finalists Identified May ]0,2006
Vendor Reference Checks Completed June 6, 2006
Vendor Interviews & Demos - POC June/July 2006
Vendor Finalist(s) Identitied July, 2006
Final Offer Complete July/August 2006
Contract Negotiations Complete August/September, 2006
BCC Approval- Contract Awarded October, 2006
Notice to Proceed (NTP) October, 2006
21
After proposals are received according to the "Proposed Schedule of Events" above, a preliminary evalulO
will be conducted of all proposals to determine which vendors will give product demonstrations in accordance
with criteria as outlined in Section IV of this document. Chosen vendors are notified by a written letter. Product
demonstrations are expected to begin according to the "Proposed Schedule of Events" above. It is anticipated
that product demonstration sessions will last approximately one to two days for each vendor.
,
22
10.'
III. Vendor Information
23
III. I Vendor Information 10 J
This questionnaire will be available in electronic format.
All questions must be completed in full. Completeness of this page is a Phase 1 grading criteria item, as
outlined in Section IV.l of this RFP.
Pleasefeelfree to include additional material as needed, but all such material must be placed at the end of the
proposer's submittal in a section separatedfrom the remainder of the proposal.
Vendor Background Information
1. Legal Name of Company as reported for financial purposes: Municipal Software Corporation
2. Current Years in Business using the above legal name: 24
3. What State is your company incorporated in: Colorado
4. Physical location of Headquarters Office and regional offices:
Headquarters:
4464 Markham Street, Suite 1108
Victoria, BC., Canada V8l 7X8
SW US Regional Ottice:
2043 Grove Street
Denver, CO 80211
SE US Regional Otfice:
8 Shannon Drive
Little Rock, AR 72207
5. Physical location of Development Headquarters Office:
Deveiopment Headquarters:
4464 Markham Street, Suite 1108
Victoria, BC., Canada V8l 7X8
6. Private or Public Company:
In January 2002 Municipal Software went public and is traded under the name of Municipal Solutions
Group, Inc (TSX-V:MSl)
7. List all shareholders with greater than 10% ownership:
Pender Growth Fund (VCC). Inc.
8. List the names of all officers and indicate any officers with outstanding corporate litigation matters:
Mel Couvelier, Chairman
lain Mclean, CEO
Rob Bennett. President
9. Estimated market share in the United States:
3.4%, based upon available jurisdictions >25,000 popuiation
10. Estimated market share in State of Florida:
24
7%. based upon available jurisdictions >25,000 population
10,!
II. As part of the response to this RFP, Collier County requires that the vendor disclose all third parties that the
vendor uses to implement, support, or to meet functional and/or technical requirements outlined in this RFP,
a. Name ofthe Third Party Vendor: Data Transfer Solufions, LLC
b. What function they would perform: Data Mapping, Data Conversion & SAP Integration
c. Contact name: Allen Ibaugh, CEO
d. Contact nwnber: (407)-382-5222 phone; (407)-383-6055 cell; aibauah@edats.com
12. Describe how the warranty, support, and licensing are handled for this third party software: N/ A
13. If joint-venture, list the participating firms and describe specific areas of responsibility (including
administrative, technical and financial) for each firm: N/ A
The remainder of this page is intentionally left blank
25
Reference Number 1
10 J
List a minimum of five (5) site references, State of Florida references are preferred, that have fully implemented
your software and meet the specifications in this RFP for the all the following areas:
Development Review, (Zoning !Engineering), Building Permit and Inspections, and Code Enforcement
Agency Name: City of Miami
Street Address: 444 S.W. 2nd Street-5th Floor
City: Miami
State / Province: FL
Zip / Postal Code: 33130
Contact Name: Mr. Conrad Salazar, CitiStat Project Manager
Contact Phone: 305-416-1556
Number of years used: 1
Number of upgrades performed: 0
Version originally installed: 8.3
Current version: 8.3
Description of modules in use: Code Enforcement; Land Management; Web-based, thin
client solution
Database backend & version: MS SQL Server
Population within jurisdiction: 375,000
Number of building permits issued per year: Permitting system implementation is part of
Phase II of the overall Land Management project, commencing late summer, 2006.
Number of new dwelling units constructed within jurisdiction yearly: See Phase II note above.
Square footage of non-residential construction within jurisdiction yearly: See Phase II note
above.
Number of Plan Reviews yearly: See Phose II note above.
Number of Zoning Petitions yearly: See Phose II note above.
Number of Code Enforcement Cases yearly: Approximately 24,000
26
10J
27
Reference Number 2
10 '
List site references (State of Florida references are preferred) that are using your software that meet the
specifications in the RFP for the all the following areas:
Development Review, (Zoning !Engineering), Building Permit and Inspections, and Code Enforcement
Agency Name: City of Oakland
Street Address: One City Hall Plaza
City: Oakland
State / Province: CA
Zip / Postal Code: 94612
Contact Name: Mohssen Yassini, CEDA IT Manager
Contact Phone: 510-238-6331
Number of years used: In Implementation
Number of upgrades performed: 0
Version originally installed: 8.3
Current version: 8.3
Description of modules in use: Permits & Inspections; Code Enforcement; Integrated with
Stellent Document Management System
Database backend & version: MS SQL Server
Population within jurisdiction: 400.000
Number of building permits issued per year: Data Unavailable
Number of new dwelling units constructed within jurisdiction yearly: Data Unavailable
Square footage of non-residential construction within jurisdiction yearly: Data Unavailable
Number of Plan Reviews yearly: Data Unavailable
Number of Zoning Petitions yearly: Data Unavailable
Number of Code Enforcement Cases yearly: Data Unavailable
28
Reference Number 3
10 J
List site references (State of Florida references are preferred) that are using your software that meet the
specifications in the RFP for the all the following areas:
Development Review, (Zoning /Engineering), Building Permit and Inspections, and Code Enforcement
Agency Name: City of Huntington Beach
Street Address: 2000 Main Street
City: Huntington Beach
State / Province: CA
Zip / Postal Code: 92648
Contact Name: Beverly Braden, Principal Administrative Analyst
Contact Phone: 714-374-5383
Number of years used: 1
Number of upgrades performed: 1
Version originally installed: 8.2
Current version: 8.3
Description of modules in use: Planning; Licensing; Permits & Inspections, Equipment
Maintenance; Integration with IVR.
Database backend & version: MS SQL Server
Population within jurisdiction: 195,000
Number of building permits issued per year: Approximately 13,000
Number of new dwelling units constructed within jurisdiction yearly: Data Unavailable
Square footage of non-residential construction within jurisdiction yearly: Data Unavailable
Number of Plan Reviews yearly: Approximately 4,000
Number of Zoning Petitions yearly: Approximately 350
Number of Code Enforcement Cases yearly: Approximately 3,000
29
Reference Number 4
'!!II
List site references (State of Florida references are preferred) that are using your software that meet the
specifications in the RFP for the all the following areas:
Development Review, (Zoning IEngineering), Building Permit and Inspections, and Code Enforcement
Agency Name: City of Charlotte
Street Address: 600 East 4th
City: Charlotte
State / Province: NC
Zip / Postal Code: 28202
Contact Name: Sheryl Kemp, Systems Coordinator
Contact Phone: 704-336-2390
Number of years used: 1
Number of upgrades performed: 0
Version originally installed: 8.3
Current version: 8.3
Description of modules in use: Code Enforcement; Zoning in implementation phase.
Database backend & version: MS SQL Server
Population within jurisdiction: 565,000
Number of building permits issued per year: Not done in CityView.
Number of new dwelling units constructed within jurisdiction yearly: Not done in CityView.
Square footage of non-residential construction within jurisdiction yearly: Not done in
CityView.
Number of Plan Reviews yearly: Not done in CityView.
Number of Zoning Petitions yearly: Zoning automation is currently being designed in
CityView.
Number of Code Enforcement Cases yearly: Approximately 12,000 Nuisance Cases & 6,000
Housing Cases annually.
30
f :-~
31
Reference Number 5
"n ,
or.~' .'4.-' ~-",'.
---,.
List site references (State of Florida references are preferred) that are using your software that meet the
specifications in the RFP for the all the following areas:
Development Review, (Zoning /Engineering), Building Permit and Inspections, and Code Enforcement
Agency Name: Regional Municipality of Niagara
Street Address: 2201 St. David's Road
City: Thorold
State / Province: Ontario, Canada
Zip / Postal Code: L2V 4T7
Contact Name: Tom Jamieson
Contact Phone: 905-685-4225
Number of years used: 5
Number of upgrades performed: Unknown
Version originally installed: Custom Solution
Current version: 8.3
Description of modules in use: Service Requests, Permits & Complaint Tracking
Database backend & version: SQL
Population within jurisdiction: 395,000
Number of building permits issued per year: Unknown
Number of new dwelling units constructed within jurisdiction yearly: Unknown
Square footage of non-residential construction within jurisdiction yearly: Unknown
Number of Plan Reviews yearly: Unknown
Number of Zoning Petitions yearly: Unknown
Number of Code Enforcement Cases yearly: Unknown
32
Technical Questions
10 J
1. How many of these referenced installations have comparable network and hardware configurations
using the same operating system:
All of the above references have similar hardware and network configurations to Collier County.
2. Where is the Technical Support staff that will support Collier County installation located:
All Technical Support functions are at our headquarters in Victoria, BC
3. How many technical people are on staff to support the version of the application in your bid:
The Technical Support Team consists of two, first level support representatives; one, second level support
representative; and, the System Administration Team Lead.
4. What are their qualifications:
Technical Support Staff Qualifications
Robin Gwynne: Global Security Essentials Certification (Gold)
John Edwards: MCSE
George Payer: Microsoft MCSE, CompTIA A+ and N+, Certified Novell Administrator ICNA)
Lindsey Browes: Microsoft MCSE, Microsoft MCDB, CompTlA A+
5. How many are DBA'S:
There is currently one MCDB in the Technical Support Team
6. How many are researchers:
Research required to resolve client issues is performed at all levels of the Technical Support Team.
Therefore, all four staff members perform research tasks.
7. List the names and the qualifications of the staff that will implement the specifications outlined in this
RFP:
Named Officer
Woody Jackson, SE US Regional Manager
8 Shannon Drive
Little Rock, AR 72207
1 (800) 665-5647 ext 250
wjackson@municipalsoftware.com
Woody Jackson joined Municipal Software in August of 2005. Prior to joining Municipal Software, Mr.
Jackson worked as Vice President and General Manager of The Kane Agency, an employee benefits
consulting company in Little Rock, AR. The Kane Agency specialized in automating enrollment and
benefit management processes for companies in the State of Arkansas.
Prior to The Kane Agency, Mr. Jackson worked as a senior level Sales and Marketing Manager for
several different companies in the Consumer Electronics industry. He served as Vice President of Sales
33
and Marketing for Sonigistix, a supplier of the Monsoon brand of computer peripherals to major OEM
manufacturers such as Compaq, Gateway, Micron and Dell. Mr. Jackson also served in several different
management positions (including President and CEO) with Klipsch, Inc. a well known manufacturer of
audio products. He has a broad, senior level background in management of marketing and client
relationship functions.
Woody is responsible for managing relationships with all existing and prospective clients of Municipal
Software in the Southeast United States.
Project Management Team: Associates and Partners
Kai Haasler, Vice Presidenf of Client Services
The entire Client Services division is headed by our Director of Client Services, Kai Haasler, who joined
Municipal Software on August 8th of 2005. He brings with him over 15 years experience in consulting,
business analysis, project management and IT professional services. Kai was most recently the head of
client services for Chordiant Software. Chordiant is a provider of business process management systems.
Kai's earlier experience was with Chordiant in Europe and before that with CSC Index, a firm of Business
process re-engineering consultants based in Munich. Kai has worked in a number of different countries
including two and a half years in Tokyo with a firm of Japanese market entry consultants.
Kai has a BSc in Economics from the University of Vienna and an MBA from the European School of
Management. He is responsible for all our client services activities including Project Management,
Training, CRM and our Technical/Customer Support team.
Dave Saxton, Lead Program Manager
Our Lead Project Manager, Dave Saxton, will provide a full team of qualified professionals to manage
your implementation and training. Mr. Saxton is responsible for implementation and consulting Mr.
Saxton will work with you during all stages of project development. evaluation and he ensures
consistency in project development standards. He has been
with Municipal Software since January, 1999, and has been directly involved in over
70 implementations of CityView in jurisdictions throughout North America. Mr. Saxton can be reached at
(250) 475.6600 ext 233.
Mr. Saxton has a BSc trom the University of Manchester, UK and an MBA trom the University of Western
Australia, Australia. In Australia he consulted with all levels of government while working on projects
including property tax billing, vehicle and driver licensing for the Constitutional Convention.
Stephen Curran, Vice President of Product Development
All product development at Municipal Software will be directed by our new Vice President of
Development. Mr. Curran's background has been based in Washington DC and Victoria, working for
Avue Technologies, a software services company in the US Federal Government Human Resources
market. Mr. Curran led the software development team for four years and has recently been
responsible for their Client Services group. Before Avue, Mr. Curran worked for Derivion Corp (Ontario),
Clinical Web and Amicus (both Texas) in Client Services. The first five years of his career included work in
several differenf US firms as a developer. Stephen has a degree in Electrical Engineering from fhe
University of Waterloo and a Masters (also in EEl from the University of Toronto.
Robin Gwynne, IT Services Coordinator / Infrastructure Architect
Our Infrastructure Review Analyst, Robin Gwynne, will conduct a comprehensive review of your current
system and provide recommendations prior to implementing CityView. Mr. Gwynne's role at Municipal
Software encompasses management of the CityView Technical Support Team, IT Strategy and Planning,
and Infrastructure Consulting to CityView clients.
34
-1l r,
Mr. Gwynne brings a broad set of skills and knowledge to the Municipal Software team, and has beElrL'
with the company since February, 2003. He has 15 years of Information Technology expertise in a variety
of technical and management roles. Throughout his career he has worked in several roles including:
Infrastructure/Technical Architect, Project Manager, Systems Analyst, Network Analyst, and Programmer
Analyst,
Trevor Crljenko, Lead Application Developer
Trevor Crljenko is an experienced application developer who has acted as Technical Lead on several
projects, most recently with the City of Ontario CA, and Town of Darien CT. He is also the Lead
Developer tor Albemarle County's public web portal. His other projects include implementations for San
Mateo CA and Huntington Beach CA.
Mr. Crljenko is a Certified Oracle DBA with 10 years experience in the IT industry as both an application
developer and as a DBA. He has worked in both the Public and Private sectors, working as a Technical
Lead in the implementation ot ERP and general accounting software, and various hardware installations
on both the Unix and Windows platforms. He has also had a paper published to the international
Oncology Community through his work developing leading edge software for the treatment of cancer
patients. Mr. Crljenko brings a broad spectrum of ideas and experience to his projects. He prides
himself on understanding client requirements, and delivering systems that are easy to use, quick to
implement, versatile, and exceed client expectations.
Deborah Verhllle, Application Developer
Deborah Verhille is an experienced application developer who has been with Municipal Software for
four years. Among other projects, she has been involved in the implementation for San Mateo, CA and
Keene, NH. She was the lead developer for the City of Miami implementation.
Ms. Verhille has spent 15 years working on application development for both government and private
industry. She has helped to automate applications for insurance, health care scheduling, integrated
business inventory, POS and accounting software. Ms. Verhille has a BSc in Computer Science from the
University of New Brunswick in Fredericton, NB.
David Hartman, Quality Assurance Team Lead
Our Quality Assurance Team Lead, David Hartman, ensures the quality of your CityView PreBuilt. Mr.
Hartman and his team are responsible for testing your application and the CityView software. He is
responsible for creating a Quality Assurance infrastructure and all the processes within that structure.
These processes include test plans, test cases, documentation and personnel. Mr. Hartman joined
Municipal Software in January, 2002.
Mr. Hartman has tested and shipped City View software releases and tested against SQL Server, Oracle
and Access databases. He is also responsible for documenting and overseeing the Municipal Software
Quality Assurance processes, as well as creating and reviewing other company-wide documentation.
Blaine Castle, Senior Software Trainer
Our Senior Software Trainer, Blaine Castle, will provide appropriately qualified CityView trainers for your
training. The team of trainers will be assigned upon training dates being confirmed by the City. Mr.
Castle is responsible for the planning, development, conduct and evaluation of all CityView software
training and has been doing so since November, 2002 when he joined Municipal Software.
Mr. Castle has over 10 years of international experience, having previously worked in Europe in training
and client relationship roles. He has been recognized as "trainer of the year" for his ability to convey
technical and complex information to students at all levels.
35
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8. In what language(s) is the application software developed:
C++ and C Sharp with use ot JavaScript XML
9. What database management software is recommended for use with the application software:
CityView can be used with most RDBMS's that have Microsoft Data Providers. Otticially, Municipal
Software only supports CityView with Microsoft SOL Server (or MSDE) and Oracle back- end dafabase
servers. Of fhe two supported RDBMS platforms, Municipal Software recommends MS-SOL Server as it is
our preferred development and testing platform and we have superior in-house expertise with the MS-
SOL Server platform.
10. What Report Writers are used with the application software to generate user defined, on demand reports:
CityView integrates its own report writer based on the Active Reports engine. This integrates seamlessly with
the data and tunctionality found throughout CityView's applicafion environment.
II. When are future enhancements to the application software scheduled for release: What will they cost:
New releases of CifyView are developed using our internal Research and Development Department.
Typically, this occurs once or fwice per year. Each new release of CityView contains all the features
included in previous releases. All releases are supplied free of charge as part of your mandatory Annual
Software Maintenance Agreement (ASM).
New releases and maintenance updates to CityView are always "backwards-compatible" with
previous versions and have no effect on your existing tables, torms, reports or workflow. This is a clear
advantage over the competition because it means you will never have to start from scratch again, re-
purchasing new software or paying a vendor to make changes. CityView releases and updates only
affect the CityView program code, providing new features and functionality to the core product. Once
your CityView software has been installed, you will have full access to these new features and
functionality and can, at your discretion, make use of them with your existing tables, forms and reports
without needing to alter your workflow in any way.
12. Is Source Code included in initial software price: If not, what additional cost is there to purchase Source
Code:
No, Source Code is not available for purchase.
I3. If the Source Code cannot be purchased, can it be put into an escrow account to insure that the county is
protected:
Yes, Source Code can be held in an Escrow Account.
14. What is the warranty period for the application software:
CityView PreBuilts are covered under a 9D-day warranty and then ASM provides you with the coverage
outlined above. CityView Application Builder is covered under a 3D-day warranty and then ASM provides
you with the coverage outlined above.
15. At what point does warranty commence:
36
The warranty period commences upon the "go-live" date.
16. Describe the services provided at no charge during the warranty period:
CityView is constantly evolving. The nature ot our relationship with our clients is an integral part ot that
development. The relationship begins with the mandatory Annual Sottware Maintenance Agreement
(ASM). This agreement provides not only unlimited support to your System Administrators through our toll
tree lines but also includes all new releases, updates and enhancements to CityView at no extra
charge.
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CityView PreBuilts and custom designed systems are covered under a 90-day warranty providing
unlimited support to your System Administrators through our toll tree lines and web support systems. ASM
then provides you with the
coverage past the warranty period. CityView Application Builder is covered under a 30-day warranty
and then ASM provides you with the coverage outlined above.
17. Describe software modification policy:
The CityView Application Builder tool is designed to let you constantly change the product to match
current needs. Application Builder allows the CityView PreBuilts to be contigured and adapted, when and
where that might be required, protecting your investment tor the long-term. Changes made by Application
Builder remain in the application layer so that they are not attected by sottware upgrades. Theretore, when
upgrades are released, there is no requirement tor vendor services to make changes to the source code
due to application changes
18. Describe any policies that pertain to accessing (reading and modifying) the data in your system database
through ODBC connections:
CityView Application Builder is the only application in the CityView suite that uses ODBC. All other data at
the end user level is communicated using ADO .NET to ensure the best user performance possible.
19. What system utilities or third party utilities are needed or recommended to operate in conjunction with
the operating system:
CityView 9.0 has a number ot prerequisites tor operation in differing circumstances:
Application Builder
MDAC 2.8
Jet 4 SP8
Application Server
.Net Framework 2.0
.Net Framework 1.1 SPl (needed tor ElF)
Enterprise Instrumentation Framework
Management Server
.Net Framework 2.0
.Net Framework 1.1 SPI (needed tor ElF)
Enterprise Instrumentation Framework
Internet Explorer 5+
Web Server
37
.Net Framework 2.0
.Net Framework 1.1 SPI (needed tor ElF)
Enterprise Instrumentation Framework
Internet Explorer 5+
WSE 2.0 SP2
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~1 ~
City View Desktop
.Net Framework 2.0
Enterprise Instrumentation Framework (Optional)
.Net Framework 1.1 SP1 (optional needed for ElF)
20. Describe how data files can be imported and exported into Microsoft spreadsheets or word processing
formats:
CifyView provides the option ot exporting any tabular data set to an Excel document format. A user can
perform a saved or custom search to obtain a data set. review the list and by selecting one menu
command.
A user can also access the Import and Export routines to further combine, filter and sort the data required
for export. The user can choose trom a number of plain text. database or Excel forms to which the data
can be exported.
21. List the security capabilities of the software application, program and database:
CityView allows unlimited Users and Roles. Every user must have some kind of security defined. CityView
security provides the following
a. User specific restrictions to data elements, interface functionality and data entry / reporting
screens.
b. Role based restrictions to data elements, interface functionality and data entry / reporting
screens.
c. Integration with LDAP and Active Directory for auto login and user access.
22. List any third party security packages that will be required:
No third party security packages are required.
23. Describe your approach to interfacing the application software with other County programs and
databases accessible by all users on the County's network:
Municipal Software receives a copy of all of the data to be imported into the new system.
A data mapping is prepared by the data conversion team and provided to the client for verification.
Depending on whether a live link or flat file approach is necessary, the process is created.
Municipal Software then performs the integration and provides the client with the output for verification.
Refinements are made as needed.
38
24. Describe how citizens of Collier County will be able to do business with County Government ove1~ 1
Internet, specifically using credit cards to purchase services, tracking permits and inspections, rene~W '
contractor licenses, submitting zoning requests:
Any form creafed in CifyView can be easily deployed fo fhe Infernef for eifher public access or secure
access. Any funcfions that can be done infernally through CifyVlew can also be done via the Infernef
(should you elect to deploy fhose functions to the Internef). Many of our cusfomers use Applicafion
Builder fo design torms specifically for ease of use on fhe Infernet.
The CityView Public Portal includes intuitive, easy-to-use and read forms providing information and
business process to the public. Several activities are supported through the Public Portal including:
property searches with the inclusion of maps and map data: view Permit and Planning application
status: request inspections; view hearing status: submit requests; and pay fees. The Public Portal uses the
best practices of local government fhat are a resulf of over 23 years of working wifh local governmenfs
in automating their business processes.
25. Describe your proposed Implementation Plan ofthe application software(s):
Key Elements of the Plan
The MSC implementation approach focuses on making best use of the inherent tlexibility of the CityView
product while using the off the shelf functionality contained in the CityView PreBuilts where it makes
sense. For our clients, this means a considerable decrease in implementation times, lower
implementation risks and a solution that fits their specific requirements.
The key elements are as follows:
I. Business Process Review
2. SME Training/PreBuilt Walkthroughs
3. Gap to Product Assessment
4. Project Planning
5. Data Collection and Infrastructure Review
6. Data Conversion
7. Contiguration and Customization
8. Integration
9. Installation
10. Refresher Training-Fine Tuning & Validation
11. System Testing
I 2. Deployment Preparation
13. User Training and Go Live
These key elements are explained in more detail on Page 41 under "Scope of Work"
26. Describe the on-site training sessions and number of hours included with the Training Phase of the
application software( s):
One ot the most important aspects in the implementation ot any software is the training. Our trainers
aim to make CityView PreBuilt courses an interesting and engaging experience tor all students. Classes
are kept to a maximum size of students to ensure that everyone receives the proper attention. Our
trainers are chosen tor their skill as facilitators, trainers, coaches and computer specialists. They have a
39
wealth ot experience as adult educators backed by a depth ot knowledge, developed over manl0 1
years, working as Programmers, Designers, DBAs, and GIS or Systems Analysts. What this means is th, ..J
although they are primarily trainers, they can otter practical experience and understand the challenges
ot technology. As experienced trainers they are able to discuss complex issues in a clear and concise
manner with a variety of audiences to ensure learning needs are met. The trainers can deal with the
diverse mix of talent that is inherent in any training course. All trainers have considerable experience
teaching both large groups of students and training in one-on-one situations.
These trainers will provide you with the knowledge you need to harness the full potential ot your
CityView PreBuilts. During the Installation and Implementation stage trainers altend onsite to provide
your key personnel with the hands-on skills they need to thoroughly understand the business process and
software functionality in your CityView PreBuilts. This training is conducted with your CityView PreBuilt
testing and training environment. This Installation and Implementation stage training gives students the
ability to maintain data and to test your CityView PreBuilts for completeness and data accuracy before
final implementation. System training is provided to enable your staff to understand the installed system,
security and data administration. We have found that after this training your key personnel are well-
equipped to ofter their insight to us during our site visit in the final stage of implementation known as
Training and Go-Live.
At this time, we provide everyday users of your CityView PreBuilts with a series of full, in-depth and
comprehensive course programs designed to give them the required skills, tools, and time saving tips
and techniques to make the most of their new software. This training provides a thorough understanding
of the business process and software tunctionality in your CityView PreBuilts so that everyone is ready for
go-live day.
We otter our training on ready-to-go laptops, brought to you on-site. Our unique Lab in the Box system is
a pre-packaged set of 10 stand alone laptops which are configured with your CityView PreBuilts. These
will be delivered to your site prior to training and used to conduct your specific training program. At the
end of training, these are returned to Municipal Software. The trainer is responsible for the set up of the
computers. You do not have to worry about this.
When we are on-site to otter our training program, we ask that you provide the following:
10) Classroom
11) Digital Projector (as well as all power cords, video cables, etc. required)
12) Screen for Projector
13) Flipchart or Whiteboard
14) Appropriate Markers and Eraser for Flipchart/Whiteboard
15) Level space for the instructor to use (should have a large enough surface to accommodate a
laptop and mouse),
16) Secure storage for the Lab in the Box while it is on-site.
17) Ability to Meet Time Requirements
The County has specified an implementation start date October, 2006. However, no "go live" date for
the project has been specified. Actual training dates will be determined after the Business Analysis
phase of the project. The training plan includes User Training, Subject Malter Expert Training (SME),
System Administrator Training, Server Security Training and Report Training. The total training plan
incorporates approximately 50 days.
27. Describe a plan for accomplishing the Data Conversion Phase of the software applications:
40
We begin by developing a project plan that details all the steps needed to complete the conversio1. 0 J
Typically, this is a six-step process that starts with a data review and analysis where we determine
specitic user requirements and needs. Then we develop a design specitication document that
describes the entire conversion process (i.e. develop entity-relationship, functional hierarchy, and dafa
flow diagrams), after which we set-up the new database. Custom programming is sometimes required
to ensure proper conversion of all data. Last, the data is converted, and we perform rigorous quality
assurance and testing.
28. List all services included under software maintenance:
Our Annual Software Maintenance (ASM) agreement provides not only unlimited support to your System
Administrators through our toll free lines but also includes all new releases, updates and enhancements
to CityView at no extra charge. The development of CityView is funded directly from the ASM program.
In addition, we rely on our clients to provide guidance in the area of future development for CityView.
We maintain a comprehensive database of features that are requested by our clients and by our own
staff and we base future versions of CityView on these suggestions.
New releases of CityView are developed using our internal Research and Development Department.
Each new release of CityView contains all the features included in previous releases. All releases are
supplied as part of your mandatory Annual Software Maintenance Agreement (ASM).
New releases and maintenance updates to CityView are always "backwards-compatible" with
previous versions and have no effect on your existing tables, forms, reports or workflow. This is a clear
advantage over the competition because it means you will never have to start from scratch again, re-
purchasing new software or paying a vendor to make changes. CityView releases and updates only
affect the CityView program code, providing new teatures and functionality to the core product. Once
your CityView software has been installed, you will have full access to these new features and
functionality and can, at your discretion, make use of them with your existing tables, forms and reports
without needing to alter your workflow in any way.
Municipal Software hosts an annual User Conference. This conference is an opportunity for users to talk
about their implementation strategies and processes. It is a forum for sharing information,
troubleshooting advice and peer interaction. It consists of workshops, open discussion and interactive
presentations by other CityView users. It also provides an opportunity for CityView users to suggest new
features that would benefit all clients. The number of attendees for which the cost is covered in your
Annual Software Maintenance Agreement (ASM) is dependent on the number of licenses you
purchase. Based on the information provided to you in this proposal, you would be entitled to five
attendees at our annual user conference. Local User groups are administered and organized by clients
with some support from Municipal Software.
29. Does your company supply an 800 number for user support: Yes X NoD
30. What are the hours of software maintenance service available to users: (Please include time zone):
Coverage hours are from 8:30am to 8:30pm, Eastern Standard Time from Monday through Friday, excluding
Municipal Software Technical Support observed holidays (only those statutory holidays that coincide
between the United States and Canada are observed).
31. What is the response time to maintenance calls:
A Technical Support engineer will respond to all requests within the time frame(s) specified in the following
table:
41
Response time targets are during business hours only.
32. Do you use a ladder system, if so, please explain:
Requests are processed in their order ot priority, then by order at submission.
33. Describe the method for assigning a priority and response dates to maintenance calls:
Incident priority is assigned by the technical support representative based on information provided
during call initiation. Priority levels are relatively straightforward within Municipal Software's Technical
Support Process, making this determination simple in most cases. Should a client have a concern over
the priority assigned to their problem, this would immediately be escalated to the System Administration
Team Lead.
34. Describe the escalation policy for resolving dimcult software problems:
The System Administrator Team Lead will be updated on unresolved CityView client calls based on the
following matrix:
42
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At this point the SA and SATL will determine the most appropriate course ot action and trequency of
ongoing updates.
The Manager Major Accounts and Client Relations will be intormed ot Priority Severity 1 calls at time ot
escalation.
35. Are there extensive help topics available within the application:
CityView contains an extensive help dialog. CityView also contains Dynamic Help. This context-sensitive
dialog box will provide help on everything trom basic CityView functionality to advanced user technical
documentation. It will even provide you with a tacility for creating your own help text tor your custom
applications.
36. Does your company supply a Web site with an application knowledge base:
Yes. all ot our customer's standard log on credentials to CityVlew allow them access to our Wiki Knowledge
Share site.
37. How do you handle maintenance contracts after upgrades are made to the system? (Example: Issues
that are a result of an upgrade, are they handled as a part of the upgrade or are they considered
maintenance under the maintenance contract?):
Customizations and changes to the sottware that are pertormed by Municipal are covered in the event
that an upgrade creates an issue. It an issue arises relative to a correction or customization made by Collier
County using the Application Builder tool, Client Services tees would be required to assist in the migration of
those changes on a time plus materials basis.
38. Does your firm offer discounts on maintenance contracts purchased for a specified period of time versus
a single year maintenance contract:
Yes. should Municipal Sottware be selected. we would negotiate discounts with Collier County for a
commitment of 3 years on the Annual Sottware Maintenance contract.
39. What documentation is furnished with the software application? Check all applicable items from
following list:
Description of Documentation
below)
Number of Copies (see comments
xD Application flowcharts
xD Program flowcharts
xD Narrative description of the application
43
xD
xD
xD
xD
xD
xD
xD
xD
xD
xD
xD
xD
xD
Narrative description of the program
Detailed program specifications
Screen layouts with detailed description of each field
Report layouts of each report provided
Data file layouts
Data dictionary
Error handling
Operator instructions
Backup procedures
Installation procedures
Password and security instructions
User Manuals
Other
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. .1
All documentation will be provided in an electronic tormat so it can be printed in whatever quantities
are required. Training documents will be printed and supplied to each individual participating in the
training sessions.
44
111.2 Proposal Questionnaire
10 J
Qualified firms interested in providing the services described are invited to submit a complete Proposal for
consideration. The Proposal shall address the items listed below. Failure to provide all requested items may be
sufficient cause for non-acceptance of the Proposal.
.:. Project Understanding
Provide a narrative of the proposer's understanding of the overall intent of the project. Identify
any issues or concerns of significance that may be appropriate.
It is our understanding that the intent of the project includes increased efficiencies within
individual departments, improved communication across departments, improved
interface between legacy applications (inside and outside of the department).
improved reporting for citizens as well as management and increased functionality in all
departments. Collier County also desires to greatly improve customer service to citizens,
both when they are on-site requesting services or requesting services over the Internet or
IVR (telephone). Collier wishes to be able to deploy most functions over IVR and Internet
to reduce onsite traffic while improving the citizen experience.
Collier desires that the selected vendor provide the applications to achieve the above in
as much of a "turnkey" fashion as possible with the least amount of involvement of Collier
County staff necessary to achieve the desired results. We expect there to be sufficient
involvement by Collier County staff to create a true team approach to ensure that all
expectations are met.
We also assume that there is an existing level of Business Analysis knowledge that has
been gained during the Hansen project that allows for minimal repetition of that process.
Should Municipal have to repeat more of that process than is currently budgeted, these
costs would have to be negotiated on a time and materials basis.
.:. Technical Approach
Provide a narrative describing the proposer's approach to achieve the intent of the project and to
address various issues and concerns.
Municipal Software has found benefit in taking an iterative approach to development with high visibility
to the customer.
Initially a Business Analyst will create a document that outlines a number of system use scenarios based
on conversations with the local experts at a client site. These scenarios are then distilled into a
document that outlines the business rules and data requirements for the user to approve.
With the system requirements determined, the Application Development Group will design a system
around those requirements. The client will be presented with all of the data entry screens and given a
virtual walkthrough of the end user experience.
Each deliverable is reviewed by our Quality Assurance team.
With the interface flow determined, the final automation will then be added and the system delivered
for testing by the client. Once the client approves the complete system, Municipal Software
Corporation will aid the client's IT staff in setting up the production system and offer support through a
go-live process.
45
.:. Scope of Work
10 J
Provide a narrative identifYing the various tasks to be performed.
presented in the sequence for which they will be performed.
Tasks shall be described and
The MSC implementation approach tocuses on making best use ot the inherent tlexibility ot the CityView
product while using the ott the shelf functionality contained in the CityView PreBuilts where it makes
sense. For our clients. this means a considerable decrease in implementation times. lower
implementation risks and a solution that fits their specific requirements.
The following is a description in greater detail of what the steps in your CityView implementation would
look like.
Assumptions for Collier County:
the following PreBuilts will be implemented:
Property. Permits. Planning. Code Enforcement. Licensing and Cashiering
there is some willingness from the City to fit their processes into the Municipal PreBuilt solutions in order to
save on implementation times and costs. but some customization and customer-specitic integration
work will be required
The City wishes to enable their own IT staff to maintain and enhance the application after go-live
Sufficient Business Analysis was conducted during the terminated Hansen implementation so that a
significant residual knowledge exists within Collier County relative to the Business Process Review. We
have significantly shortened this portion of the plan relative to our standard approach. If subsequent
discovery reveals insufficient documentation from prior Business Process Review, Municipal reserves the
right to renegotiate the costs associated with this phase of the implementation.
Collier County has a well-documented. accurate and up-to-date description of land use and building
permitting Business Processes across all seven user departments. This is available in commonly
understandable format using commonly accepted notations (UML or alike). There will be no need to
conduct a process redesign or alignment exercise of any kind before the start of the project.
Collier County will provide 2 SME (Subject Matter Experts) for each of the seven user departments to
actively participate in the analysis, training, configuration and testing. All SME will be fully enabled to
make functional decisions for the rest of the department.
Above assumptions will be validated during the analysis and initial planning phase.
Step 1 - Business Process Review
As a first step in the implementation process. our Business Analyst will start otf by reviewing existing land
use and building permitting business process documentation that you have (Business Process diagrams.
flow diagrams. activity diagrams. user manuals) as well as any current systems you are using. This will
allow him/her to become familiar with process flows or business rules specific to your municipality. See
above assumptions relative to existing documentation of this portion of the plan.
Step 2 -SME Trainina / PreBuilt Walkthrouahs
Subsequently. Municipal Sottware will conduct an onsite training program to provide your key
personnel. or Subject Matter Experts (SMEs). with the required skills needed to assist in the
implementation process. In particular. our trainers will walk your SME through the Business Processes.
screens and screentlow that are provided in the PreBuilt solutions.
Your SMEs will come away trom this training well prepared for the Steps 3 and 5
Step 3 -Gap-to-Product assessment
46
Through a series of on-sife workshops, our Business Analysf and your SME will fhe drill down on fhe gdlt-O J
to-PreBuilfs. Deparfing from fhe Pre-Builf business scenarios / Use Cases, we will validate it the PreBu~
contain the process steps, primary and exception scenarios, business rules and data fields required by
you. Any requirements that are not filled by the PreBuilts are documented. We will also commonly
explore instances in which you would be prepared to modify your existing process to fit the PreBuilts
more closely.
The deliverable of this exercise is a detailed functional requirements document clearly identifying:
. Business Scenarios/Use Cases
. Main interaction between users and system
. Screen flow
. High-level. conceptual screens
. Business Rules
. Reports and letters
. Data fields required
. Integration/conversion requirements
Based on these business scenarios, Collier County will develop Test scenarios/ Scripts and acceptance
criteria. They will be used during the I System Testing and to obtain sign-off and acceptance of the
solution delivered.
The tunctional requirements, Test scenarios/ Scripts and acceptance criteria will be reviewed and
signed off by Collier County and MSC. Should this document identify new customization or system
integration requirements, the initial effort estimates will be reviewed.
Step 4 - Proiect Plannina
Based on the Gap-to-Product identified, we will validate the project approach and sequencing of
project phases, e.g.
- Should the customization happen in parallel to, or subsequent to, the implementation of the PreBuilts?
- At what point does the integration with other systems needs to happen? Do we require a Proof ot
Concept around it? What is the integration path chosen (real-time vs. batch, one-way vs.
bidirectional?)
- How should go-live be phased? Functionality? In terms of users?
The attached project plan will be reviewed and detailed further. Mutual responsibilities and deliverables
for each task will be defined. Progress monitoring and controlling mechanisms will be finalized. At
present the assumption is that the customization and integration will be done somewhat in parallel to
the configuration of the PreBuilts.
The project plan will be signed off by both the City and MSC.
Please note that sign-off on Step 3 and Step 4 is a prerequisite for commencing Step 5.
Step 5 - Data Collection and Infrastructure Review
In this Phase our Implementation Specialist will work with your SME to map historic code, planning,
permitting etc... data and property data into the solution. This includes all the data required in the
PreBuilts and additional data identified in Step 3.
47
Our Implementation Specialist will collect all tee information and reference data for look-up tables.1 0 ,l
essential that those SME providing the mapping and lookup information have followed the SME trairig
(step 2) as this will avoid rework and iterations.
During this step, Municipal Software will also review your existing infrastructure to identify any potential
areas that may result in sub-optimal performance. Our Infrastructure review specialist will also verify
remote accessibility, available bandwidth and techstack compatibility and advise your network
specialists well ahead of time what hardware and software prerequisites need to be met for
deployment.
SteD 6 - Data Conversion
Municipal Software or a duly qualified subcontractor will also perform an initial data conversion to make
all of your relevant data available. This data may come trom numerous sources including assessment or
property-based data as well as historical data in a variety of digital formats.
Municipal Software follows a strict process for data conversion which can be simplified to include the
following steps:
. Identification of key data for conversion
. Creation of conversion scripts
. Test run of scripts, identify tables record counts, tables with no data, problem key data
. Modification of scripts accordingly and presentation to client for review
. Determine additional scope (if any) from client review, provide conversion estimate, obtain
client acceptance
. Complete development of conversion scripts
. Run final script with client historical data, log known issues
It is imporfant to note that the number of iterations required depends on the accuracy of the initial
mapping provided by Collier County and on the cleanliness of the data provided. Both factors may
lead to a review of the initial budget set aside for data conversion.
SteD 7 - Confiauration and Customization
In preparation for installation and implementation, Municipal Software will configure all of the PreBuilts
with the specifics identified during data collection. In addition, based on the Functional Requirements
Document provided in Step 3, Municipal Software will develop all the screens, reports, letters and
processes that are not part of the out-of-the-box PreBuilts.
SteD 8 - Intearation
Depending on the integration requirements (batch vs. real-time: one-way vs. bidirectional), this step
may involve the creation of DTS routines or of additional views into other SOL databases and may
involve rework of the CityView database structure. Note that CityView PreBuilts are ODBC and OLE DB
compliant and can link to another database that is also ODBC compliant. Conversely, data can be
imported directly into CityView PreBuilts.
Where necessary, proofs of concepts will be conducted to establish the viability of a preferred
integration option ahead of engaging in full development of the interface.
SteD 9 - Installation
Municipal Software will install and configure your new CityView customized PreBuilts to ensure the goals
ot the project are met. To facilitate training and testing a separate production and test environment will
be set up.
48
Step 10- Retresher Trainina, Fine-tunina and validation
1,0 J
Depending on the time elapsed since SME training, Municipal Software will provide a retresher training
to prepare the tollowing phase, tine-tuning and validation,
Armed with the knowledge ot how your new applications work, your SMEs will provide the tinal bit ot
contiguration intormation relating to lookup table values, tee structures, application types and other
intormation required tor Municipal Software to complete the configuration and installation,
In addition, we will validate together with you that all customization requirements ind reports and letters
have been understood and implemented correctly,
At this point. the contiguration of the CityView security model is done, Note that this is generally
assumed to be the client's responsibility,
Step 11 - System Testina
As a next step, Collier County and MSC will start System Testing against the test scripts developed as a
deliverable from Step 3, During at least three weeks our lead developer and project manager will be
on-site to review and test the delivered application with you, Any required fixes will be provided during
or immediately subsequent to the System Testing,
After all fixes deemed essential for go-live have been provided and retested, the code is frozen and
deployment commences, Provided the acceptance criteria have been met. you will now be asked to
formally accept the delivered solution,
Step 12 - Deployment preparations
This step is mainly Collier County's responsibility, Approximately 1-2 weeks prior to go live, your System
Administrator will need to ensure that the infrastructure is fully configured to support deployment to all
required users so everything can be switched over on the weekend prior to go-live, This means, amongst
other things, that production servers and databases are in place and tested, user workstations are
configured for access to production system, interfaces are reconfigured and pointing to production
systems,
Just prior to go-live, Municipal Softwore will conduct a final data conversion of your historic and
property data,
On the weekend prior to go-live, you will run final set of tests (application, data conversion, interfaces)
and make sure the key go-live readiness criteria are met.
Step 13 - User Trainina and Go-Live
The final step in the implementation process is to train your users and go-live with your new CityView
Solution, Municipal Software will conduct on-site training for all of your front line and advanced users
identified in the training plan,
The front line user training is designed to provide the attendees with a complete understanding of the
business process and day to day functions of your CityView Solution, This training session also provides
the user with the essential skills, tools and time saving tips and techniques associated with operating
CityView,
Advanced or Super users receive all of the above training as well as training on advanced CityView
features, These advanced features are designed to give advanced users the ability to manipulate data
and modify lookup tables in ways that are not required on a day to day basis,
To focus the training and to ensure maximum efficiency, all training is hands-on using your data and
your applications and must be conducted just prior to go-live,
We understand that going live can be a disconcerting time for the front line users of any new software,
so with this in mind, Municipal Software will, as an option, provide one week of assistance on site, During
49
this time the trainer would be made available ta help the users with questions as they arise, easing th~ 0
concerns and complementing their training. 1
Atter you go live, should you have any questions, issues or problems, Municipal Sottware provides you
with access to our technical support services as part ot your ASM agreement. During the tirst three
months atter go-live your Municipal Sottware Project Manager is also just a call away to ensure your
concerns are addressed promptly.
1
.:. Schedule
Provide a Gantt chart identifying major activities proposed as part of the scope of work. The
duration of tasks shall reflect the proposer's reasonable estimate to complete each activity given
the proposer's current and anticipated workload and staff availability.
A tull size version ot the chart is available to be printed trom the accompanying CD.
50
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10 J
.:. Project Management Plan
Provide a narrative describing the role of and introducing each key individual to be assigned to
the project. Provide an organization chart showing functional relationships between the proposer,
sub-consultants, and the County. Show the lines of communication, authority and assigned
responsibility. Should sub-consultant(s) be listed as a part of the project team, the proposer shall
provide a letter from each sub-consultant that indicates the sub-consultant's intent to be a part of
the project team. Proposals submitted without the referenced letter(s) may result in the sub-
consultant qualifications being eliminated from the review process.
Key individuals on the project include the Project Manager, David Saxton, the Lead Business Analyst,
Rick Booth, the lead Application Developers, Deborah Verhille and Trevor Crljenko, and the Senior
Trainer, Blaine Castle. Kai Haosler, our Vice President of Client Services, will be the project executive
for Municipal Software. As project executive Kai will be closely involved in resource management,
escalation issues and participation in steering committee meetings & conterences. Some detail on
each person is available in the main text.
We propose the use of Data Transfer Solutions, LLC for well-defined pieces of work (data conversion
and selected integration tasks) because they have local presence, know the Collier systems well
and have experience with SAP integrations within Collier County. Although we are recommending
the use of Data Transfer Solutions for select functions during the implementation, Municipal Software
maintains overall responsibility for the contract and Dave Saxton maintains the lead Project
Management role. Mr. Saxton has full project management authority on the contract and will
communicate regularly with Collier County's primary Project Manager.
A letter detailing their intent to be a part of the project team is included as Appendix K on Page 176
Indicate the expected participation of top management. For each key individual shown on the
organization chart, identify their company affiliation and office location, and provide a resume.
Identify the proposed project manager.
On a project of this magnitude, Executive Management at Municipal Software will be closely
involved os follows:
1. CEO lain Mclean will have bi-monthly calls with Collier County's Administrator or
designated executive contact (Executive status calls - see project plan).
2. VP Client Services Kai Haosler will be involved in regular Steering Committee
meetings (once a month - see project plan).
3. VP of Product Development Stephen Curran will review and QA project
architecture decisions and manage Quality Assurance tosks.
53
10 J
.'
Proposed involvement of MUnicIPal Software Corporation
and Subcontractors (In checkered boxes)
Lead Analyst
RIck Booth
(Color~do
$plin s, CO)
integratJon
speciahst
TBD
Identify any working relationships that may exist between the proposed project manager and
other key personnel, including sub-consultants. Cite previous projects on which the proposed
project team members have worked together and their respective project roles.
The Project Manager. Dave Saxton. is our most experienced Project Manager and has worked on
numerous implementations for Municipal Software. Dave has experience with larger
implementations, including Oakland, Miami. Huntington Beach and Charlotte. Dave has worked
with Rick Booth, Business Analyst on the Oakland project. On the development side, Dave has
worked with Deborah Verhille on the Miami project and Trevor Crljenko in Huntington Beach. Blaine
Castle, Senior Trainer has worked on numerous projects with Mr. Saxton. Robin Gwynne, our
Infrastructure Architect, has also worked with Mr. Saxton on numerous projects.
Indicate how your project organization will be integrated with the County to achieve a "Team"
approach. Describe how the firm will solicit, receive and incorporate review comments from
County personnel.
The review cycles are firmly embedded in the plan. While domain expertise exists within MSC, we do
not pretend to know better than the client and hence our whole implementation process is based
on partnership, involvement and sign-off. As described in the "Scope of Work" section above,
reviews are conducted at planned intervals as follows:
54
Step 1-Business Process Review - we start out reviewing what you have done so far and get 10 J
acquainted with the way you do your processes.
Step 2 SME training - we want to enable you to work with us to define how the solution will work and
the SME training enables you to do so.
Step 3 - Gap and requirements analysis - will involve on-site workshops, commonly agreed on
requirements and acceptance criteria. You sign off after a formal 10 day review period.
Step 4 - Project Planning - commonly arrived at. You sign off after a review of 5 days.
Step 10- Fine tuning and validation - 25 days to make sure we really understood your requirements.
Step 11 - System Testing; 3 weeks on-site presence to fix in-scope items.
Step 13 - User training - to prepare users for go-live.
Provide a narrative describing the level of efrort, which each key individual will commit to the
proposed project. Provide a table indicating the percentage of each key individual's time, which
will be allocated to the project (based on a 40-hour work week). For projects with distinct
phases on tasks over relatively long durations for which the level of participation by each
individual will vary (i.e., study, design, etc.), provide the percentage of time commitment for
each major component of the work.
See inserted spreadsheet below. The unit of measurement in the spreadsheet is in "person
days".
55
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Describe the firm's approach to ensuring that the project is completed on time and within the
contract amount.
Project completion and adherence to timelines relies on thorough requirements analysis with a
tormal sign-oil. An example ot a detailed tunctional specitication is included as Appendix L. It
subsequent scope creep should occur. it will be dealt with in a proper Change Order process,
detailing ellort. costs and impact on timeline. We will also conduct thorough internal monitoring
and QA mechanisms (tormal analysis-development hand over sessions, design reviews by paired-
up developers and abundant use ot QA tools).
We will also incorporate the use ot templates generated on the basis ot 100+ implementations to
include:
1. Process tlow documents tor PreBuilts
2. Detailed tunctional specs (see example)
3. Data collection utilities
4. Data mapping tools
Provide a statement as to what effect your current and anticipated workloads will have on your
ability to perform this work. Provide a table or graph showing current and anticipated labor-hour
commitments compared to available labor resources by month over the duration of the project.
Firms are required to provide an estimate of the required man hours for each task as part of their
proposal package.
It the prior Business Analysis conducted during the Hansen implementation were insullicient, then
the main demand would be upon the Business Analysis in Steps I and 3 ot the spreadsheet
above. Up to 40% ot MSC analysis capacity will be bound during the limited analysis phase.
Should we tace a bottleneck, we would resort to additional analysis capacities available within
other departments within MSC (Technical Support and the New Product Development team) or
our local partner, Data Transter Solutions.
At its peak, development in Step 7 (contiguration and customization) will require up to tour
developers to work in parallel. This represents approximately 60% ot total available resources.
NOTE: The proposer may provide information in addition to the information requested; however, the
additional information must be placed at the end of the proposer's submittal in a section separatedfrom the
remainder of the proposal.
The remainder afthis page is intentionally left blank.
57
III.3 Supplemental Information
10 j -- /1
1. Statement of litigation that firm or staff of firm is currently involved in, or has been involved in over
the past five (5) years, stating points of contention and results if available. (Appendix A)
2. Total fees for work done on all Collier County Government projects in the past five (5) years. (If no
work has been performed by your firm, state "none".) (Appendix B)
3. Proposer Qualification Form. (Appendix C)
4. Insurance Requirements Certification. (Appendix D)
5. Proposer's Checklist. (Appendix E)
6. Proposer Declaration Statement. (Appendix F)
7. Conflict ofInterest Statement.(Appendix G)
8. Vendor Information Questionnaire (Section 111.1)
9. Proposal Questionnaire (Section 111.2)
10. Proposer shall provide a list of any businesses and/or organizations to which the firm has any
affiliation or obligations within the past five (5) years; whether paid or donated, which could be
construed by the County as a conflict of interest.
11. Declaration of commitment not to pursue any private sector work within the limits of the County
project or directly affected by the County project until the County project is completed and accepted
by the County.
By signing below in the space provided, a principal of the firm certifies that the firm will comply fully with
item 11 if awarded a contract by the County.
lain McLean
Print Name of Principal
Chief Executive Officer
Print Title
Signature of Principal
Date of Signature
58
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IV. Grading Criteria and Point Assignment Description
59
IV.1 Phase 1
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All proposals will be evaluated and graded on the following Phase I and Phase 2 criteria. Phase I standards are
designed to evaluate all responses, and determine those vendor systems meeting the minimum standards
required to enter into Phase 2 evaluation.
A. Completeness of Application
In questions I - 4, an answer of 'No' to any of the questions will result in the vendor's RFP response being
disqualified. No further grading of the RFP will be done.
I. Did the vendor respond to each functional area outlined in the RFP? Yes X No
2. Did the vendor follow our format to answer questions and were the questions answered as completely
as possible? Yes_X_ No_
3. Is the vendor's software application compatible with, or able to come into compliance with, all Collier
County general, security, and database technical specifications as outline in Section VI of this
document? Yes X No
4. Does the vendor currently have their proposed application in full production and usage with multiple
Community Development operations similar in nature and comparable in size to Collier County?
Yes X No
B. Coverage of Core Functionality Needs
In question I below an answer of 'No' will result in the vendor's RFP response being disqualified. No further
grading of the RFP will be done.
1. Does the vendor's system completely (as a sole source) provide modules to address CDES core
functional needs of Planning / Zoning approvals, Building permit issuance, construction inspections, and
Code Enforcement? Yes X No
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IV.2 Phase 2
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Those vendor proposals successfully passing Phase I will then be evaluated for final selection by the following
Phase 2 criteria.
A. Functionalitv Selection Criteria 20 points
The functionality selection criteria worksheets, to be completed by the vendor, are in section V of this
RFP. Completeness and accuracy of answers to the worksheets questions will evaluated in the Required
Proof of Concept demonstration to be held in the presence of the Collier County selection committee.
B. Vendor Relationshin 10 points
Rating will be based on an assessment of the proposer's knowledge and understanding of the nature of
the work as necessary to achieve a successful project, and maintain a successful long term relationship
with Collier County. Injormation presented under the Required Proposal Submittals, section 111, will be
evaluated as the basis of this rating.
C. Other Jurisdictional References 10 points
Rating will be based on the vendor's ability to provide verifiable references demonstrating completed
successful implementations of "ystems of very similar scope to that requested in this RFP, at
jurisdictions of similar or greater size and activity levels to Collier County's.
D. Cost 10 points
Rating to be based on the vendor's ability to provide the best total value jar a chosen system, both in the
short term and the long term. Section VII of this RFP outlines system cost requirements jar the vendor's
response to this RFP.
E. GIS 10 points
Rating to be based on the vendor's ability to leverage and maximize Collier County's existing
investment in GIS capabilities. GIS capability to be evaluated as part of the Proof of Concept
Demonstration. Points awarded for this individual criterion on an ordinal basis, with that vendor
deemed to have the best solution awarded all 10 points; secondary vendors will receive 0 points.
F. Comoliance with Technical Requirements 10 points
Rating to be based on the level of compliance with section VI of this RFP, Technical Requirements.
Scoring preference will be given to a solution which most closely complies with Collier's existing
technical environment and needs, and requires the least amount of Collier County technical resources to
implement.
G. Required Proof of Concent Demonstration 30 points
Rating to be based on a successful demonstration before Collier County's selection committee. Section
VIII of this RFP gives the required scripts to be used andfunctionality points to be shown by each short-
listed vendor. Grading will be on both ability to demonstrate functionally, and adherence to the listed
scripts.
Total maximum points to be awarded equal 100.
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V. Functionality - Selection Criteria Worksheets
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Functionality - Selection Criteria Worksheets
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This section of the RFP contains a column labeled as "Score" and serves as the response document for the
functional requirements of the system.
This document must be completed and submitted with the proposal. Failure to complete and return this section
of the RFP will result in the proposal being deemed non-responsive. This section is to be returned on the
original forms provided. In no case shall the requirements be retyped or altered in any way from those provided
within. Any item left blank or marked with a non-defined status code will result in a ' 0 ' response being
assigned (i.e., System does not support this feature and no customization is proposed.) Any ranking from 1-3
will require vendor to give written explanation to how they will meet our criteria, when they will meet our
criteria and any additional costs required to meet our criteria.
Each requirement in this response document must be marked in the Score column with one of the following
status codes:
[ 4 ] Standard feature in current release.
[ 3 ] Requires customization at no cost and is included in overall proposal price.
[ 2 ] Planned feature. Function will be provided in the next major release at no cost and is
included in overall proposal price.
[ 1] Requires customization at additional cost as specified in cost proposal, Implementation
Costs.
[ 0 ] System does not support this feature and no customization is proposed
The remainder of this page is intentionally left blank.
In grading our product against the functionality requirements, we selected to reflect all
customization tasks as a score of 3 for the following reasons:
. All will be included as part of the implementation for go live.
. All costs are included in the overall proposal price - no additional costs will
occur except in cases of scope creep.
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V.I Code Enforcement
Score Code Enforcement Functional Requirements
Business Process - Action Orders and Code Cases
3 I) The system should accept complaints filed online and by staff input. The
complainant on-line should be able to enter information onto an electronic
complaint form accompanied by a map to obtain a precise location of the
complaint. The system should check on-line complaints for duplication and
jurisdiction. When the system finds an existing active case (that the complaint
is a duplicate), it should automatically find the current reference number and
provide that information to the complaint on-line. When the system detects a
jurisdiction conflict with all or part of the complaint, it should automatically
generate a referral and notifY the appropriate department or agency. A
complaint number must be automatically assigned to new complaints and/or
referrals. Completed complainant information fields will always be required
for complaints identified as; 'Minimum Housing', 'Prohibited Exotics', or
'Noise'. This should be changeable as needed, should
policies/ordinances/statutes be adopted which further restrict or loosen said
requirements as they pertain to anonymous complaints.
3 2) Other complaints entered by staff should be checked by the system for
duplication and jurisdiction. When the system finds an existing active case
(that the complaint is a duplicate), it should automatically find the current
reference number and record the filing as a complainant inquiry. When the
system detects a jurisdiction conflict it should automatically generate a
referral and notify the appropriate department or agency. A complaint number
must be automatically assigned to new complaints and referrals.
3 3) The complaint should be assigned by the system to a Code Investigator based
on the location of the complaint. The system must allow for reassignment and
referrals. Integration with a department calendar within Outlook should
identifY Investigators who are scheduled on Vacation or Leave and allow for
rules defined by management which would automatically reassign a case
under certain user-defined conditions. The system will automatically print the
Action Order upon assignment or log within a scheduled reporting function
allowing daily, weekly, on demand, etc action order generation.
4 4) The system will be capable of searching for all information related to the
investigation, including chronological tracking, and will continue to do so
until; the complaint is resolved, or the complaint is determined to be
unfounded, or if the violation is confirmed the system will be capable of
producing a citation or Notice of Violation, or if the complaint is resolved or
unfounded it is closed in the system by staff.
4 5) The system should be capable of automatically assigning a complaint number
(reference number), any additional information (i.e.: parcel, owner name and
address, cited code section and associated verbiage), when complaint code and
site location are input by staff.
4 6) Complaint/Case information must be retrievable with a minimal amount of
information. (partial address, owner's name, parcel number, investigator, etc.)
4 7) When a search is performed, the system should respond by displaying related
complaint history, permit history, licenses and/or related Code Enforcement
Board or Special Master Data. User should be able to:
4 8) Check for existing complaints on the properties that are currently under
investigation.
4 9) Verify unresolved cases.
4 10) Check if recurrent problem.
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customization.
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II) Check if complying with previous Code Enforcement Board or Special Master
Order.
12) Check any other complaints by this agency and other agencies related to this
property who are utilizing this same software suite.
13) Check for recently applied for or granted special exceptions, variances,
permits, licenses, etc. related to this property.
14) Verify the property's current zoning.
15) The system should be capable of preparing multiple notices for multiple
parties based on current Tax Collector ownership data (as required by Florida
Statute) .
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16) The system will be capable of user control via pull down menus and point and
click GUI which can be configured/reconfigured as needed to accommodate
changes to processes and additions as needed.
17) The system should automatically check for variances, permits, licenses, etc.
related to this property that may have been issued and/or applied for after the
Notice was sent to attain compliance. The system should always have the
most recent changes to any property available, updating changes in real-time
ensuring that associated Code Cases and relevant property files are up-to-date.
18) The system must keep track of performance management (i.e.: time to resolve
a complaint, number of inspections, time spent per inspection) automatically
and be available at any time such data is required throughout the life of the
case. The system should be able to generate, for purposes of prosecution, an
operational cost amount as allowed by F.S. chl62 which will be determined
using a formula (amount of time spent on case X hourly rate of pay) and
should allow for modifications to this amount or formula as costs and policies
change. (Currently the system should pull hourly rate/cost from SAP.) The
system will allow the investigator to reschedule an inspection for any date.
The system must allow an unlimited number of inspections to be scheduled.
The system will flag or remind officers in advance of inspections, meetings,
hearings, etc. that relate to the case. The system should be able to, based on
the inspections/appointments scheduled, provide logical route mapping and
otTer such routing to the investigator for printing or review. The system must
have the capability to track all case information in chronological order.
19) The system will generate a form letter notifying the complainant and close the
case if the complaint is resolved or unfounded, based on the results of an
investigation.
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20) The system must prepare, at the request of the investigator, a pre-formatted
Notice of Violation (pertinent preformatted NOV utilized based on drop-down
box type function as created and modified by management) which is
populated by stored data (case number, respondent's name, date violation
found, violation ordinance, description of violation, investigator's name and
contact information and originating complaint number, if applicable). The
system should print pertinent quantities of said Notice, if requested, or store
the Notice for later printing. If any party/respondent address is located
outside of Collier County, the system will automatically print a Notice for
delivery via Certified mail. As possible, a queue/report could maintain such
notices and print once daily or on demand and such schedule is available for
moditication by management.
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customization.
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customization.
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Available at go
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21) The system must require a date specific field to record when notices, letters,
etc. were sent and by what means (certified or first class) as well as denoting
when service of a notice was made or declined.
22) The system needs to have the ability to store and retrieve data in various
formats for contracted services, other agencies, media, clerk, investigators,
etc. The information must be retrievable by violation types, fines, area, time
frame, officer, agency, department, action taken and location (addresses, city,
parcel number, etc.). Reporting must be available within all modules based on
all fields.
23) The system must be capable of displaying and printing current complaints
associated with any property (including historical complaint data) and flag
users of any alerts placed by other departments and users.
24) Code Enforcement Board/Special Master
25) This procedure begins when a violator is non-compliant, has been duly
notified, and County staff refers the case to either the Code Enforcement
Board or Special Master.
26) The system should be capable of automatically assigning a CEB/OSM case
number, hearing date, and print a Notice of Hearing, when a date for said
hearing is entered. Date of hearing will be subject to override based on user
control tables.
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27) The system should, upon request by staff, make available any data relating to
the code case, verify compliance with notice requirements and print a request
for hearing before either the Code Enforcement Board or Special Master.
28) The system must notify the Operations Coordinator (and any other persons
deemed necessary by management) of the cases to be schedule for hearing.
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29) Case information such as sent/received correspondence, information reports,
digital pictures and other documents will be stored on the network and retain
association to the pertinent case file and address record. The act of storing
any said information in either the case file or address record will allow for
immediate association to the other and therefore not require same to be loaded
in two locations.
30) The active CEB or OSM file must be maintained until the case is resolved.
The system should prepare all hearing notices (continuances, withdrawals,
subpoenas) for all parties involved using stored data (CEB/OSM case number,
respondent's name, date of hearing, violation ordinance, investigator's name
and contact information and originating complaint number.)
31) The system should prepare the Code Enforcement Board and Special Master
Agenda using stored data (CEB/OSM case number, complaint number,
respondent's name, respondent's representative, method of service, type of
violation, location of violation, parcel number, zoning, CEB/OSM history and
investigator's name.)
32) The system should automatically prepare and print the appropriate CEB/OSM
orders using data entered by the Operations Coordinator during or after the
hearing, i.e.: Orders of Compliance, Orders of Non-Compliance, Orders of
Non-Compliance/Orders Imposing Fine. Lien, Orders Imposing Fine/Lien,
Orders of Non-Compliance/Orders of Dismissal.
33) System will assist staff by tracking the status and activity of the case from
beginning to end. Information to be tracked includes, but not limited to:
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10\'
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
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proposal price
Requires
customization.
Available at go
live. Included in
proposal price
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3
3
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Follow ups, board hearings, attorneys or representatives, swnmary of
dispositions, subpoenas, related violations, deadlines, and events. Integration
with Outlook is required.
Rental Registration Program
34) The premise of the rental registration program is to register the rental
properties in Collier County. The registration provides Code Enforcement
with current owner and lor local agent information (including name, address,
phone, & e-mail). The information is used to assist Code Enforcement by
making available the appropriate contacts to clear up a violation on the subject
property. Registration must be renewed each year by June 30th (Rental
season runs from June to June). Initial Registrations are currently required in
person or via mail and an on-line account can be established for renewal, if
desired. Early registration renewal is allowed starting the I st business day in
May via web-based method. Registration may be mailed in or paid by credit
card over the rental registration web page. Payment must trigger the
appropriate change in the status of the account.
35) Capability of accepting rental registration applications and related documents
submitted in hard copy form. System will be capable of accepting scanned
documents and associating such documents with the case and related address
record.
36) At the conclusion of data entry, the system must generate the applicable
distribution memo, reminder task, electronic notification to reviewer's, form
letter, action orders for investigators, etc
37) Capability of tracking an application's life cycle status (pending, accepted,
revised, response letter, etc).
38) Capability of displaying and researching applications based on user defined
parameters.
39) Upon submission of an application staff will enter request type and parcel
number/address and applicant information into the system:
40) System will have capability to check and validate the property address and
ownership using Property Appraiser and Tax Collector data to reconcile.
41) System will have capability of tracking all fees associated with said
permit/license/etc.
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Available at go
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3 42) System will have capability of automatically generating letter to applicant if Requires
application is incomplete, stating reasons for incompleteness based on user customization.l0 .",:
controlled checklist with user ability to edit. Available at g<1 "
live. Included in
proposal price
3 43) System will be able to manage processes and actions associated with Requires
continuance and withdrawal of applications, including refunding application customization.
fees, amending application, etc. Available at go
live. Included in
proposal price
3 44) System is capable of generating an action order for cancelled registration in Requires
order to verify occupancy status by an investigator. customization.
Available at go
live. Included in
proposal price
3 45) Tracking an application's life cycle status (pending, accepted, revised, Requires
response letter, etc). customization.
Available at go
live. Included in
proposal price
3 46) Capability of tracking an application in relation to preceding related Requires
applications and to future related applications. customization.
Available at go
live. Included in
proposal price
3 47) Capability of counting applications as they are submitted and reviewed. Requires
customization.
Available at go
live. Included in
proposal price
3 48) Prevent the intake of an application when certain conditions exist. Requires
customization.
Available at go
live. Included in
proposal price
3 49) The system must be capable of automatically calculating, or recording fee Requires
payments of various types and of maintaining a payment history directly customization.
related to the file. Available at go
live. Included in
proposal price
3 50) The system will be capable of taking said applications via internet, hard copy, Requires
and fax; from within the subject system from other departments and have the customization.
capability of tracking all said permit activity by user defined parameters. Available at go
live. Included in
proposal price
3 51) Upon entry of such application, the system will assign a unique identifier Requires
which will be available to staff as well as the applicant. customization.
Available at go
live. Included in
proposal price
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VehicIe for Hire
52) The system will be capable of tracking the licensing/permitting of all Taxi
Cabs and Limousines operating in Collier County. New companies are
required to meet specific requirements including being in good credit
standings and having an acceptable background history. Similar background
reviews are conducted on prospective drivers within the County. Annual
certificate review is completed by the last business day in January while
Driver's Identification annual renewal date is based on the vehicle's State of
Florida registration date. In addition to tracking annual vehicle registration,
companies operating these vehicles are required to provide the following
information: VIN numbers, make, model and year of the vehicle, license plate
numbers, the number of passengers it is authorized to carry, insurance
company name and policy number, driver name and license, vehicle
inspections, owner and co-owners names.
53) Capability of accepting vehicle for hire licensing applications and related
documents submitted in hard copy form. System will be capable of accepting
scanned documents by stafl' and associating such documents with the case and
related address record.
54) Capability oftracking an application's life cycle status (pending, accepted,
revised, response letter, etc).
55) At the conclusion of data entry, the system must generate the applicable
distribution memo, reminder task, electronic notification to reviewer's, action
orders for investigators, etc.
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56) Capability of displaying and researching applications based on user defined
parameters.
57) Upon submission of an application staff will enter request type and parcel
number/address and applicant information into the system:
58) System will have capability to check and validate the property address and
ownership.
59) System will have capability of tracking all fees associated with said
permit/license/etc.
60) System will have capability of automatically generating letter to applicant if
application is incomplete, stating reasons for incompleteness based on user
controlled checklist with user ability to edit.
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3
61) System will be able to manage processes and actions associated with
continuance and withdrawal of applications, including refunding application
fees, amending application, etc.
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62) Tracking an application's life cycle status (pending, accepted, revised,
response letter, etc).
4 63) Capability of tracking an application in relation to preceding related
applications and to future related applications.
4 64) Capability of counting applications as they are submitted and reviewed.
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Requires
customization.
Available at go
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proposal price
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customization.
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customization.
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3 65) The system will facilitate collection of data to be fed to an outside application, Requires 1n \
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which processes the background checks, for both individual and company customization. ~ I. ,
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credit and criminal histories. The system will allow user-defined rechecks of Available at go
said history at set intervals. live. Included in
proposal price
4 66) The system must be capable of automatically calculating, or recording fee
payments of various types and of maintaining a payment history directly
related to the file.
3 67) Prevent the intake of an application when certain conditions exist. Requires
customization.
Available at go
live. Included in
proposal price
3 68) The system will be capable of taking said applications via internet, hard copy, Requires
and fax from within the subject system from other departments and have the customization.
capability of tracking all said permit activity by user defined parameters. Available at go
live. Included in
proposal price
4 69) Upon entry of such application, the system will assign a unique identifier
which will be available to staff as well as the applicant.
3 70) The system will be capable of creating a driver ID using a photograph
manually loaded by the investigator.
Permit Issuance/CitationslInvoiceslBoarding CertificateslHousing
Inspections/Garage Sale/Amplified Music Permitletc
4 71) Capability of accepting applications and related documents submitted in hard
copy form.
4 72) Capability of tracking an application's life cycle status (pending, accepted,
revised, response letter, etc).
3 73) At the conclusion of data entry, the system must generate the applicable Requires
distribution memo, reminder task, electronic notiiication to reviewer's), etc. customization.
Available at go
live. Included in
proposal price
4 74) Capability of retrieving and displaying; zoning maps, FEMA maps, GIS maps,
topographic surveys, etc and linking them electronically to the proj ect file.
Must be able to print a hard copy of the case and said associated files.
4 75) Capability of displaying and researching applications based on user defined
parameters.
4 76) Upon submission of an application staff will enter request type and parcel
number and applicant information into the system:
4 77) System will have capability to check and validate the property address and
ownership.
4 78) System will have capability of tracking all fees associated with said
permi tllicensel etc.
3 79) System will have capability of automatically generating letter to applicant if Requires
application is incomplete, stating reasons for incompleteness based on user customization.
controlled checklist with user ability to edit. Available at go
live. Included in
proposal price
4 80) System has capability of accepting documents ior scanning, with zoom
capabilities.
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81) System will be able to manage processes and actions associated with
continuance and withdrawal of applications, including refunding application
fees, amending application, etc.
3
82) Tracking an application's life cycle status (pending, accepted, revised,
response letter, etc).
83) Capability of tracking an application in relation to preceding related
applications and to future related applications.
3
4 84) Capability of counting applications as they are submitted and reviewed.
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V.2 Building Review and Permitting
Score Permitting Functional Requirements
Permit Center - Generate Electronic File
I) Customer files a permit application either by hard copy, (currently the only
way with the exception of our E-Permits purchased on-line), Internet, or
electronic format. System must be geared to accept electronic signatures for
legal purposes, and also to sign off certificates of occupancy so it can be
emailed to the customer and the Collier County Property Appraiser, and filed
with the permit record. This is especially important for us to be able to review
all potential solutions to process electronically submitted plans and supporting
documents.
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Permit Center - Electronic File Description
2) Ability to accept fee payments electronically.
3
3) Identify on file the origin of the application, preferred office and method of
pickup.
3
4) Store date and time of application and ready issue status on permit record.
4
5) Check and validate parcel id, legal description, the property address and
ownership through the GIS system integration. The system needs to interface
with the GIS database.
6) Check for permit duplication (Does active permits for this work already exist
at this address?).
7) Check for existing notices of violations and apply appropriate fees.
8) Capability of issuing a single (combined) permit for more than one work type.
(E.g. building, electrical, mechanical, plumbing, pool, etc.)
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9) System checks for water and sewer boundaries, power company boundaries,
maintaining authority for roads, and impact fee zones and GIS overlays.
3
10) Capability of system to issue a book of 10 "convenience permits" with no
specific site address attached to them until an inspection is requested by
contractor, book of permits are specific to one trade by valid licensed
contractor. (Valid trades limited to: AlC Replacement, Re-Roof & Siding).
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customization.
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customization.
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customization.
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Permit Center - Workflow
II) System determines routing for permit application (agencies involved,
necessary reviews and all conditions of approval), per user defined control
table.
12) System tracks status of permit application throughout the process until all
required conditions of approval are met and recorded. System status
information can be accessed online. If a permit is on hold, the system will flag
the permit to check if the customer is moving forward on the permit after a
180-day time period.
13) A permit cannot be amended, extended or cancelled if an approved result for
tinal inspection has been performed or C.O. issued, unless authorized by the
Building Department Director.
14) If a permit is system cancelled, system will automatically generate the
notification (form letter) to property owner and permit holder and place permit
in a canceled status.
15) Check issuance of prerequisite permits, DEP, ACOE permits and other user
defined information, etc. Check other preconditions to process a permit (e.g.
submission of site-related plans, etc.)
Permit Center - Financial TransactionslImpact Fees
16) NotifY processing staff about pending permits requiring different handling
categories: ready issue; hold for other department reviews; hold for
completing documentation (private provider or threshold, etc.)
Impact Fees
17) System will have capability of calculating impact fees based on an impact fee
use code that will generate the designated impact fees for up to twelve
different accounts.
a. System will automatically calculate impact fees from living area square
feet, total square feet, and/or from impact fee square feet as noted.
b. System will have the capability of paying part, or all, of a particular
impact fee on a building permit with previously paid advance deposits for
the project, with the payment amount deducted from such deposit, and the
system maintaining a running balance.
c. System will generate the Road and Fire District for the property from GIS.
iO J'
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
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proposal price 10 J
4 d. System will generate and record refunds.
3 e. System will allow impact fees to be partially or fully waived, with waived Requires
amount showing on payment slip and able to be tracked. customization.
Available at go
live. Included in
proposal price
3 f. System will calculate impact fees based upon fees in effect at building Requires
permit application date, and allow for editing of a building permit customization.
application date. Available at go
live. Included in
proposal price
4 g. System will allow for frequent updating of fees to also include ability to
maintain effective dates for fees created in system tables.
Permit Center - CommunicationINotification
3 18) Quality notifications for parcel, incorrect addresses, county maintained roads, Requires
sibling parcel becomes permit identifier (right now it's the parent); electronic customization.
checklist tied to each work type for the permit. Notice if a parcel cannot get a Available at go
permit for some reason, (i.e. zoning violation notice or moratorium, etc.) live. Included in
proposal price
4 19) System has capability to track all permit, license and certificate/license
activity including fees by user defined parameters.
3 20) Work with county web based permit and payment system. Requires
customization.
Available at go
live. Included in
proposal price
3 21) Capability to track and collect fees for other municipalities as regulated by Requires
Interlocal Agreement. customization.
Available at go
live. Included in
proposal price
3 22) Permit comments/notes should be generated in a standard letter format and Requires
faxed or emailed by Microsoft Outlook for correspondence with customization.
customer/contractor. This could require multiple text fields - as many as Available at go
required per record so that the plan review coordinator can send out comment live. Included in
letter. Wrap and spell check are necessary. proposal price
3 23) Prevent the issuance of a permit to a property address when one or more Requires
special conditions are associated with that property address and county staff customization.
has not elected to override the special condition(s). (Permit Hold comments, Available at go
etc.) live. Included in
proposal price
3 24) Input email addresses and use them to notifY subcontractors in lieu of mailing Requires
or in the absence of email, generate a post card. customization.
Available at go
live. Included in
proposal price
3 25) Contractor can access status information online and schedule inspections. Requires
customization.
Available at go
live. Included in
75
3
26) After all required reviews have been completed and updates have been
performed to reflect fee payment, etc., the system must automatically print the
required permit with the date and time it was issued.
3
27) Capability to allow completion of permit process to electronically notify
contractor that the permit is ready for issuance and the balance of required
fees to be paid at time of issuance.
3
28) Generate a form letter to comply with Florida Statute 713.13, Notice of
Commencement (NOC).
3
Permit Center - Reporting / Query
29) Capability of reporting number of permits within a specified subdivision or
location, type of permit, status of permit and/or other user defined parameters.
3
30) Capability to produce all of the existing reports. Capability to post standard
monthly permitting reports to the County Internet Website on daily, weekly
and/or monthly basis.
prop~sal price 1 0 J
ReqUires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
76
3
3
3
3
3
3
3
3
Building Permit & Plan Review - Masterplan
Masterplan Functional Requirements
Masterplan - Permit Process
I) This process begins when a contractor submits a Masterplan application
accompanied by plans proposing a specific building plan type to be reviewed
for compliance with current building construction codes as a master reference
for future building construction. (Note: An approved Masterplan provides the
ability to master construction plans for structures at a single subdivision
location for multi -family structure types and unlimited locations for other
structure types within the County specific to a contractor and current
construction codes. This allows a contractor to submit for permit applications
referencing the approved mastered plan without submitting multiple
construction plans over and over again reducing the overall permit process
timeframe and expense of plan copies for contractors. When new construction
codes are adopted a new Masterplan must be submitted for review and
approval. )
2) Technician selects the type of process:
a. New Masterplan submission (residential or commercial)
b. Add subdivision/location to existing Masterplan for fee assessment
purposes.
c. Revision to existing Masterplan file.
d. Update/inactive/cancel/void.
3) Masterplan Permitting Technician enters information into the system. All
options are listed separately including their corresponding square footage.
4) Masterplan permit number is generated. A separate Masterplan permit number
is assigned for each structure type submitted for Masterplan review.
5) Building permit fees are calculated separately for each Masterplan option and
stored electronically for future reference when actual building permit is
obtained.
10 \J
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Req uires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
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3
6) Impact fees on a Masterplan will not store for future use, but will
automatically calculate on subsequent building permits, based upon
application date of such permits.
7) Customer pays application fees (credited to first application for construction
from Masterplan).
4 8) System will automatically assign the Masterplan to a queue until the plan
reviews are actually assigned to a plan examiner. System tracks the amount of
time plans are waiting in queue.
4 9) Permit Technician (PT) determines who needs to review plans based on
masterplan type and information supplied by applicant and enters information
into the system. After plans examiner is assigned system will move plans out
of the queue.
3
3
3
3
4
3
Masterplan Plan - Review Process
10) Plans examiner is assigned per user control table with override capability by
supervisor. System keeps track of date and time for each plans examiner from
start to finish for each review, record review comment details and repeat for
all required re-submittals.
II) Plans examiner distributes plans and assigns next review as required/noted in
Masterplan application review process until all required reviews are
completed. If any plan review is rejected, plans examiner enters their review
comments into the system and system produces auto generated review
comment detail letter to be sent to applicant/customer at the conclusion of all
completed reviews. When all reviews have been completed with an approved
status then go to step 14 below.
12) Applicant/customer withdraws rejected plans and amends plans to respond to
comments.
13) Applicant/customer submits revised plans with requested documents to
address review comment details. Permit Technician (PT) re-assigns and
distributes the plans to the outstanding plan review examiners. Capability for
system to keep track of date and time applicant/customer submits revised
plans.
14) Steps 10 & II are repeated until all issues have been resolved and each plans
examiner approves the plans or the application is withdrawn from system.
15) Capability to allow applicant/customer to check status of application including
review comment details via Internet throughout permit process.
4 16) After all conditions of approval for Masterplan review have been satisfied, the
permit package is sent to the Masterplan Permit Tech for final review and
approval. Customer is notified that Plans are ready for pick up.
prop~sal price 1 0 J
ReqUires
customization.
Available at go
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proposal price
Requires
customization.
Available at go
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proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
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proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
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3
17) Systems to auto generate a Masterplan approval letter to be included with all
subsequent permit submissions.
3
18) Possible actions after a Masterplan Permit has been approved or issued:
a. Submit minor revisions for review and approval.
3
b. Update applicant information.
3
c. Change Masterplan status to inactive or cancel.
3
d. Retrieve information! generate reports.
3
19) Masterplans are not exclusive to a specific address but are exclusive to a
specific subdivision for multi-family developments.
3
20) Masterplans will become invalid when a new code is adopted by the State.
3
21) System needs to have capability of implementing grace periods outlined by
code through the use of an expiration date entered into the Masterplan record.
3
22) System will generate automatic letters to advise customers about deadlines
associated with new code cycles.
3
23) System will flag users when code has changed, to prevent old Masters from
being used.
Requir~s . 10 J
customlzatlOn.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
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proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
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proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
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proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
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3
3
3
3
3
Building Permit & Plan Review - Commercial, Single-Family and Multi-
Family
Building Functional Requirements
Building Permit - Application Process
I) This process begins when a customer/contractor submits a Residential One &
Two Family, Multi-Family or Commercial type building permit application to
be reviewed for compliance with current codes including but not limited to:
a. Florida Building Codes
b. Florida Fire Prevention
c. National Electric Code
d. Collier County Ordinance - Building Construction Administrative Code
e. Collier County Land Development Code
2) Technician selects the type of permit including but not limited to:
3 a. New Commercial Building
3 b. New I or 2 Family Residence
3 c. New Multi-family Building
3 d. Commercial/Multi-Family/One or Two Family Addition and/or Alteration
3 e. CommerciaIlMulti-Family/One or Two Family Swimming Pools
3 f. Commercial/Multi-Family/One or Two Family Storage Buildings
3 g. Signs
3 h. Miscellaneous Express. (deck/screen/shed, one trade only, etc.)
3 1. Masterplan Sub-permits, (actual construction permits that are submitted
after the Masterplan has been approved).
3) Technician enters information into the system, including but not limited to:
4 a. Address
4 b. Contractor
4 c. Square footage
4 d. Number of bathrooms
4 e. Number of bedrooms
4 f. Electrical amps
4 g. NC tonnage
10J
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Configuration
Configuration
Configuration
Configuration
Configuration
Configuration
Configuration
Configuration
Configuration
80
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h. Work started without Permit (WWP)
i. Economic Development Council, (EDC) - Fast Track designation
4) Permit number is auto generated by system.
5) Application fees are auto generated by system with potential to also manually
add applicable fees and payment slip is auto generated.
3
6) Customer provides payment slip to cashier for payment of application fees
3
7) The system has capability to print labels through the Permit Center, with
project information relative to plans, i.e. permit number, project name etc.
3
8) System will automatically assign permit package to a queue until it has
actually been assigned to a review department and/or plans examiner. System
tracks the amount of time plans are waiting in queue. NOTE: If permit does
not require additional reviews then Permit Tech completes their review, enters
required permit fees and inspections and prints payment slip to issue permit.
9) Permit package is forwarded to applicable review area, (Commercial and
Multi-family routed to (CPRC) Commercial Plans Review Coordinator and
(ZDPT) Zoning Department Planning Tech and One or Two Family routed to
(PPT) Permit Planning Tech.) After plans examiner is assigned, system will
move plans out of the queue and into the plan review stage.
3
4
Building Permit - Plan Review Process
10) Review department and/or plans examiner is assigned per user control table
with override capability by supervisor. System keeps track of date and time
for each review department/plans examiner from start to finish for each
review, record review comment details and repeat for all re-reviews as
required.
II) PT, CPRC or RPRC distributes permit package to review department and/or
plans examiner. Building Department plans examiner completes review and
assigns review and distributes plans to next plans examiner within the
Building Department as required/noted in application review process until all
required Building Dept. reviews are completed. If any plan review is rejected,
review department/plans examiner enters their review comments into the
system and system produces a review comment detail letter to be sent by
CPRC to applicant/customer at conclusion of all completed reviews. When all
reviews are completed with an approved status then go forward to step 16
below.
12) Applicant/Customer submits revised plans and applicable documents to
address review comment details to Commercial Plan Review Coordinator
(CPRC) or Residential Plan Review Coordinator (RPRC) as applicable.
Coordinator re-assigns and distributes revised plans to applicable plan review
examiners. Capability for system to keep track of date and time when
applicant/customer submits revised plan package.
13) Steps II, 12 & 13 are repeated until all issues have been resolved and each
3
4
4
10 J
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
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Requires
customization.
Available at go
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customization.
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3
plans examiner approves the plans or the application is withdrawn from the
system.
14) After all conditions of approval have been satisfied, the permit package is sent
to Final Permit Customer Service (FPCS) for final review and approval.
Permit package is completed and FPCS contacts customer, see Permit Center
- Communication/Notification Item #26.
3
15) Possible actions after permit has been issued include but are not limited to:
3
a. Submittal proposing revisions/changes subject to review and approval.
3
b. Update/change general contractor and/or sub-contractor information.
3
c. Additional fee collection required based on approved revisions/changes.
10..1
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
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Requires
customization.
Available at go
live. Included in
proposal price
82
Plan Review Management
Building Functional Requirements
10 J
Building - Plan Review Management
4 1) The system has capability of tracking different types of plans by review
discipline, applicant, plan reviewer (flexible query ability) based on permit
application number, which can be easily customized. Types of reviews include
but are not limited to:
3 a. Structural Configuration
3 b. Electrical Configuration
3 c. Mechanical Configuration
3 d. Plumbing Configuration
3 e. Fire Configuration
3 f. FEMA - Flood Zone Requirements Configuration
3 g. Utilities - County Sewer and/or Water Configuration
3 h. Health Dept. - Septic/Well/Food Services Configuration
3 l. Environmental Configuration
3 J. Zoning Configuration
3 k. Impact Fee Configuration
3 I. Signs Configuration
3 m. Plan Review Coordinators, CPRC/RPRC Configuration
4 2) The system has the capability to auto generate and assign permit submittals by
type to the queue until assigned to a review department and/or plans examiner
with override capability by supervisor.
4 a. The system has capability to track amount oftime permit is in the queue
cycle.
3 b. The system has capability of estimating initial plan review completion Requires
time and reporting permit numbers in queue. customization.
Available at go
live. Included in
proposal price
3 3) The system has the capability to print labels to include but not limited to such Requires
information as the project/permit name and tracking number to be affixed to customization.
multiple plans and/or documents. Available at go
live. Included in
proposal price
4 4) The system has capability to calculate fees based on user-controlled tables,
(square footage, dwelling units, amperage, number of baths etc.) and the
permit fee schedule as approved by the Board of Collier County
Commissioners.
3 a. System has capability to accept and record square footage information for Requires
each occupancy type and use. NOTE: Square footage values are customization.
measured or used differently for building review versus impact fee and/or Available at go
zoning purposes. This difference requires a system to have ability to live. Included in
record up to three difference figures on same permit. proposal price
3 5) The system has capability of assigning inspection groups based upon Requires
permit/work type and user control tables. customization.
Available at go
live. Included in
proposal price
3 6) The system has capability to identifyltlag projects located in the following but Requires
not limited to; special hazard area, wind-borne debris region, coastal customization.
83
construction zone, zoning overlays, etc.
4
7) The system has the capability to flag permit record if a current violation exists
on property associated with permit record.
8) The system has capability of determining which review departments/agencies
need to review permit application/plans based on permit type and data input
by Permit Technicians and defined by user control tables.
a. The system has capability oftracking each department/agency review
time, status and associated review comments and fees at all times during
the permit process.
4
3
3
b. The system has capability to allow applicant/customer to check status of
permits including real time review comment details via Internet
throughout permit process.
3
c. The system has the capability to assign values(s) to a permit type based on
the size and scope of the project to determine amount of time required for
review by department/agency/plan examiner.
3
9) System will generate distribution memo based on staff input (agencies
involved, necessary reviews and all conditions of approval). Based on staff
input, system will generate distribution memo.
3
10) The system has capability to provide pre-defined review department/agency
with a review checklist a.k.a. standard review notes, for each review type per
user controlled tables that are updated based on current applicable Codes,
Laws and Ordinances.
3
a. The system has capability of allowing edits to all plan review checklists,
to add items and/or delete items controlled by user security.
3
b. The system has the capability to keep historical record of checklist items
and edits as part of the permit record.
3
11) The system has capability of accepting concurrent reviews without complete
application information by user controlled tables and as authorized by a
supervisor.
4 12) The system has capability to accept expedited process applications, inserting
into review sequence where deemed appropriate as authorized by a supervisor.
4 13) The system needs to have the ability to extract data in various formats for
contracted services provided to other departments.
Available at go 1 0 J
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Req uires
customization.
Available at go
live. Included in
proposal price
84
Building Inspections
Inspection Functional Requirements
4
Inspection Request - Internet
I) System must be able to locate appropriate permit, provided the location is
within the Collier County jurisdiction, based on one of the following entries:
a. Permit number
b. Job site address
c. Job site parcel (folio/property l.D. #)
d. Property owner name
2) System should be able to allow the user to navigate to the inspection request
screen, which can then display the inspection sequence for the appropriate
permit and any inspection notes. Construction inspections may include, but
are not limited to:
a. Structural
4
4
4
4
4
3
3
b. Mechanical
3
c. Electrical & low voltage
3
d. Plumbing
3
e. Engineering Inspections
3
f. Fire Systems
3
g. Gas
3
h. R.O.W. - Transportation
10 J
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
85
3
1. Septic
3
J. Wells
3
k. Drainage
3
I. Landscape
3
m. Required submittal of documents, i.e. Spot Survey, Compaction test
results, Elevation Certificate, etc.
3
3) The system should then be able to respond by only offering available
inspections.
4
4) The system should allow the user to select the type of inspection and allow
scheduling.
a. System must be able to control number of inspection requests per day by
discipline.
3
3
b. All of the inspections that are able to be scheduled at that time should be
listed as options.
3
5) System should then be able to require an inspection code/pin provided to
contractor or owner builder at time of permit issuance.
3
6) System should then be able to respond by displaying:
Available at gi 0 J
live. Included III
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
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Requires
customization.
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Requires
customization.
86
3
a. Confirmation that inspection code was accepted and the requested
inspection has been scheduled for the next working day, based on
inspection quota availability.
3
b. System must be able to control the number of inspection requests using
quota, based on inspector availability and discipline.
3
c. Confirmation that inspection code/pin accepted, but that there are no
available inspections at this time.
3
d. Rejection due to incorrect/unacceptable inspection code/pin.
3
7) System should be capable of automatically assigning the inspection to a
specific inspector based upon zone and inspector licensure. The date and time
the inspection was requested through the Internet should be automatically
recorded in the system for display to both user (via Internet) and staff.
3
8) System should be capable of allowing applicant/customer to check history of
passed and/or failed inspections including notes/comments.
3
Inspection Request - Inter-active Voice Response System (IVR)
9) A historical record of the date and time each inspection is scheduled should be
automatically time stamped and inserted into the system's database.
3
10) Inspection should be automatically assigned to an inspector by township,
range and section as well as appropriate inspector licensure.
3
11) Inspection requests can be cancelled via the Internet or through the IVR
system until the day prior to the scheduled inspection. Cancellation to an
inspection request the day of an inspection must be handled by contacting the
County Building Inspections Department.
3
12) Inspection requests cannot be processed if there are inspection holds on the
permit.
Available at go 10 J
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
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Requires
customization.
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13) Inspection requests cannot be processed if the permit is not in an active status,
(issued or inspect).
14) Inspection requests cannot be processed if the permit contractor or sub-
contractor is not in an active status.
The following apply to both Internet and IVR capabilities
15) User should be able to discontinue the process at any time. In this case, no
inspection request or cancellation would be saved.
16) The system will only allow an inspection request to be canceled prior to 7pm
for the next working day.
17) Multiple inspection requests are possible on certain inspection types:
a. System should be able to display a screen, advising the user about the
conditions of this feature and ask the user to enter all inspection requests.
b. User should be able to enter all requests and be advised as to what
combinations may be scheduled, and be prompted to choose one. (NONE
should also be an option, thus returning the user to single inspection
request. )
c. System has capability to allow inspection staff to override the inspection
sequence with proper security.
Inspection Process
This process begins after the contractor/owner builder has requested an inspection
and follows the format below:
4 18) Inspection requests maybe reassigned as needed by the Chief Building
Inspector.
4 19) Inspection passes and is logged into the system by the inspector by either
Available at J. 0 J
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
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proposal price
Requires
customization.
Available at go
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4
laptop or phone.
20) Inspection fails, correction notice is left on job site, and failure is logged into
the system by either laptop or IVR. Notes may also be entered into the system.
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4
Necessary capabilities:
21) System is capable of being accessed by portable system. (i.e., portable device
in inspector's vehicle).
22) System is capable of receiving and recording inspection results sent via Inter-
Active Voice Response System and Internet.
3
3
23) The system is capable of providing a separate detail screen for completed
permits requiring a power release & the capability of Registration after the
Certificate of Occupancy has been released.
3
24) System capable to allow modification to inspection results by staff with
proper security.
4
25) System capable to allow regulation of pass, partial and/or fail codes to avoid
duplication of codes and fees.
26) System capable of allowing cancellation of pass, partial, and failed inspections
entered in error by staff with the proper security.
27) System capable oflocking inspection note screens once all inspections have
passed.
28) System requires supervisor override for any changes to a locked screen.
29) System capable of notifying inspection center when permit inspections are
complete.
4
4
4
3
3
a. System capable of identifying all outstanding/pending fees to be paid by
applicant/customer before C.O. can be issued.
3
30) System capable of generating a Power Notification Report to include multiple
inspection categories as follows;
3
a. T.U.G, temporary under ground
3
b. T-POLE, temporary electric pole
3
c. Overhead Electric
10 J
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
90
3
d. Service Change
3
e. Final Electric
3
f. C.O.
4
3
31) System capable to run Power Notification Report more than one time per day.
a. Capability to generate report based on electric power coverage area as
designated in GIS and linked to Permit.
3
b. Capability to send generated report to Power Company via email or fax.
3
32) System capable of automatically printing Certificates of Occupancy ready for
mailing to a designated printer once all requirements have been met.
3
33) System will allow authorized individual users to print C.O.'s on demand,
automatically printing duplicate certificate once the first has been printed.
3
a. The system has capability to record date, time, identity of requestor, and
whether C.O. duplicate is to be mailed, hand delivered, or faxed.
4
b. The system has capability to print original record copy with watermark
imprint.
34) The system has capability to allow internet search/inquiry activity as to the
status and/or result of an inspection permit record.
3
Available at glO .J
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
91
Building Department - Appeal Process
Building Functional Requirements
3
Board of Adjustments and Appeals Process
I) This process begins when an application for an exception/variation to code
requirement(s) is submitted. (Supporting documents must accompany the
application, the associated permit number, and an application fee).
3
2) Building Official, or appointed support staff, verifies the validity of the appeal
application provided.
3
3) System capable of assigning a case number and attaching to the associated
permit number(s).
3
a. System capable of automatically generating letter to applicant notifying of
hearing.
3
b. Based on staff input, system capable of generating agenda and
electronically transmitting to the appropriate staff and board members.
3
c. System capable of recording Public Hearing date, time and location and
also have ability to email copy of notification to be posted for public.
3
4) Upon the outcome of the Board of Adjustment and Appeals meeting, staff
documents the result(s) on the appropriate screen. (Upon denial, applicant has
the option of appealing to the appropriate authority.)
3
5) System capable of accepting information regarding the case and either
acceptance or denial of appeal.
3
6) System capable oftracking appeals from application to final decision.
3
7) System capable of performing queries from remote location(s).
.10,J
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
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3
8) System capable of providing an individual screen for Board of Adjustment &
Appeals cases. Registration case number, applicant name, request, and approval
or denial.
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live. lnclud~d 10 J
proposal pnce
Requires
customization.
Available at go
live. Included in
proposal price
93
V.3 Contractor's Licensing
Score Contractor License - Activities
Contractor License Functional Re uirements
4
3
Com etenc IRe istration Card Issuance and/or Renewal
I) Contractor submits an application form for a Competency card or registration
form for a Registration card. The application and/or registration forms must be
accom anied b documentation of a ro riate licensure;
a. State Contractors license, if a licable
b. Liability insurance
4
4
c. Workmen's Com or exem tion
2) Licensing Specialist verifies the validity of the licensing documentation
provided and determines the class code of the contractor based on the State
License number and any special notes on the State License.
3) System has capability of accepting and recording specific contractor
information in se arate fields which would include but not limited to:
a. contractors business name, qualifier name of business, address, office and
cell phone numbers, fax, email address, license number with expiration
date and liability and workmen's compensation details to include
insurance company name, address, phonc, policy start and expiration
dates.
b. System capable of tying to the permit application process for validation of
contractor licensure er user control table.
c. The system has capability to provide fields for contractor class code,
grandfather license, status of license, exam date and score, type of exam,
license number, occupational license number, license expiration date,
liability, Work Comp expiration date, exempt status.
4
4
3
4
d. System has the capability of generating reports for contractors that have
o en ermit (s) and/or re uired insurance or exem tions have ex ired.
e. System has the capability of blocking the issuance of a building permit
and/or inspection requests on permits where the contractor or sub-
contractors' license, insurance or exemptions have expired.
3
3
4) The renewal process begins with a query of the system for all contractors
whose Registration or Competency cards are valid for the fiscal year and have
had activity on their license within the prior two years. (Renewal requires
submission of updated licensing documentation.)
4 5) The system has capability of printing out a Registration/Competency renewal
card for contractors that are active as well as inactive, dormant, journeyman or
on hold as Ion as the are valid in the s stem.
4 a. The system has the capability to allow renewal cards to be mailed, faxed
or emailed b Microsoft Outlook to the contractor/a licant.
4 b. S stem has capability to include a hotograph of ualifier on license
10 J
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
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94
3
issued b Count .
c. System has capability to print out a Registration or Competency card.
4 6) System has the capability of allowing access via the County Internet Website
to Contractor Licensing information. (We have three local municipalities who
have inter-local a reements with the Count re ardin contractor licenses.
4 7) System has capability of researching contractor's licenses by remote wireless
access b field ersonnel.
4
4
3
3
3
3
4
4
3
Licensin Process
8) Upon determining the correct license class code equal to the work type to be
performed, the system has the capability to match license class codes with
ermit t es er user control tables.
9) The system must:
a. Have capability to display a list of the contractors currently licensed by
Collier Count Contractor Licensin ' Section.
b. Have capability to search by parameters such as the first few letters of a
contractor's name, contractor's license number, company name, phone
number etc.
10) Have capability of accepting online payments for Registration/Competency
cards.
a. Have the capability to generate a unique pass code/PIN number to be used
by contractor for all electronic transactions.
b. Have capability of generating a new unique pass code/PIN number at the
request of the applicant.
c. The old number is to be recorded into a database and not used again.
11) Have ca abilit to acce t a ments into cashierin module.
12) Have capability of Internet access to Contractor Licensing information on a
real time basis. (This is for public access as well as other local municipalities
with reci rocit to Collier Count via Interlocal a reement
13) Have capability of searching and displaying related complaint and/or
administrative action specific to a contractor license and/or qualifier. (Would
like this to be a button on main contractor screen)
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
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proposal price
Requires
customization.
Available at go
live. Included in
ro osal rice
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3
Administrative Com Iaint Procedure
I) Complainant submits a complaint via phone, email or website.
3
2) System has capability of starting a complaint based on contractors, State
license number, Qualifier name, and Collier County Registration or
Competency Card number and assigns a unique tracking (case) number.
3
a. System has capability to display all contractor information and any
administrative action.
3
b. System has capability of checking for current, active, investigations.
3
c. Allow multiple Administrative Complaints to be processed on same
contractor.
4
3) System has capability of user control pull down menus with common
complaints with capability of multiple selections, defined in user control
tables.
4) The s stem has ca abilit to track all information on a chronolo ical basis.
5) This rocess is re eated until one of the followin actions is taken:
a. Complaint is resolved.
4
3
3
b. Complaint is determined to be unfounded.
3
c. Licensing Compliance Officer issues Administrative Complaint (continue
with step 8).
3
6) The system would automatically generate a letter notifying the complainant of
the case status and close the case if complaint is resolved or unfounded.
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
pro osal price
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
pro osal price
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
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ro osal rice
96
-
3 7) System generates Notice of Hearing when Investigator enters violation data Requires .J. U
when a citation recipient is non-compliant and county staff refers to customization.
Contractors Licensing Board. Available at go
live. Included in
proposal price
3 8) Contractor Licensing Manager prepares legal case files, enters adequate Requires
information into system, and forwards case to Licensing Specialist for Trades customization.
Board File. Available at go
live. Included in
proposal price
3 9) System would assist the Contractor Licensing Manager and County Attorney Requires
by tracking the status and activity of the case from beginning to end. customization.
Information collected includes the following but not limited to: Available at go
live. Included in
proposal price
3 a. Related complaints Requires
customization.
Available at go
live. Included in
proposal price
3 b. Actions taken by County Requires
customization.
Available at go
live. Included in
proposal price
4 10) The system has capability of notifying appropriate persons/departments of
outcome of case.
3 a. System has capability to generate notification letter to include status of the Requires
case. customization.
Available at go
live. Included in
proposal price
3 b. System has capability to send notification letter via fax or email. Requires
customization.
Available at go
live. Included in
proposal price
;",;;; 11) Case is closed.
4 I a. System has capability to lock out ability to change record information
once case is closed.
4 12) The system has the capability of retrieving, displaying and/or printing the
following information by contractor name or license number:
3 a. Status of current complaints under investigation or litigation. Requires
customization.
Available at go
live. Included in
proposal price
3 b. Historical information on contractor including violations. Requires
customization.
Available at go
live. Included in
proposal price
\
)
97
4
3
3
3
3
3
3
3
3
13) System has capability to allow web access to CLB agenda and meeting
minutes.
Processin an UnlicensedlLicensed Contractor Citation
I) Complainant submits a complaint or citation recipient is caught contracting
and/or advertising without proper licensure.
2) System has capability of accepting and storing information related to
unlicensed activity and has the option to search for related unlicensed history
based on:
a. Unlicensed Contractor name
b. Trade name
c. Unlicensed Contractor address
d. Telephone number
e. Cell phone number
f. Drivers license number
g. Tag number
h. Address of complaint
l
j
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
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Requires
customization.
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customization.
Available at go
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pro osal price
98
3
3
3
1. Nature of complaint
J. Owner name, address and phone
k. System has capability of generating a field investigation card.
3)
a.
4 b.
4 c.
4 Board order.
4)
4 a.
3 b.
3
3
3
3
.
.
.
.
.
.
5) The system assigns a tracking number and Contractor Licensing Manager or
his designee investigates and researches the violation utilizing the system to
search for information related to the investigation. System keeps track of all
information on a chronological basis. This process is repeated until one ofthe
followin actions is taken:
a. Complaint determined to be unfounded.
b. Citation is determined to be unfounded.
c. The system would automatically generate a notification to the citation
reci ient and closes the case if citation is unfounded.
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
1
\.;
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
proposal price
Requires
customization.
Available at go
live. Included in
pro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
99
3 d. Contractor Licensing Manager enters violation data and citation is
automatically generated and mailed certified, return receipt.
4
6) Issued citations have 10 working days to respond after receipt of citation.
System needs to be able to flag outstanding citations after 10 days.
7) Violation is resolved:
a. Computer is capable of generating notification to citation recipient that
case is closed upon compliance.
3
4
4
b. The s stem is ca able of acce tin a ments for citations.
c. The system is capable of tracking multiple payments on anyone citation
reci ient.
8) Citation reci ient contests citation.
a. Computer is capable of scheduling hearing date and producing Notice of
Hearing to be sent to citation recipient. (User control override for resetting
hearing date with re-notification printed and recorded with proper
security)
3
3
9) Citation reci ient is non-com liant.
a. System generates unique case number and automatically places on Trades
Board Agenda.
3
Processin Citation A eaIs
1) Licensing Specialist prepares legal case file and system automatically
transmits case to Building Review & Permitting Secretary.
System assists the staff by tracking the status and activity ofthe case from
beginning to end. Information to be tracked includes, but is not limited to:
a. S stem is ca able ofacce tin di ital hotos, scanned documents etc...
b. Follow ups
3
c. Board hearings
3
d. Summary of dis ositions
\
f..)
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osaI
Requires
100
customization.l C
Available at go
live. Included in
proposal price
3 e. Subpoenas Requires
customization.
Available at go
live. Included in
proposal price
3 f. Related violations Requires
customization.
Available at go
live. Included in
proposal price
3 g. Deadlines, events Requires
customization.
Available at go
live. Included in
proposal price
3 3) The system is capable of notifying the Contractor Licensing Manager of any Requires
deadlines with ample advance notification. (E.g. court hearings, submission of customization.
documents, etc.) Available at go
live. Included in
proposal price
3 4) The system shall have a separate screen that shows active Contractor Requires
Licensing Board (CLB) cases with deadline dates highlighted in chronological customization.
order. Available at go
live. Included in
proposal price
3 a. Box to check off once addressed, continued, dismissed etc... Requires
customization.
Available at go
live. Included in
proposal price
3 b. Contractor Licensing Board dates. Requires
customization.
Available at go
live. Included in
proposal price
4 c. Submission of documents.
3 5) The system has capability of printing the Agenda and all related items for Requires
Contractors Licensing Board, once complete. customization.
Available at go
live. Included in
proposal price
3 a. Computer is capable of generating letters and envelopes to notify Requires
appropriate departments/agencies. customization.
Available at go
live. Included in
proposal price
.{;;;;; 6) Case is heard by CLB.
3 a. The system is capable of recording and tracking CLB actions including Requires
,
v
101
Order of Compliance, Order of Non Compliance, Order of Dismissal,
Order of Fine/Lien, uphold citation and dismiss fine, uphold citation and
increase fine, uphold citation.
3
3
3
3
3
3
3
3
all of the above automaticall
8) Provide a tracking system of all sent/received correspondence, type of
correspondence, status indicators, pertaining to a case.
9) Provide the ability to automatically populate the respondent information from
Mainframe.
10) Provide automatic historical data available by respondent.
II) Provide the ability to automatically print the Notice of Hearing (NOH) letter.
System shall automatically stamp the date the NOH form was printed/ sent.
The NOH shall be pre-dated "x" days in advance to allow for the overlap in
mailing from the office.
12) Provide the ability to allow for manual entry/override of the date the
letterlNOH were sent.
13) Allow the ability of retrieving, displaying and/or printing the upcoming court
dates, cases open/close/pending, attorney assigned and action taken.
14) Upon entry of respondent the system should have the ability of retrieving,
displaying and/or printing the following information but not limited to:
a. Current violations under appeal
b. Status of current appeal.
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
ro osal rice
Requires
customization.
Available at go
live. Included in
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Requires
customization.
Available at 0
]02
3 c. Historical violations or appeals
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103
VA Comprehensive Planning
Score Comprehensive Planning Department Application Process
3
3
3
4
3
4
4
4
3
4
3
Comprehensive Planning Functional Requirements:
The process begins when a customer makes an inquiry/proposal for a
potential Growth Management Plan Amendment (GMPA), Community
Development District (CDD), Stewardship Sending Areas (SSA) or Transfer
of Development Rights (TDR).
I) Stan' conducts a pre-application meeting with customer to review
application requirements and discuss feasibility of proposed request. (If
staff determines that the request is not feasible, they will recommend
that the applicant not continue with the application process, if proposal
is feasible submit application package)
a. Capability to allow applicant to request a pre-application meeting be
scheduled through a form filled out on the internet.
2) The process begins after the pre-application meeting has taken place and
the meeting results are captured into the system until the customer
submits the application.
a. System will have the capability of accepting a pre-application
meeting fee.
b. System will verify payment of required fees as applicable, prior to
closing out application.
c. System will have fields for accepting basic applicant information
d. Project shall be linked to Addressing Module by Parcel ID number
(folio)
3) Upon submission of an application, staff will enter request type and
parcel ID number (folio) and applicant information into the system:
a. System will have fields for basic information based on user control
table.
b. System will have capability of assigning an application number
and/or prefix, based on the type of request (Unique prefix for each
type of case would be useful).
c. System will have the capability to check and validate the property
addresses and ownership
d. System will have capability of a user-controlled check list to verify
application completeness with checkbox for required and provided
items along with note line.
e. System will have capability of tracking all fees, paid or unpaid.
f. System shall have the means to identify fast track and expedited
projects.
10 J
"
1';;
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
104
3
g. System will have capability of generating notification documents,
including list of surrounding property owners and map showing
parcels to be notified, based on information that will have to be
extracted from the GIS system, or, other means as determined by the
vendor.
4) 4) Staff evaluates the application. The process includes:
a. Thorough review of the application for completeness and accuracy
b. System will have capability of automatically generating letter to
applicant if application is incomplete, stating reasons for
incompleteness based on user controlled checklist with user ability to
edit. System shall be capable of allowing this letter to be e-mailed or
faxed.
c. System will have the capability of calculating all review fees based
on information entered into the system.
4
3
3
3
d. System will have the capability of applying pre-application fee credit
when applicable.
4
3
e. System has capability of accepting electronic submittals.
f. System will record the acceptance date of the complete application
package and the name of the staff member completing the review.
3
g. System will not allow project to go forward until all fees have been
paid and all defined criteria have been met, unless authorized by
supervisory level user security.
3
h. System will have capability of automatically generating letter to
applicant if application is complete, showing the assigned petition
number and requesting specific amount of copies required ofthe
applications for distribution to reviewing staff, including Planning
Commission and Board of County Commissioners.
5) System will automatically assign reviews based on application type.
3
3
a. System will generate distribution memo based on staff input
(agencies involved, necessary reviews and all conditions of
approval). Based on staff input, system will generate distribution
memo.
b. System will record an acceptance date.
c. System will record the date of distribution (date review begins) and
review departments.
4
3
3
d. System will have the capability of assigning a due date based on
standard guidelines determined by County management and/or as
mandated by State of Florida.
10 J
f
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Requires customization.
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Requires customization.
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Requires customization.
Available at go live.
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pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
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Requires customization.
Available at go live.
Included in proposal
pnce
105
10 J '.,
4 e. System will have the capability of assigning exclusive due dates
when projects are identified as fast track or expedited.
4 f. System will have capability of capturing all reviews performed by
various Departments and their findings, including a holder for
comments.
4 g. System will have capability of attaching various documents, be it
Word, Excel, Scanned PDF Documents for specific individual
applications.
6) Planner conducts analysis of requested comprehensive planning
application and prepares staff report from system generated form
document populating applicant information and comments submitted
from other agencies as applicable.
3 a. System has the capability of generating stafJ report forms and any Requires customization.
other identified forms associated with application type, allowing user Available at go live.
capability of adding/revising information as needed. Included in proposal
pnce
3 b. System will have the capability of time tracking employee's review Requires customization.
times for each application. Available at go live.
Included in proposal
pnce
4 c. System shall allow review comments to be entered based on defined
security.
4 d. System shall have the capability of retaining review comments and
review dates for multiple submittals (re-submittals).
3 e. System should have the capability of creating letters and documents Requires customization.
in Word format, including spell check and standard formatting tools. Available at go live.
Included in proposal
pnce
4 f. System should have the capability of allowing letters and documents
to be e-mailed and/or faxed.
3 g. System should allow e-mailed documents from applicant to be added Requires customization.
or attached without having to be scanned. Available at go live.
Included in proposal
pnce
3 h. System should automatically generate reminder e-mails to late Requires customization.
review departments with the ability to override individual Available at go live.
departments as needed, controlled by user security. Included in proposal
pnce
7) Hearing dates are scheduled for the Planning Commission and/or Board
of County Commissioners as required public hearings for proposed
application petitions.
3 a. System is capable of producing legal advertisement from form Requires customization.
document with user-controlled drop down menu for user controlled Available at go live.
specified language. Included in proposal
pnce
3 b. System is capable oflogging legal advertisement dates and Requires customization.
advertising costs. Available at go live.
Included in proposal
pnce
3 c. System is capable of recording submission of affidavit of compliance Requires customization.
regarding public notice requirements. Available at go live.
Included in proposal
106
3
d. System is capable of recording change to advertising and hearing
dates due to continuation of hearings.
3
8) System will have capability of populating a predetermined form with
application information so that it can be easily used as an attachment to,
or be copied into, a County Commission agenda item and contain all
pertinent information.
9) System has flexibility to allow and record the following:
3
a. Amendment of application (change of request, etc)
3
b. Continuance of application
4
3
c. Withdrawal of application
d. Review results from Department of Community Affairs when issued
an Objections, Recommendation, and Comments Report (ORe) for
Transmittal or a Notation of their Notice of Intent for Adoption for
BCC approved Amendments when applicable.
10) Public hearing on planning applications.
a. System will insert CCPC recommended motion for petition into a
predetermined form that can be easily used as an attachment to, or be
copied into, a County Commission agenda item and contain all
pertinent information.
b. System has capability of generating letter of recommendation from
system generated form document based on staff input.. (CCPC
stage)
3
3
3
c. System has capability of generating letter of final public hearing
action from system generated form document based on staff input.
(BCC stage)
3
d. System has capability of generating continuance letter.
3
e. System has capability of generating withdrawal letter.
4
3
II) System must have the capability of storing and retrieving data.
12) System must have capability of generating various standard reports
based on defined criteria.
4 13) System to have flexibility to allow multiple different types of
applications.
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Requires customization.
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Requires customization.
Available at go live.
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pnce
107
3
3
3
3
14) Staff conducts process of AUIR annually and EAR based amendments
every (7) years.
a. System will have capability of logging the various meetings with
various Departments who determine Levels of Service for Category
A & B Facilities for AUIR, or logging various meetings with various
Departments for EAR-based amendments to the Growth
Management Plan.
b. System will have capability to log WorkshopslHearing dates for
CCPC and BCC.
c. System will have capability to log assigned advertisement/public
notice dates for AU1R and/or EAR.
d. System will have capability to accommodate the AUIR & EAR
process which begins on specifically scheduled time frames of
annual and/or (7) years.
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10 J
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Requires customization.
Available at go live.
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Available at go live.
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108
V.S Zoning and Land Development Review
Score Zoning Application Process - Zoning Permits
3
Zoning Functional Requirements
This process begins when a customer makes application for a temporary use
permit, tree removal permit, zoning certificate or any other Zoning
Department process that may require an approved permit or certificate.
1 ) Upon submission of an application, staff will enter request type and
parcel ID number (folio) and applicant information into the system:
a. System will have fields for basic information based on user control
table.
4 b. System will have capability of assigning an application prefix and
number (application number) based on the type of request. (Unique
prefix for each type of application).
4 c. System will have capability to check and validate the property
address and ownership.
3 d. System will have capability of a user-controlled checklist to verify
application completeness with checkbox for required and provided
items along with note line.
4 e. System will have capability of calculating all review fees based on
information entered into the system
3 f. System will have capability of automatically generating letter to
applicant if application is incomplete, stating reasons for
incompleteness based on user controlled checklist with user ability to
edit.
3 g. System will not allow project to go forward until all fees have been
paid and all defined criteria have been met
3
3
3
3
3
2) 2) Staff evaluates the application. The process includes:
a. Thorough review ofthe application for completeness and accuracy.
b. System has capability of accepting electronic submittals
c. System will record the acceptance date of the complete application
package and the name of the staff member completing the review
d. System will have the capability of assigning a due date based on
standard guidelines determined by county management
e. System will have the capability of generating an insufficiency letter
based on reviewers comments
l.n "
~ .
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
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Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
109
In~luded in propofO i
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pnce
3) Planner conducts site visit if necessary to confirm site information and
validate proposed use
4 a. System allows user to add site visit/inspection as a review, if
necessary
4 b. System will allow input of date and results of site visit (inspection)
3 c. System will have the capability of time tracking employee's review Requires customization.
and inspection times for each application submittal Available at go live.
Included in proposal
pnce
4 d. System shall allow review comments to be entered by only the user
assigned to conduct the review
4 e. System shall have the capability of retaining review comments and
review dates for multiple submittals (re-submittals)
3 4) System will have capability of populating a predetermined form (permit) Requires customization.
with application information Available at go live.
Included in proposal
pnce
4 a. System has capability of generating expiration date of permit
5) System has flexibility of allowing:
3 a. Renewal of application (amendment prior to expiration) Requires customization.
Available at go live.
Included in proposal
pnce
3 b. Withdrawal of application Requires customization.
Available at go live.
Included in proposal
pnce
4 c. Refund of application fees, if applicable
4 6) System must have the capability of storing and retrieving data
3 7) System must have capability of generating various standard reports Requires customization.
based on defined criteria Available at go live.
Included in proposal
pnce
Score Zoning Application Process - Land Use Petitions
3
Zoning Functional Requirements
This process begins when a customer makes an inquiry on the potential to
rezone property, obtain a variance, conditional use, parking exemption or
other application requiring public hearing.
I) Staff conducts a pre-application meeting with customer to review
application requirements and discuss feasibility of proposed requests. If
staff determines that the request is not feasible, they will recommend
that the applicant not continue with the process.
a. Capability to allow applicant to request a pre-application meeting be
scheduled through a form filled out on the internet
Requires customization.
Available at go live.
Included in proposal
pnce
2) The process begins after the pre-application meeting has taken place and
the meeting results are captured into the system until the customer
submits the application.
] 10
3
a. System will have the capability of accepting a pre-application
meeting fee.
3
b. System will have fields for accepting basic applicant information
4
c. Project shall be linked to Addressing Module by parcel ID number
(folio)
3) Upon submission ofan application, staff will enter request type and
parcel ID number (folio) and applicant information into the system:
a. System will have fields for basic information based on user control
table.
3
4
b. System will have capability of assigning an application prefix and
number (application number) based on the type of request. (Unique
prefix for each type of application).
c. System will have capability to check and validate the property
address and ownership and verify property ID (folio) number.
3
3
d. System will have capability of a user-controlled checklist to verify
application completeness with checkbox for required and provided
items along with note line.
4
3
e. System will have capability of tracking all fees.
f. System shall have the means to identify fast track and expedited
projects
4
4
4) Staff evaluates the application. The process includes:
a. Thorough review of the application for completeness and accuracy.
b. System will have capability of automatically generating letter to
applicant if application is incomplete, stating reasons for
incompleteness based on user controlled checklist with user ability to
edit. System shall be capable of allowing this letter to be e-mailed or
faxed.
c. System will have the capability of calculating all review fees based
on information entered into the system
d. System will have the capability of applying pre-application fee credit
when applicable
4
3
4
4
e. System has capability of accepting electronic submittals.
f. System will record the acceptance date ofthe complete application
package and the name of the staff member completing the review
g. System will not allow project to go forward until all fees have been
paid and all defined criteria have been met
3
...
Requires cust~Qti.pl
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
III
pnce 10
5) System will automatically assign reviews based on application type
3 a. System will generate distribution memo based on staff input Requires customization.
(agencies involved, necessary reviews and all conditions of Available at go live.
approval). Based on staff input, system will generate distribution Included in proposal
memo. pnce
4 b. System will record an acceptance date
4 c. System will record the date of distribution (date review begins) and
review departments
4 d. System will have the capability of assigning a due date based on
standard guidelines determined by county management
4 e. System will have the capability of assigning exclusive due dates
when projects are identified as fast track or expedited.
6) Planner conducts analysis ofrequested zoning application and prepares
staff report from system generated form document populating applicant
information and comments submitted from other agencies.
3 a. System has the capability of generating staff report forms and any Requires customization.
other identified forms associated with application type, allowing user Available at go live.
capability of adding/revising information as needed. Included in proposal
pnce
3 b. System will have the capability of time tracking of employee's Requires customization.
review times for each application Available at go live.
Included in proposal
pnce
4 c. System shall allow review comments to be entered based on defined
security
4 d. System shall have the capability of retaining review comments and
review dates for multiple submittals (re-submittals)
3 e. System should have the capability of creating letters and documents Requires customization.
in Word format, including spell check and standard formatting tools. Available at go live.
Included in proposal
pnce
3 f. System should have the capability of allowing letters and documents Requires customization.
to be e-mailed and/or faxed. Available at go live.
Included in proposal
pnce
4 g. System should allow e-mailed documents from applicant to be added
or attached without having to be scanned.
3 h. System should automatically generate reminder e-mails to late review Requires customization.
departments with the ability to override individual departments as Available at go live.
needed Included in proposal
pnce
3 7) System is capable of producing legal advertisement from form document Requires customization.
with user-controlled drop down menu for user controlled specified Available at go live.
language. Included in proposal
pnce
3 a. System has capability of recording submission of affidavit of Requires customization.
compliance regarding public notice. Available at go live.
Included in proposal
price
3 b. Staff will prepare public hearing signs and provide signs and system Requires customization.
will have capability of generating notification documents, including Available at go live.
112
3
list of surrounding property owners and map showing parcels to be
notified, based on information that will have to be extracted from the
GIS system, or, other means as determined by the vendor.
8) System will have capability of populating a predetermined form with
application information so that it can be easily used as an attachment to,
or be copied into, a County Commission agenda item and contain all
pertinent information.
9) System has flexibility of allowing:
a. Amendment of application (change of request, etc.)
b. Continuance of application
c. Withdrawal of application
10) Public hearing on zoning application by Collier County Planning
Commission. Following the CCPC action on a zoning application:
a. System will insert CCPC recommended motion for land use petitions
into a predetermined form that can be easily used as an attachment to,
or be copied into, a County Commission agenda item and contain all
pertinent information.
b. System has capability of generating letter of recommendation from
system generated form document based on stafJ input.
4
4
4
3
3
3
c. System has capability of generating continuance letter.
3
d. System has capability of generating withdrawal letter.
3
11) County Commission public hearing. Commission approves, approves
with conditions or denies.
a. System has capability of generating letter of final public hearing
action from system generated form document based on staff input.
3
b. System has capability of generating continuance letter.
3
c. System has capability of generating withdrawal letter.
4
3
12) System must have the capability of storing and retrieving data
13) System must have capability of generating various standard reports
based on defined criteria
Score Zoning & Engineering Application Process - Site Development Plan
Applications
Zoning & Engineering Functional Requirements
Included in protQ J
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
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Requires customization.
Available at go live.
Included in proposal
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Requires customization.
Available at go live.
Included in proposal
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113
3
This process begins when a customer requests a pre-application meeting as a
prerequisite to the Site Development Plan process.
I) Staff conducts a pre-application meeting with customer to review
application requirements and discuss feasibility of proposed requests. If
staff determines that the request is not feasible, they will recommend
that the applicant not continue with the process.
a. Capability for accepting web generated form for applicant to request
a pre-application meeting be scheduled
3
3
b. Capability of accepting web generated pre-application form for
review and discussion with potential applicant with user controlled
recipient list.
3
2) This process begins after the pre-application meeting has taken place and
the meeting results are captured into the system until the customer
submits the application.
a. System will have the capability of accepting a pre-application
meeting fee.
4
4
b. System will have fields for accepting basic applicant information
c. Project shall be linked to Addressing Module by parcel ID number
(folio)
3) Upon submission of an application, staff will enter request type and
parcel ID number (folio) and applicant information into the system:
a. System will have fields for basic information based on user control
table.
3
4
b. System will have capability of assigning an application prefix and
number (application number) based on the type of request. (Unique
prefix for each type of application).
c. System will have capability to check and validate the property
address and ownership.
d. System will have capability of a user-controlled checklist to verify
application completeness with checkbox for required and provided
items along with note line.
4
3
4
4
e. System will have capability of tracking all fees.
f. System shall have the means to identify fast track and expedited
projects
4) Staff evaluates the application. The process includes:
a. Thorough review of the application for completeness and accuracy.
b. System will have capability of automatically generating letter to
applicant if application is incomplete, stating reasons for
incompleteness based on user controlled checklist with user ability to
edit and also have the capability of e-mailing or faxing the letter.
c. System will have the capability of calculating all review fees based
on information entered into the system
4
3
3
10 J
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
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Requires customization.
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Requires customization.
Available at go live.
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Available at go live.
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114
3
d. System will have the capability of applying pre-application fee credit
when applicable
3
e. At the conclusion of data entry, the system must generate a pay slip
with all applicable review fees
3
f. System has capability of accepting electronic submittals.
3
g. System will record the acceptance date ofthe complete application
package and the name of the staff member completing the review
3
h. System will not allow project to go forward until all fees have been
paid and all defined criteria have been met
3
1. System will prevent the intake of an application when certain special
conditions exist (pending approval ofPUD, etc.)
3
5) System will automatically assign reviews based on application type
a. System will generate distribution memo based on staff input
(agencies involved, necessary reviews and all conditions of
approval). Based on staff input, system will generate distribution
memo.
b. System will record an acceptance date
c. System will record the date of distribution (date review begins) and
review department.
d. System will have the capability of assigning a due date based on
standard guidelines determined by county management
e. System will have the capability of assigning exclusive due dates
when projects are identified as fast track or expedited.
4
4
4
3
3
6) Reviewers conduct review of requested SDP application and prepares
response
a. System has the capability of generating reminder task, electronic
notification to reviewers, etc.
4
b. System will allow review comments, notes, updates by authorized
departments and agencies
c. System will have the capability of time tracking employee's review
times for each application submittal.
3
4 d. System shall allow review comments to be entered based on user
defined security.
Requires cu~~n.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
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pnce
Requires customization.
Available at go live.
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4
e. System shall have the capability of retaining review comments and
review dates for multiple submittals (re-submittals)
f. System has the capability of searching project data by project
number, property ID number, project name, partial name, applicant
name, owner name.
g. System should automatically generate reminder e-mails to late review
department with the ability to override individual departments as
needed.
4
3
3
h. System should have the capability of creating various letters and
documents in Word format, including spell check and standard
formatting tools.
3
7) At the conclusion of all approved reviews the system must be capable of
generating final documents.
a. System has capability generating a pre-approval letter
3
b. System must be capable of calculating impact fees and generating a
pay slip
3
c. When required impact fees have been paid, system must generate an
approval letter showing any conditions of approval
3
d. System has the capability of tracking a Certificate # (COA #) through
all subsequent building permits for the project, with capability of
reporting number of building permits applied for, or issued, for each
COA#.
e. System has the capability of maintaining account of impact fees paid,
as well as maintaining the account balance as payments are applied to
subsequent building permits.
3
4
8) System must have the capability of retrieving and displaying GIS -
Arch View map layers such as but not limited to, Zoning maps, FEMA
maps, aerial photographs, topographic surveys and linking them to the
project applications
9) Preliminary and Final inspection areas
a. System has capability to record inspection results and add any special
conditions or comments for preliminary and final inspections related to
the subdivision project
3
4
4
b. System has capability to record required re-inspection fees.
c. System has capability to track Performance Guarantee Bonds to include
expiration date and ability to generate appropriate response letter to
applicant regarding the status.
10) System must have the capability of storing and retrieving data
11) System must have capability of generating various standard reports
based on defined criteria
4
3
10 J
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
pnce
Requires customization.
Available at go live.
Included in proposal
price.
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
Available at go live.
Included in proposal
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117
V.6 Environmental
Score Environmental Application Process - Environmental Permits
3
4
4
3
3
3
3
4
4
4
4
3
Environmental Functional Requirements
This process begins when a customer makes application for an agricultural
clearing, vegetation removal, and coastal construction setback line,
construction in sea turtle nesting area, vehicle on the beach, annual beach
event or any other Environmental Department process that may require a
permit.
I) Upon submission of an application, staff will enter request type and
parcel ID number (folio) and applicant information into the system:
a. System will have fields for basic information based on user control
table.
b. System will have capability of assigning an application prefix and
number (application number) based on the type of request. (Unique
prefix for each type of application).
c. System will have capability to check and validate the property
address and ownership.
d. System will have capability of a user-controlled checklist to verify
application completeness with checkbox for required and provided
items along with note line.
e. System will have capability of calculating all review fees based on
information entered into the system
f. System will have capability of automatically generating letter to
applicant if application is incomplete, stating reasons for
incompleteness based on user controlled checklist with user ability
to edit.
g. System will not allow project to go forward until all fees have been
paid and all defined criteria have been met
2) Staff evaluates the application. The process includes:
a. Thorough review of the application for completeness and accuracy.
b. System has capability of accepting electronic submittals
c. System will record the acceptance date of the complete application
package and the name of the staff member completing the review
d. System will have the capability of assigning a due date based on
standard guidelines determined by county management
e. System will have the capability of generating an insutliciency letter
based on reviewers comments
3) Specialist conducts site visit if necessary to confirm site information
and validate proposed use
4 a. System allows user to add site visit/inspection as a review, if
necessary
10".
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
Available at go live.
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pnce.
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pnce.
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pnce.
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4
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3
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3
b. System will allow input of date and results of site visit (inspection)
c. System will have the capability of time tracking employee's review
and inspection times for each application submittal
d. System shall allow review comments to be entered by only the user
assigned to conduct the review
e. System shall have the capability of retaining review comments and
review dates for multiple submittals (re-submittals)
4) System will have capability of populating a predetermined form
(permit) with application information
a. System has capability of generating expiration date of permit
5) System has flexibility of allowing:
a. Renewal of application (amendment prior to expiration)
b. Withdrawal of application
c. Refund of application fees, if applicable
6) System must have the capability of storing and retrieving data
7) System must have capability of generating various standard reports
based on defined criteria
Score Environmental Application Process - Environmental Petitions
3
4
3
Environmental Functional Requirements
This process begins when a customer is required to submit and obtain
County approval for an environmental impact statement, coastal
construction setback variance, certain special treatment permits or any
other Environmental Department process requiring public hearing.
I) The process begins when the customer submits the application.
2) Upon submission of an application, staff will enter request type and
parcel ID number (folio) and applicant information into the system:
a. System will have fields for basic information based on user control
table.
b. System will have capability of assigning an application prefix and
number (application number) based on the type of request. (Unique
prefix for each type of application).
c. System will have capability to check and validate the property
address and ownership and verify property ID (folio) number.
Requires custlOtiJ.
Available at go live.
Included in proposal
pnce.
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
Available at go live.
Included in proposal
pnce.
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pnce.
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Available at go live.
119
3
d. System will have capability of a user-controlled checklist to verify
application completeness with checkbox for required and provided
items along with note line.
3
e. System will have capability of tracking all fees.
3
f. System shall have the means to identify fast track and expedited
projects
4
3
3) Staff evaluates the application. The process includes:
a. Thorough review of the application for completeness and accuracy.
b. System will have capability of automatically generating letter to
applicant if application is incomplete, stating reasons for
incompleteness based on user controlled checklist with user ability
to edit. System shall be capable of allowing this letter to be e-
mailed or faxed.
c. System will have the capability of calculating all review fees based
on information entered into the system
3
4
3
d. System has capability of accepting electronic submittals.
e. System will record the acceptance date of the complete application
package and the name of the stafJ member completing the review
3
f. System will not allow project to go forward until all fees have been
paid and all defined criteria have been met
4
3
4) System will automatically assign reviews based on application type
a. System will generate distribution memo based on staff input
(agencies involved, necessary reviews and all conditions of
approval). Based on staff input, system will generate distribution
memo.
b. System will record an acceptance date
c. System will record the date of distribution (date review begins) and
review departments
d. System will have the capability of assigning a due date based on
standard guidelines determined by county management
e. System will have the capability of assigning exclusive due dates
whcn projects are identified as fast track or expedited.
5) Specialist conducts analysis of requested environmental application
and prepares staff report from system generated form document
populating applicant information and comments submitted from other
agencies.
a. System has the capability of generating staff report forms and any
other identified forms associated with application type, allowing
4
4
4
4
3
In~luded in pi~alJ
pnce.
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
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Included in proposal
pnce.
Requires customization.
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pnce.
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Included in proposal
pnce.
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pnce.
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pnce.
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120
user capability of adding/revising information as needed. In~luded in propollO 1
...)
pnce.
4 b. System will have the capability of time tracking of employee's
review times for each application
4 c. System shall allow review comments to be entered based on
defined security
4 d. System shall have the capability of retaining review comments and
review dates for multiple submittals (re-submittals)
3 e. System should have the capability of creating letters and documents Requires customization.
in Word format, including spell check and standard formatting Available at go live.
tools. Included in proposal
pnce.
4 f. System should have the capability of allowing letters and
documents to be e-mailed and/or faxed.
4 g. System should allow e-mailed documents from applicant to be
added or attached without having to be scanned.
3 h. System should automatically generate reminder e-mails to late Requires customization.
review departments with the ability to override individual Available at go live.
departments as needed Included in proposal
pnce.
3 6) System is capable of producing legal advertisement from form Requires customization.
document with user-controlled drop down menu for user controlled Available at go live.
specified language. Included in proposal
pnce.
3 a. System has capability of recording submission of affidavit of Requires customization.
compliance regarding public notice. Available at go live.
Included in proposal
pnce.
4
b. Staff will prepare public hearing signs and provide signs and
system will have capability of generating notification documents,
including list of surrounding property owners and map showing
parcels to be notified, based on information that will have to be
extracted from the GIS system, or, other means as determined by
the vendor.
7) System will have capability of populating a predetermined form with
application information so that it can be easily used as an attachment
to, or be copied into, a County Commission agenda item and contain
all pertinent information.
8) System has flexibility of allowing:
a. Amendment of application (change of request, etc.)
3
3
3
b. Continuance of application
3
c. Withdrawal of application
9) Public hearing on environmental application by Environmental
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
Available at go live.
Included in proposal
pnce.
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Available at go live.
Included in proposal
pnce.
121
3
3
3
3
3
3
3
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3
Advisory Council and/or Collier County Planning Commission.
Following the EAC and/or CCPC action on an environmental
application:
a. System has capability to insert EAC and/or CCPC recommended
motion for environmental petitions into a predetermined form that
can be easily used as an attachment to, or be copied into, a County
Commission agenda item and contain all pertinent information as
needed.
b. System has capability of generating letter of recommendation from
system generated form document based on staff input.
c. System has capability of generating continuance letter.
d. System has capability of generating withdrawal letter.
10) County Commission public hearing. Commission approves, approves
with conditions or denies.
a. System has capability of generating letter of final public hearing
action from system generated form document based on staff input.
b. System has capability of generating continuance letter.
c. System has capability of generating withdrawal letter.
11) System must have the capability of storing and retrieving data.
12) System must have capability of generating various standard reports
based on defined criteria
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lOJ
Requires customization.
Available at go live.
Included in proposal
pnce.
Requires customization.
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Included in proposal
pnce.
Requires customization.
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pnce.
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122
V.7 Engineering
Score Engineering Application Process - Engineering Permits
Engineering Functional Requirements
This process begins when a customer makes application for a blasting,
excavation, vegetation removal and site till or early work order, or any
other Engineering Dept. process that may require an approved permit or
an approval process.
1) Upon submission of an application, stafTwill enter request type and
parcel ID number (folio) and applicant information into the system:
3 a. System will have fields for basic information based on user
control table.
4 b. System will have capability of assigning an application prefix
and number (application number) based on the type of request.
(Unique prefix for each type of application).
4 c. System will have capability to check and validate the property
address and ownership.
4 d. System will have capability to link all applications related to
same parcel/project.
3 e. System will have capability of a user-controlled checklist to
verify application completeness with checkbox for required and
provided items along with note line.
3 f. System will have capability of calculating all review fees based
on information entered into the system
3 g. System will have capability of automatically generating letter to
applicant if application is incomplete, stating reasons for
incompleteness based on user controlled checklist with user
ability to edit.
3 h. System will not allow project to go forward until all fees have
been paid and all defined criteria have been met
2) Staff evaluates the application. The process includes:
3 a. Thorough review of the application for completeness and
accuracy.
4 b. System has capability of accepting electronic submittals
4 c. System will record the acceptance date of the complete
application package and the name of the staff member
completing the review
4 d. System will have the capability of assigning a due date based on
standard guidelines determined by county management
3 e. System will have the capability of generating an insufficiency
letter based on reviewers comments
3) System will automatically assign reviews based on application type.
4 a. System will generate distribution memo based on staff input
(agencies involved, necessary reviews and all conditions of
approval).
3 b. System will have capability for electronic notification for review
10 J
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
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Requires customization.
Available at go live.
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123
departments and reminder task function.
4
4
4
c. System will record an acceptance date.
d. System will record distribution date
e. System will have the capability of assigning a due date based on
standard guidelines determined by County management.
f. System will have the capability of assigning exclusive due dates
when projects are identitied as fast track or expedited.
3
3
g. System will have capability of capturing all reviews performed
by various Departments and their findings, including a holder for
comments.
h. System will have capability of attaching various documents, be it
Word, Excel, Scanned PDF documents or digital photos for
specific individual applications.
4) Staff conducts review of application package
a. System shall allow review comments to be entered by only the
user/department assigned to conduct the review
4
3
3
b. System shall have the capability of retaining review comments
and review dates for multiple submittals (re-submittals)
3
c. System shall automatically track the number of comments that
are new and/or repeated on subsequent reviews and not
addressed by applicant.
d. System shall accommodate a review checklist format to allow
efficient reviews.
3
2
e. System shall have the capability of creating letters and
documents in Word format, including spell check and standard
formatting tools.
5) System will have capability of populating a predetermined form
(permit) with application information
3
3
a. System has capability of generating expiration date of permit
3
b. System has capability to generate inspections as required with
ability to add comments/notes if necessary.
3
6) System has flexibility of allowing:
a. Renewal of application (amendment prior to expiration)
3
b. Withdrawal of application
4
4
3
c. Refund of application fees, if applicable
7) System must have the capability of storing and retrieving data
8) System must have capability of generating various standard reports
based on defined criteria
Available at go live.1 n ,
Included in proposarlr>~e.V
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
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Included in proposal price.
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Requires customization.
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Included in proposal price.
Requires customization.
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Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
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Score Engineering Application Process - Subdivision Petitions
En ineerin Functional Re uirements
This process begins when a customer makes an inquiry on the potential to
subdivide and/or re- lat ro ert
12) Staff conducts a pre-application meeting with customer to review
application requirements and discuss feasibility of proposed requests.
If staff determines that the request is not feasible, they will recommend
that the a licant not continue with the rocess.
a. Capability to allow applicant to request a pre-application meeting be
scheduled throu h a form filled out on the internet
13) The process begins after the pre-application meeting has taken place
and the meeting results are captured into the system until the customer
submits the a lication.
a. System will have the capability of accepting a pre-application
meeting fee.
3
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3
b. S stem will have fields for acce tin basic a licant information
c. Project shall be linked to Addressing Module by parcel ID number
(folio)
14) Upon submission of an application, staff will enter request type and
arcel ID number (folio) and a licant information into the s stem:
a. System will have fields for basic information based on user control
table.
b. System will have capability of assigning an application prefix and
number (application number) based on the type of request. (Unique
refix for each t e of a lication).
c. System will have capability to check and validate the property
address and ownershi and verif ro ert ID (folio) number.
d. System will have capability of a user-controlled checklist to verify
application completeness with checkbox for required and provided
items alon with note line.
e. S stem will have ca abilit of trackin all fees.
f. System shall have the means to identify fast track and expedited
projects
15 StafI evaluates the a lication. The rocess includes:
a. Thorou h review of the a lication for com leteness and accurac
b. System will have capability of automatically generating letter to
applicant if application is incomplete, stating reasons for
incompleteness based on user controlled checklist with user ability to
edit. System shall be capable of allowing this letter to be e-mailed or
faxed.
c. System will have the capability of calculating all review fees based
on information entered into the system in accordance with adopted Fee
Resolution.
10 J
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Requires customization.
Available at go live.
Included in ro osal rice
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Available at go live.
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Included in proposal price.
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Included in ro osal
125
3
d. System will have the capability of applying pre-application fee
credit when applicable
4
4
e. S stem has ca abilit of acce tin electronic submittals.
f. System will record the acceptance date of the complete application
acka e and the name of the staff member com letin the review
g. System will not allow project to go forward until all fees have been
paid and all defined criteria have been met
16) S stem will automaticall assi n reviews based on a lication t e
a. System will generate distribution memo based on staff input
(agencies involved, necessary reviews and all conditions of approval).
Based on staff in ut, s stem will enerate distribution memo.
b. S stem will record an acce tance date
c. System will record the date of distribution (date review begins) and
review de artments
d. System will have the capability of assigning a due date based on
standard guidelines determined by county management
4
4
4
4
3
3
e. System will have the capability of assigning exclusive due dates
when projects are identified as fast track or expedited.
4
17) Engineer conducts analysis of proposed subdivision plat application
and prepares administrative approval for reviews and executive
summary for BCC hearing from system generated form document
populating applicant information and comments submitted from other
a enCles.
a. System has the capability of generating staff report forms and any
other identified forms associated with application type, allowing user
ca ability of addin /revisin information as needed.
b. System will have the capability of time tracking of employee's
review times for each application
3
3
c. System shall allow review comments to be entered based on defined
security
4
d. System shall have the capability of retaining review comments and
review dates for multi Ie submittals (re-submittals
e. System should have the capability of creating letters and documents
in Word format, includin s ell check and standard formattin tools.
f. System should have the capability of allowing letters and documents
to be e-mailed and/or faxed.
g. System should allow e-mailed documents from applicant to be added
or attached without havin to be scanned.
h. System should automatically generate reminder e-mails to late
review departments with the ability to override individual departments
as needed
18) At the conclusion of all approved reviews the system must be capable
of eneratin final documents.
a. System has capability generating a pre-approval letter
2
4
4
3
3
4 b. S stem must be ca able of calculatin 1m
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126
3
a sli
c. When required impact fees have been paid, system must generate an
approval letter showing any conditions of approval
3
d. System has the capability of tracking a Certificate # (COA #)
through all subsequent building permits for the project, with capability
of reporting number of building permits applied for, or issued, for each
COA
e. System has the capability of maintaining account of impact fees paid,
as well as maintaining the account balance as payments are applied to
subse uent buildin ermits.
19) System will have capability of populating a predetermined form with
application information so that it can be easily used as an attachment
to, or be copied into, a County Commission agenda item and contain
all pertinent information.
20 S stem has flexibilit of allowin :
a. Amendment of application (change of request, etc.)
4
3
3
b. Continuance of application
3
c. Withdrawal of application
21) Public hearing on subdivision plat. Commission approves, approves
with conditions or denies.
a. System has capability of generating letter of final public hearing
action from system generated form document based on staff input.
3
3
b. System has capability of generating continuance letter.
3
c. System has capability of generating withdrawal letter.
4
22) Prelimin and Final ins ection areas
a. System has capability to record inspection results and add any special
conditions or comments for preliminary and final inspections related to
the subdivision ro'ect
b. System has capability to record required re-inspection fees.
3
3
c. System has capability to track Performance Guarantee Bonds to
include expiration date and ability to generate appropriate response
letter to a licant re ardin the status.
23 S stem must have the ca abilit of storin and retrievin data
24) System must have capability of generating various standard reports
based on defined criteria
4
3
Requires customization.
Available at go live.
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Available at go live.
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Available at go live.
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Available at go live.
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Requires customization.
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Included in ro osal rice.
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Available at go live.
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Included in ro osal rice.
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Available at go live.
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127
V.8 PUD Monitoring
PUD Monitoring Process
Enter PUD into master List, announce rezone ofPUD and change zoning
maps
The following requirements are for the ongoing monitoring of Planned
Unit Developments to insure stipulations specified in the approval process
are met.
3 1) System should automatically notify monitoring group when a new
PUD is approved, or when a PUD Amendment is approved.
3 2) The system should produce a blank monitoring report for each new or
amended PUD, alert monitoring group that specific commitments can
be loaded onto it.
3 3) System should link PUD name to project number subdivisions and all
permits need to be linked to the PUD name. It should also track PUD
name changes.
3 4) System should automatically maintain a PUD Master list (see
attachment #3) that can be posted on the website.
3 5) System should produce notification letters to all owners within the
PUD 60 days prior to the due date of the Annual Monitoring Report
(anniversary of the date the PUD was approved). Owner information is
available in GIS/Appraiser's records
3 6) When no submittal is received from an owner, the system should
generate a certified mailing five days after the due date of the Annual
Monitoring Report, which includes a Code Enforcement date that
occurs after 23 days.
3 7) If submittal is not received from the owner before the Code
Enforcement date, the system should automatically send the PUD
owner to the Code Enforcement Department for action and flag the
file.
3 8) When Monitoring Reports are received and entered into the system, a
checklist is needed to check for sufficiency
3 9) Insufficiency is found (missing items), the system should generate a
letter to the owner requesting the missing information.
3
10) If information is not submitted within 30 days, system should generate
a certified letter to the owner that includes a Code Enforcement date
after 23 days.
11) If, after 23 days, the missing information has not been received, the
system should send the owner to the Code Enforcement Department
for action.
12) The system should also track traffic count information separately
(which option was chosen, if count has been submitted, payment-in-
lieu has been received, or a waiver has been granted). It should also
generate reports based on outstanding/overdue counts.
13) System should maintain a list of Reviewers from various departments
and allow the operator to select which reviewers to send the completed
report to for review.
3
3
3
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3
14) Reviewers have 23 days to complete reviews for each PUD. System
should be able to record distribution and completion of Annual
Monitoring Report reviews.
15) When all selected reviews are complete, the system should notify the
PUD Commitment Coordinator that a findings letter is due.
3
3
16) System should maintain a form for notification for Findings letters that
the Coordinator can use to write Findings notice.
3
17) The system should record Findings notices sent and allow addition of
comments from staff when compliance action is noted.
3
18) The system should track the compliance/non-compliance status of each
PUD and flag non-compliant PUD's for follow up every thirty days.
3
19) The system should maintain all of the information on each PUD that is
currently stored on the "I" Drive in individual folders for each PUD
(including all written and electronic correspondence, ordinances,
Monitoring Reports, traffic count submittals and reviews from various
departments. Scanned documents need to be added to files.
20) The system should have the capability to pull up various reports:
overdue monitoring reports, overdue reviews from each department, #
of owners sent to Code Enforcement, number of findings letters sent
out, etc.
21) The system should generate weekly statistical reports that note the
number of notification letters sent, number of certified letters sent,
number of reports sent out for review, number of reviews received
back into the department, number of Annual Monitoring Reports
received, number of Findings notices sent, number of owners turned
over to Code Enforcement, etc.
22) The system should also tabulate these figures for a monthly report and
maintain year-to-date totals for all activities.
3
3
3
3
23) South Florida Water Management information should also be included
in the project file. The system should note the permit number(s) for
the project and the date that the permit was transferred to the
Homeowners Association and has been finalized by SFWMD.
24) The system should note which PUD's are also DRIs (Development of
Regional Impact). DRI specific notification letters are needed.
3
3
25) PUD owner address information should be updated at the same time
that it is updated with the Appraiser's office. The Annual Monitoring
Report should be updated, the PUD Contacts database should be
updated and the automatic notification application should be updated.
26) The system should allow PUD's to be flagged for Audit purposes
3
3
27) The system should track reports for Audit purposes (review comments,
audit review findings notices, compliance status) and maintains a
running list of all PUD's that have ever been audited
28) The system should track Sunsetting dates for each PUD.
3
Requires custOl~la\ocl
Available at go~
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
..
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
129
3
29) Active, Built-Out, Completed and Sunsetted status should be tracked
by the system
3
30) The system should track development of dwelling units and
commercial square footage for each PUD through the issuance of COs
and automatically update Annual Monitoring Report form and PUD
Master List with correct information.
31) When subdivision reaches build-out or completion, system should
generate a Final Inspection Checklist and schedule a final inspection
for that subdivision. At this time, a turnover notification should be
generated and sent to the owner.
32) When turnover notification is received from the developer, PUD
monitoring staff should be automatically contacted to make them
aware of the creation of a new POAlHOA so it can be added to the
website.
33) System should track outstanding items on the final inspection and
generate follow up letters every thirty days. It should also allow
Coordinator to enter comments about compliance efforts.
34) System should have the capability to identify/ print information to new
HOAs/POAs regarding open permits (should include SFWMD) and
commitments, results of Final Inspection checklist, copies of receipts
for any payments-in-lieu, outstanding fees
35) System should notify PUD Monitoring staff when the total project is
nearing completion, authorized number of units or square footage is
close to CO' ed amounts, and is about to be turned over to a Master
Association and generate the same actions (listed above) regarding
final inspection and turnover.
3
3
3
3
3
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Included in pr~ Jce.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
130
V.9 Operations Support and Housing
Score
3
3
Cash Management
I) Capture payment and billing information and display escrow account
balances in real-time. Allow the various forms of payment methods,
including cash, escrow deduction, check, waivers/deferrals, IGC
transfers, and credit cards (for express permits only).
2) Users must be able to calculate impact and permit fees in different
areas of the review process, and create payment slips to present to the
cashiering staff. Payment methods include checks, cash, and transfers
for IGCs, DCAs, and COAs.
3) Credit cards will be accepted for a select group of express permits only
and all Rental Registrations. Cashiers must be able to generate a
receipt, the permit and an inspection card.
4) Payment slips: All fee entries that generate a payment slip are required
to provide user's name per line item. Changes to payment slip are
required to give last user's name on payment slip.
5) Official Receipts: Official Receipt will have TWO names: the users
that entered fees to create payment slips or invoices, and the cashier
that processed receipt. This requirement is necessary to record and
track all users that enter, change, delete or modify payment slips.
Usernames and password security will be required to allow only
authorized staff to perform these functions.
6) The system must include the ability to associate all monies collected
with the County's general ledger accounting codes. Cashiers must be
able to create a transaction report to balance their cash drawer. Next
the supervisor must be able to complete the daily closing reports,
create the GL Extract file, balance the days work and send the GL
Extract file through an automated FTP and transactional Interface with
Clerk of Courts finance system, SAP. This process is required daily for
three cash locations. The system must be able to add additional cash
locations.
7) The application should be able to confirm that the daily interface with
the SAP FTP site was successful.
3
3
3
3
3
3
8) Ability to monitor refunds and partial refunds, utilizing status of
receipts. Comment area for description and detail.
3
9) Ability to run reports for status of receipts (transactions) for refunds.
4
10) Daily Transaction Report, for each cashier, totals for cash, checks,
grand transactions totals and Number of transactions per cashier per
day report.
II) Payment Summary by Fee Codes Report
3
3
12) General Ledger Account Report (AKA) General Ledger Fee Summary
Report (see example report.
10 J
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
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4
13) Maintenance tables must be access restricted by password. The system
must provide the ability for users to add, edit, activate, deactivate, and
delete (to achieve) all fee codes, access details such as associated
dollar amounts for fee codes, GL accounts, fee types, and status in the
system. Provide the following information: last update date, last user
name, previous update, and previous user update. Provide reporting
capability similar to the current system reports that sort by fee code
GL Account.
14) Fee Code Reports (Ability to sort by fee code or General Ledger
Accounts).
3
4
15) Fee calculation capabilities must be provided by the system for
assessing and collecting the County's non-residential and residential
land development. A sample of the fee types include; development
request, impact, permit, certificates, licensing, report generation,
surcharges, utilities related charges, late fees and fines.
16) Integration with many peripherals including credit card processing,
cash drawers, check verification using system generated unique
numbers for control purposes, and others.
17) The system must be capable of automatically calculating and recording
detailed fee payments (personal check, certified check, money order,
credit card, debit card, or escrow account and other means of
electronic commerce), posting payments directly to specific fund
accounts, and maintaining a payment history (e.g., payments, refunds,
subsequent assessments, etc.).
3
3
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!' ~ . "
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
Requires customization.
Available at go live.
Included in proposal price.
132
V.30 General Requirements
10 J
Score Miscellaneous Division Requirements
I';,,';'; General Functional ReQuirements
0 1) System has capability to add fields to an application regulated by user
security. Field is added and activated as specified by programmable
date.
0 2) System has capability to assign an expiration status for any field which
is no longer visible, but need to keep information for historical
purposes.
4 3) System shall minimize the amount of keyboard use and enforce data
input consistency with lookup tables, drop menus and pick lists to
allow the completion of activities with few keystrokes.
4 4) System has capability to research applications based on multiple user
defined parameters.
4 5) System has capability to track all application life cycle status,
(pending, accepted, review, resubmit, revised, released, closed, etc.)
4 6) System has override ability to add any special conditions or
stipulations, based on user control security.
4 7) System has capability to track/identify special conditions or
stipulations that effect future development orders (i.e. Building
Permits, SDP's)
4 8) System has capability to allow field inspectors to have access to
electronic version of approved project drawings.
4 a. System has capability to allow field inspectors to add comments to
the drawing and/or in note line of the record.
4 b. System has capability for the additional comments/notes made to
drawings to be saved an attachment with version number controls.
4 c. System has capability to record/track personnel and date time
stamp of whom and when changes were made.
4 9) System has capability to allow inspectors to reassign inspections
electronically in the field, controlled by user security.
4 10) System has capability to place Certificate of Occupancy holds on a
project as warranted by compliance with required regulations.
3 II) System has capability to maintain historical record of changes made to Requires customization.
applications in all modules. (Example: the status of a review should Available at go live.
not be over written when the status changes from one review cycle to Included in proposal price.
the next. Each new entry for each new review cycle should be added
to the record to include status, comments, user name and date time
stamp).
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133
V.33 Systems Administration
10J
Score System Administration
Administrator Functional Requirements
4 1. The system shall include multi-leveled security that can be
maintained by the County's system administrator. The technical
training provided by the Vendor is to address the security schemes
and their continued maintenance by the system administrator.
System security shall encompass the following expectations:
2. The application must allow the system administrator to:
4 3. Import user names, passwords, and groups from Active Directory.
4 4. The administrator must be able to create and edit user's access
permissions by reassigning users to groups or adding or deleting
additional rights to users based business requirements.
o 5. Track all changes to user accounts with date stamps and record the
name of the administrator who made the change
4 6. Expire user accounts but not delete them
4 7. Tracking and management oflicenses.
4 8. Access privileges to the system functions and data manipulation
must be based on user logon authorization.
9. The system must:
4 a. Confine access based on user privileges
4 b. Promote unlimited group user rights classifications definitions
4 c. Enforce server to field level security
10. Enable authorized staff to:
4 a. Modify various tables and fields to adapt quickly to future
changes in business rules/operations across all functional areas
(e.g., fees, penalty assessment, committees, reviews, due dates).
4 b. Allow the Administrator to reconfigure the application GUI
either through the modules or the database and configure tables,
screens, reports, and data exports without Vendor involvement.
11. Provide a method to:
4 a. Regulate logon/work group authorization to add or modify the
physical address fields of all project/permit records.
4 b. Limit other system users to display only capabilities.
4 12. User logon must grant authorization for maintenance of master tables
containing County specific codes, street names, subdivision name,
and so forth.
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134
V32. External System Interfaces
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Score External System Interfaces
.!!;WU Functional Requirements - GIS Svstem Interface
3 1) The system will integrate with the Collier County's GIS software Requires customization.
application to provide maps from a central database. The system must Available at go live.
give staff direct access to view geographic representations of all land Included in proposal
use, zoning, and infrastructure information associated with a parcel, pnce.
permit, inspection, or plan reviews.
0 2) Provide the capability of relating to the geographic elements of the
database(s) maintained by a GIS system. This system will provide
users with the capability of seeing either tabular or graphic data
information utilizing the most recent version of Arc Map by ESRI.
0 3) The system shall have the ability to do all functions of Geo-coding as
outlined by Collier County as it relates to GIS and this new system. It
shall also have the capability to do address matching and editing.
4 4) The system will integrate with Collier County's ESRI-based GIS. At a
minimum the system will need to support ESR1 relates and joins to
associate system attributes to corresponding spatial records. The
system must support not only ESRI-centric applications based on
system data, but the ability to integrate ESRI maps into the system
interface.
I; ;>,;. Functional Requirements - Electronic Document Imae;ine;
>' .U;O,
4 1) The users should be able to scan, import, export and view standard
image formats that relate to a project, permit or code case application
from inside the module's GUI and transparent to the user.
4 2) Provide interoperability with the following standard image formats:
BMP, GIF, JPG/JPEG, PDF, PNG and TIF/TIFF.
4 3) Provide access to data from any TWAIN compliant image peripheral
using the high-level TWAIN API. TWAIN image peripherals include
desktop & workgroup scanners, hand scanners, digital cameras, image
databases, frame grabbers or any other raster image source that
complies with the TWAIN protocol and API.
;u.;;u; Functional Requirements - Internet Application Interface
3 1) The system shall have the ability to provide blank Permit Applications Requires customization.
and Inspection Request forms for completion via the Internet. Available at go live.
Included in proposal
price.
3 2) Provide real-time, direct access via the Internet to Collier County's Requires customization.
permit and land management activities Available at go live.
Included in proposal
price.
3 3) Citizens and businesses must be able to apply and pay for permits or Requires customization.
app requests, schedule inspections, check the status of an app Available at go live.
request, permit, inspection, or print an approved permit directly from Included in proposal
the Internet, 24 X 7. price.
Functional Requirements - Interactive Voice Response
1) The selected vendor has choice between the following two options:
a. Propose an IVR system as part of their RFP responsc that meets the
Collier County's requirements; OR
135
b. Proposed application must integrate with an IVR system and meet Cityview is not an I~' 0
the required specifications listed below; solution but integrate
with best of breed IVR
solutions - once the
county's preferred IVR
vendor is known, we will
be able to validate the
allowance made for IVR
integration in the current
proposal
1 2) Proposed system must support a minimum of 8 analog phone lines See above comment.
1 3) Changes requested through the Integrated Voice Response (IVR) See above comment
system must be immediately reflected when a permit, case or project is
accessed.
1 4) The voice-activated system must notify the requestor if a contractor is See above comment
not valid and notify a caller if there is a Certificate of Occupancy
'hold' on a permit.
1 5) The proposer's database must include fields to store addresses, phone See above comment
numbers, email addresses and fax numbers.
1 6) System must generate and send canned fax and email messages with See above comment
permit inspection results as soon as the permit record is updated
i;i ...... 7) Allow contractors who hold licenses in Collier County to check the
< " ! status of information such as:
1 a. License expiration date See above comment
1 b. Renewal amount See above comment
1 c. Payment information See above comment
1 d. Check to see when renewal mailings will occur See above comment
Ii < 8) Provide a menu option for the IVR system to:
1 a. Direct callers to the staff voice mailboxes by the voice mail box See above comment
number if known, or spell out a portion of the desired stafr s name.
1 b. Prompt the caller to enter a call-back number and the IVR system See above comment
will page the staff member and display the call back number.
li.,ii!' 9) IVR system must:
1 a. Generate an audio tile for system prompts and responses, so the See above comment
jurisdiction does not have to record voice segments
1 b. Dynamically generate responses for street names as they are read See above comment
directly from the host database, while menu prompts are defined
and stored during the call flow design.
iEii;, Functional Requirements - Financial Mana2ement System
3 1) Collier County employs SAP as their financial management system Requires customization.
(FMS). Available at go live.
Included in proposal
price.
3 2) All monetary transactions generated with in the Land Use and Requires customization.
Permitting application must interface with SAP. Available at go live.
Included in proposal
price.
3 3) Every Monday through Friday the system must produce an electronic Requires customization.
transaction text files from three separate cashiering locations. Available at go live.
Included in proposal
price.
3 4) The existing system sends the file to SAP via an FTP connection Requires customization.
J
136
through a secure firewall that requires a user name and password to the Available at go livej. U '
SAP system. Included in propos~ <...'
price.
3 5) Collier County prefers that the interface process with SAP be as Requires customization.
automated as possible with limited or no user intervention. Available at go live.
Included in proposal
price.
3 6) Once that transaction is completed the system will be required to send
the user a confirmation that the interface was successful.
Functional Requirements - Network Connections to Remote Sites
4 1) Collier County's Community Development and Environmental
Services Division currently have one satellite office that accesses the
business application.
4 2) There are also several other County divisions outside of the North
Horseshoe Drive location that access the application.
4 3) Network connects vary greatly and thus require the Land Use and
Permitting application to run over a minimum network speed of 39Kb.
1!;:Ii@iii Functional Requirements - Wireless Interface with the Land Use and
BuiIdin2 application
4 1) From anywhere in the field, personnel must be able to collect, track,
update or view historical data for permit inspections and code cases.
4 2) Inspectors must be able to synchronize with the server whenever a
connection is available wirelessly (or wired) through a virtual private
network (VPN) into Collier County's network and the application
database server.
0 3) Store and forward capability must be integrated into the mobile client
so ftware.
3 4) The application must be able to assign, reassign, sort, and route Requires customization.
inspections by inspector, inspector discipline, and geographic location. Available at go live.
Included in proposal price
but will need validation
based on wireless
provider chosen
3 5) The application can be formatted to pre-fill most of the data Requires customization.
automatically, and location information can be graphically presented. Available at go live.
Included in proposal price
but will need validation
based on wireless
provider chosen
3 6) Code Inspectors should be able to issue a citation for multiple classes Requires customization.
of violations and fill out incident report forms. Available at go live.
Included in proposal price
but will need validation
based on wireless
provider chosen
4 7) Permit inspectors must be able to schedule re-inspections
137
10 J
VI. Technical Specifications
VI.3 BCC Network Technical Specifications
General:
138
All s.oftware applications submitted to Collier County Government are required to adhere to the fOllowfO 1
reqUIrements. ""
. No software application can require elevated permissions on the desktop.
Elevated permissions are only required for installation of the CityView Workstation client. General use
does not require elevated permissions.
. All software applications must include online help capability.
. All software application submissions must include a hardware topology and recommended hardware
configurations.
o Deliverables:
. Topology Diagram
. Recommended hardware requirements document for both client and server
. Network bandwidth requirements
. Full installation documentation for both clients and server( s)
. Established maintenance routines and procedures must be included with the delivery of
the proposed application
. All software applications must run over TCP/IP - Ethernet. Named pipes will not be accepted.
. All software applications must utilize Microsoft Operating System, current release with current patches
and service packs, on the servers and/or desktops.
. All software applications must be the latest functional version of the software proposed at the time of
system acceptance by the County. Vendor is required to notify Collier County whenever new releases
become available and when current releases are no longer supported.
. All software applications must enforce the County's regulatory procedures where applicable (Regulatory
procedures that apply for state and local will be identified within the functional requirements where
applicable). Regulatory rules must be enforceable through the application.
. All software applications must support role-based security.
. All software applications must have toll-free telephone support through a Customer Help Desk and must
be available Monday through Friday 7 a.m. to 6 p.m. (US) EST. Preference will be awarded to proposed
applications that have a knowledge base in place.
Municipal Software provides a toll-free number for technical support and a searchable knowledgebase
of past issues. Technical Support is available Monday to Friday 8:30am - 8:30pm EST.
. All software applications must support package definition files with silent install without user
interaction, using SMS current version. Supported installation packages include:
o MSI, Microsoft Windows installer MSI compatible
o Wise from Wise Solutions, Inc.
o Install Shield from Macrovision Corp. (USA)
CityView meets these requirements
. All software applications must support virtual servers at current revision levels including: (Collier
County intends to utilize virtual servers for production, development and testing.)
o VMWare ESX server
o MS Virtual Server
. All software upgrades or changes required by the selected vendor must be made in a Collier County
Standard test environment and certified prior to moving into a production environment; currently this is
a Microsoft environment.
. Applications may not use Exchange Event Sinks or Exchange Public Folders.
139
Security:
10 J
V
All software applications submitted to Collier County Government are required to adhere to the following
security requirements.
. All software applications must use Windows Authentication based upon Active Directory. No hard
coding account access is allowed by Collier County Government.
CityView makes use ot two static accounts tor back-end database administration. Passwords tor these
accounts may be set by the county to comply with password strength security policy. All other accounts
within CityView can reside within Active Directory. CityView does not store any intormation in Active
Directory. nor does it extend the Active Directory schema. Integration with Active Directory is done via
pass-through authentication or through CityView's auto-login process.
. All software applications submitted to Collier County must operate on the server by running under the
context of the local account. On the application side should use individual login and not an elevated
account status.
. All vendor access will be done via VPN access only. All access must comply with current published
County Manager Agency (CMA) policies. Current policies that apply are CMA 5402 and CMA 5403,
CMA 5405. These policies will be attached as an exhibit to this RFP available by request from the
Information Technology Department. All vendors will be required to adhere to IT Policies for access to
the Collier County network.
o Vendors are required to notify Collier County Government in writing 24 hours in advance as to
when access to the network is planned. Included in this request must be a detailed work plan
with actions that will be taken at the time of access.
. All software applications must be compatible with all Microsoft security patches and updates within
fifteen (35) days of release.
. Any vulnerabilities or exploits discovered by the vendor or others for the proposed application must be
reported to Collier County Government immediately with a proposed mitigation strategy.
. All code that requires passwords, the password shall be encrypted with 328 bit encryption.
. All code which requires storage of sensitive data must be encrypted in 328 bit encryption. (Some
examples of where this would apply might be but not limited to credit card data.)
. All software applications must comply with all federal, state and local regulations.
o Deliverables for Security:
. List of vendor employee names that will require access and their roles (This deliverable
will be due at project kickoff pending vendor selection.)
Database:
All software applications submitted to Collier County Government are required to adhere to the following
database requirements.
. Have an exposed API and set of documents of methods and components to utilize the API, or have a
provided Web Service with proper documentation, such as a WSDL.
. Ifthe application uses property addresses, then it must be able to consume the County's address
validation web service. This shall be demonstrated via a Proof of Concept that consumes the public
facing web service that is documented in Appendix A.
. A database schema structure shall be supplied with the application, and it should include the capability
of Collier County to extend the database schema
. All software applications are required to use MS SQL Server, current maintained version with service
packs.
. All database patches must concur with the security portion of the technical requirements.
140
.
1 f"\ !
All software applications must be able to reasonably co-exist on currently existing databaseJf\ller~
within Collier County Government.
Software vendors will acknowledge in writing prior to selection, that Collier County Government will
own any and all data and the database that data resides on.
.
o Deliverables for Database:
. Vendor must provide scripts in order to recreate database schemas, stored procedures and
etc.
. Database schema with a data dictionary detailing all entities and attributes.
. Recommended practices document for support and maintenance of the database.
141
Training:
10 J
All software applications submitted to Collier County Government are required to adhere to the following
training requirements.
. Training must be scheduled at least forty-five (45) in advance to ensure training room availability since
multiple implementations are occurring. Training materials, curriculum to be covered and identification
of which Collier employees should attend must be provided thirty (30) days in advance of scheduled
training. Any training courses that require use of data, data should be installed and tested prior to the
scheduled training date.
. The vendor shall provide training in the area of end-user and technical support stafT. All training shall
be conducted in Collier County, Florida. All training must be instructor led, Collier County will not
accept any type of "train the trainer" in lieu of instructor led training.
. The vendor shall provide training in the operation and maintenance of the system for the County's
Information Technology support statIo
. Training shall cover the fundamental design of the software and the mechanics ofthe operating program.
Training shall be structured such that designated trainees will understand the operation, maintenance,
backups, security and the database of the system.
. The design shall be sufliciently intuitive to employees with limited computer knowledge to operate the
system in a reliable/accurate manner after completing the Vendor training supplied under the base price
of contract with the selected vendor.
Documentation:
All software applications submitted to Collier County Government are required to submit the following
documentation if short listed. Documentation must be delivered if selected in both electronic (preferred in MS
Word format) and paper version. Documentation is required to be updated with a new version or upgrade.
Collier County reserves the right to copy documentation for internal use only. The number of copies of all
documentation must correspond with the number of bound responses requested during the Request for Proposal
(RFP) Process.
. End-User training documentation
. Administration documentation
. Installation documentation
. Maintenance documentation
. Disaster recovery documentation
. Procedures specific to the application
. Information Flow Diagram of Application upon completion of project
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142
VII. System Cost Requirements
10 J
143
VII.3 System Cost Requirements Introduction
10 J
3) All proposers' must complete the following spreadsheets, located in this section:
. Schedule 3: Implementation Costs Summary
. Schedule 2: Licensing Fees by Module
. Schedule 3: Projected Hardware Costs
. Schedule 4: Professional Services
. Schedule 5: Training Costs
. Schedule 6: Travel and Other Costs
. Schedule 7: Additional Required Software
. Schedule 8: Collier Internal Implementation Staff Costs
2) For the purposes of price quotes, please use an estimated total number of 400 active user accounts.
3) Additional spreadsheet specific assumptions may be listed on individual sheets. All sheets must be
completed in full. Please submit additional sheets as needed.
4) Collier County has a preference to establish an enterprise licensing arrangement with any selected
vendor, thus minimizing internal overhead. Licensing quotes which outline this, or both this and
traditional licensing schemes, will be given preference in scoring.
144
VII.2 Summary Total for Software, Hardware, Professional Services..
The form below is an embedded Excel spreadsheet. Double-click to access spreadsheet.
lOJ
,'..
~Iementation Costs - Pricing Sheets
Schedule I of 8: Summary
Summary of Total Software, Hardware, Professional Services, and Maintenance Costs
Module Proposed Cost ExplanationlNotes (if necessary)--
Software License Fees (Schedule 2) 615,000
Professional Services (Schedules 4, 5, & 6): 1069752
Implementation Services (Schedule 4)
Data Conversion Estimate (Schedule 4)
Interface Estimate (Schedule 4)
Training (Schedule 5) 138056
Travel and Other Costs (Schedule 6) 80700
Total Cost During Project Period $1,903,508.00
Additionat Expenses Borne by Collier County
Module Proposed Cost ExplanationlNotes (if necessary)--
Hardware Costs (Schedule 3) 33240 Estimates from Dell.
Additional Req Software (Schedule 7)
Collier Staff Cost Estimate (Schedule 8) o Not included
Total Cost During Project Period $33,240.00
Ongoing Maintenance & Support (Years 1-5)
Period Proposed Cost ExplanationlNotes (if necessary)**
Year One* 126,600 Commences at Go Live
Year Two 126,600 Anniversary of Go Live
Year Three 126,600
Year Four 126,600
Year Five 126,600
*Please identify the time at which "Year One" support begins (e.g., once software goes into production).
w.Attach additional notes (ifneeded) to provide/uli explanation.
[A;sumptions/Additional Comments
JH ha;, (lte lUi/i1/[oulfIU' ,t support slarting lJiJilt! and ,UilIlli/! ('Ilfh in growth
1!solisl ai/oilwr IIss11mplio/l.\ and u.\(' addilimlll! ,IJUlC(! {/III'Cc.\.\mJ'
ANNUAL PUBLIC PORTAL FEE OF $25,138 BASED ON COUNTY POP OF 251,377
145
VII.3 Licensing Fees by Module
ThefiJrm below is an embedded Excel spreadsheet. Double-click to access spreadsheet.
10 J
. -j
Ilmplementation Costs - Pricing Sheets
Schedule 2 of 8: Licensing Fees
Detailed Ucensinn Fees Bu Module
Number or Fe. Per
Module Proposed Cost Users/Employees User/Employee EXDlanaUonlNotes (If nec...arv)**
Ust all modules included in requirements response:
Planninn PreBuilt 135,000 60/110 2000/user* ConcurrentIT otal**
Property PreBuilt 12,000 6/15 2000/user* ConcurrentIT otal**
Code Enforcement PreBuilt 79,000 32/60 2000/user* ConcurrentITotal**
Licensing PreBuilt 46,000 18/30 2000/user* Concurrent/Total**
Permits & Inspections PreBuilt 159,000 72/130 2000/user* Concurrent/T otal**
Application Builder 25,000 N/A*** Admin Tool
CityView Server 12,000 N/ A *** Admin Tool
CityView Mobile Extension 7,000 N/A*** Admin Tool
CityView XML Web Services Extension 7.000 NI A *** Admin Tool
Cashiering PreBuilt 33.000 14/25 2000/user* ConcurrentIT otal**
GIS Extensions 100.000 100 1000****
Subtotal $615000_00
"Attach addltlona' not8. (ff needed) to provide full explanation.
IASSumptions/Addltlonal Comments
Assumptions/Additional Comments
... 2,000 Is per user license for user workstatiol
-Users are "roiected as concurrent licenses,
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146
VIlA Hardware Costs
The/orm below is an embedded Excel spreadsheet. Double-click to access spreadsheet.
Schedule 3 of 8: Hardware
Detail List of Hardware
Hardware Proposed Cost Explanation/Notes (if necessary)'"'"
List all sever requirements (Manufacturer, Model and Size)
Uell eowerooge '.OGnz XWN, OGO KAM, "GO
RAID1, 144Gb RAID5) $8,470.00 CityView Application Server
Dell PowerEdge 2850 (2.8Ghz, 4Gb RAM, 73Gb RAID5) $6.500.00 CityView Management Server
uell eowerooge ,"OGnz XoUN, W'O KAM, "GO
RAID1, 144Gb RAID5) $11.770.00 CityView Database SQL Server
Dell PowerEdge "" z XEON, 4Gb RAM, 73Gb
RAID5) $6,500.00 CityView Web Server
Subtotal $33,240.00
Discountable Software
Less Discount
T atal License Fees
"Attach additional notes (if needed) to provide full explanation.
AssumptionstAdditional Comments
It is assumed that the County will provide software
licensing for Windows Enterprise Server 2003 and
Microsoft SOL Server 2000/2005
Municipal Software typically does not provision hardwae
or clients. Hardware cost estimates are based on Dell
Ionline pricing and do not include any applicable taxes
SEE APPENDIX M
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147
VII.5 Estimated Vendor Hours
The form below is an embedded Excel spreadsheet.
Double-click to access spreadsheet.
10
I
v
Implementation Costs - Pricin Sheet
Schedule 4 of 8; Estimated Vendor Hours
st mate to ess ana erv ces y
Implementation Phase and Activity
1 Estimated Vendor Hours and Coats
" peman ,
Data Conversion Inhilflc.. S.MetlS Tota'
Activity Phase Hours ..... .. Hours ..... I H~" ..... I H~" Cost
List effort for each module
priced on sheet 2
Process Review 188.8 150
Analysis - Gap to Fit 802.4 150
Project Planning 160 150
Data Collection & Infrastructure Review 457 150
Data Conversion (MSC portion) 207 150
Configuration, Customization & Reports 2829 150
Integration 348 150
Installation 29.76 150
Fine Tuning & validation 595.2 150
System Testing 240 150
Deployment Preparation 170.9 150
6028 904,152
DTS Tasks
Data Mapping/Process Modeling 320 115
Data Conversion into GityView 380 115
Data Integration w/3rd Party Software 520 115
Mapping, Conversion & Integraton Documentation 100 115
Protect ManagementlQC/QA 120 115
1440 165.600
add additional cells if needed)
Total $1.069,752.00
. Ple..e UII (and .pecify) the propo.ed blended rite for ..ch ph....
ssumptions/Additional Comments
ur costs are not estimated on a per module basis.
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148
VII.6 Training Costs
The form below is an embedded Excel spreadsheet. Double-click to access spreadsheet.
10 J
Ilmplementation Costs, Pricing Sheets
Schedule5of8: TralningCosts
1. Training HoursandCOlmByTlainee
Estimated Costof Training by Phase
Number 01 Phase I' pluIMn' Phi.",' PhiAlV' To'"
Ph", TrllneeTIIlM Students Units CosllUnit Cost Units COIWnR Cost Units Co.Wnlt C,,, Units Cost/Unit Cost Hour. Cost
r;;..
. Plwellbel NCh PhMt 10 be cOMilfenf wilh imp/tmMtllio11 mttIIodoIogy;
2 Addilional Training Costs
Phllel' Phase II' Ph_III' PhiAlV' T""
Phase Type Units Cosl/Unlt Cost Units Cost/Unit Coo, Units CostlUnll Cost Units COItJUnlt Cos' Hours Coo,
serTraining 370
SMETraining
dminTraining
Reporter Training
T"" 138056
3 Total Training Costs
Pilau I' Phase 11* Phlleur PUMrr To'"
Phase Type Units-TCostlUnitl Co" Units ICost/Unitl COlt Units ICosWnitT Cos' Units I CostlUnitl Cost ""'. Cost
T"" I I I I I I I I I
jAssumptionSIAddilionalcommonts
NoIe:Phasesareprovidedforlllustrationpurposesonly,CostsubmillalmusI match any phases proposed in implemenlalion plan
hisdoClJmentmustindude:definitiQnoftraining"unif'!lehoul,hajfday,lullday,etc,):trainingmethodologyassociated>Mth
pecificcosls;numtlerofstudenlspercJass;andiocationoftraining
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149
VII.7 Travel and Other Costs
The/arm below is an embedded Excel spreadsheet. Double-click to access spreadsheet.
~Iementation Costs. Pricing Sheets
Schedule 6 of 8: Travel and Other Costs
Phase I Phase II Ph... III Phase IV V Total
Phase Cateoorv Caot Cost Cost Cost Cost Cost
Additional Projected Travel 80700
Total $80,700.00
Assumptions/Additional Comments
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I
150
VII.8 Additional Software Costs
The.farm below is an embedded Excel spreadsheet. Double-click to access spreadsheet.
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IlmPlementation Costs - Pricing Sheets
Schedule 7 of 8: Additional Software
Number of Fe. Per
Third Partv Software ILlst Indlvlduallv\ Pronosect C~t UserwJEmployees User/Employee Exnlanatlon/Notes llf nee...al'll'..
Subtotal
UatPrlc
Discountable Software
Less Discount
Total L1cen.. Fees
Assumptions/Additional Comments
List aU ather assumptions here,
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151
VII.9 Professional Services
The form below is an embedded Excel spreadsheet. Double-click to access spreadsheet.
10 '
.' \..
ICollier Implementation Staff Costs. Pricing Sheets
Schedule 8 of 8: Professional Services
Estimated Professional SaIVices By Implementation Phase and Activity
Assumed Government Participation Hours (please input the estimated total (for all customer personnel)
AIIOtherlmplementltion
Data Conversion Interfaces Services Total
Activity Phase Hours Rate* Cost Hours Rate. Cost Hours Rate* Cost Hours Cost
List effort fOf each module priced on sheet 2
(add additional cells if needed)
Total
ssumptions/Additional Comments
e can nol project your time. II is our understanding that you are
shing for Municipal Software to provide a turnkey product. We
have priced the proposal under the assumptions noted relative 10
involvement on Collie(s part (Defined Administrator, Training, etc.).
Please also note assumption on availability of your SME as defined above
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152
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VIII. Required Proof of Concept Demonstration
153
Proof of Concept Testing 0 1
These are the rules for the . Proof of Concept' final selection demonstration. Vendors will be reqUire~O fol~w
the script furnished in this section of the RFP. During the testing members of the Selection Committee will not
be permitted to ask the vendor questions. Time period for questions and answers will only be permitted after
the demonstration.
Any of the following situations will result in the vendor receiving a lower score for this portion of the selection
criteria or potential disqualification. The use of screen shots or "canned applications" for any portion of the
test, inability to complete any of the required processes, failure to bring your own equipment or comply with
other items of the below Hardware or Data Requirements (except where Collier County indicates in advance
that it will supply the equipment), the application receives error messages throughout the test period, running
the database and the client on the same machine is not acceptable (the vendor must demonstrate that the
application can communicate over an Ethernet network), and inability to comply with time and scheduling
agreements.
GIS Demonstration - A demonstration will be conducted by each vendor which outlines their systems ability
to maximize Collier County's investment in GIS technology. GIS capability is to be demonstrated at each
relevant locale during the Proof of Concept event. Results of this demonstration will be graded as outlined in
Section IV.2 Phase 2.
Hardware Requirements
The vendor must supply two separate servers that contain the application database and GIS database and at least
two client machines (more would be preferred) configured with their database and application and any other
equipment needed for connectivity (switch or router, patch cables, etc)
The servers will have Microsoft Server 2003 installed with the latest service packs and security patches (a list of
which must be provided at the demonstration).
Database server will have Microsoft SQL 2000 installed with the latest service packs and security patches (a list
of which must be provided at the demonstration).
Client machines will have Windows XP Professional with Service Pack 2 and the most recent security patches
installed.
A list of all service packs and security patches for all Windows operating systems installed on the servers and
client must be provided at the demonstration.
The client machine will be connected to a projector (which Collier County will supply) so that all Selection
Committee members can view the test. However the application must be opened on both machines in order to
demonstrate that the application can handle multiple connections.
The vendor will supply a printer of their choice so that they can comply with the requirements of the script.
Data Requirements
The vendor will supply their own data tables for the purposes of this test, which would include fee codes, fee
calculations, permit types, license types, petition types, review departments, parcel data, GIS layers, or any data
necessary to complete the required proof of concept demonstration. Any application, permit, case, or license
must be created in real time during the demonstration.
154
Throughout the various milestones of the script demonstrate how the application enforces data i.l!\ty ~y
entering free text in a numeric field, entering text in a date fields, entering a date in a text field, or nil. '-/teEing
data in a required field.
Proof of Concept Script and Milestones
Systems are to demonstrate the below capabilities, or acceptable alternate methods of accomplishing
milestones. The process used as an example for the Proof of Concept is illustrative only, and is not meant to be
inclusive or completely representative of actual Collier County processes.
Each Milestone can be awarded up to 3 Points, dependent upon success of demonstration.
Ease of system usage, layout, and system innovation awarded up to 5 Points.
Proof of Concept Script
Received a code enforcement related complaint from a citizen. The owner of 50 acres of land located in a
residential zoning district decides to build attached town homes on 25 acres and hires a company to begin
clearing the property. The nearest neighbor to the property is unhappy about the bulldozer knocking down the
trees next their property and calls Code Enforcement to investigate. Code Enforcement opens a case to record
results of investigation and if violation founded, statJ escalates to next milestone as Code Case.
1. Milestone - Log citizen complaint and record, entering
_ Complainants' information - name, address, phone (unless complainant wishes to remam
anonymous)
_ Violation type, as proposed
_ Location of alleged violation
_ Date and time complaint received
_ Assign to inspector, (verify through GIS layer)
_ Check for duplicate cases
_ Check for jurisdictional conflict (verify through GIS layer)
2. Escalate the Case:
_ The Investigator cites the property owner for removing trees in an environmentally sensitive area
without an approved development order. (Record citation date and violation type in system)
3. Milestone - Code Case Violation, enter:
_ Type of violation category
Violation
Address of violation
_ Contact information of violator - name, address, phone
_ Owner information - name, address, phone
_ Assign inspector, based on location
Document visits - demo
_ Load images of violation - (vendor to provide image samples for demo)
_ Automatically assign complaint number
_ Print Notice of Violation which includes all information previously entered
_ Check for previous violations or violation patterns on the GIS Parcel layer
155
The land owner is advised that in order to resolve the problem they must cease clearing of thsi ~jeqt
property and obtain an approved Development Order. Prior to submittal for the requle\USi!,t
Development Plan, a.k.a. Development Order, a pre-app meeting must take place with County staff to
discuss the proposed development of the subject property. Note: Requests for pre-app meetings are
taken via the County Website or by phone.
4. Milestone - Pre-application Meeting Request
Request a Pre-app Meeting for Site Development Plan. Coordinate meeting, show the following tasks,
and record pertinent information:
_ Contact information for agent including; applicant name, company name, address and phone
number, etc
_ Verify property ownership and address information - (verify through GIS layer)
_ Location/Property Information - folio and/or property address (verify through GIS layer)
_ Zoning District - (verify through GIS layer)
_ Development Type, example multi-family, commercial
_ Assign Project Planner
_ Schedule Pre-Application Meeting Date & Time
5. Milestone - Pre-Application Meeting & Fees:
_ Pre-Application Fee - $500.00 flat fee, (Nonrefundable fee however the Pre-app fee is credited
towards application review fee when submitted within 9 months of meeting date)
_ Addressing Checklist- Confirm Legal Description & Folio #
_ Create application in System to record information from pre-app notes.
_ Participants- Zoning, Engineering, Transportation Division, Environmental, Addressing
6. Milestone - Sufficiency Application Review - Planner:
_ Verify Pre-App Meeting has not expired (Expired if application is not submitted within 90 days
ofpre-app meeting). Fees, verify accuracy of check amount to include all required fees.
_ Application & Review Fee (Flat rate application fee of $5,000.00 plus $40.00 per dwelling unit
plus $300.00 per residential structure and $500.00 Pre-App Fee credit from above rate upon
acceptance of submittal) Note: Number of dwelling units and residential structures are required
as part of the submitted application package.
_ Environmental (clearing, $250.00 for first acre or fraction of an acre plus $50.00 for each
additional acre with a maximum fee of $3,000.00). Note: Acreage information is required as
part of the submitted application package.
Fire Review ($200.00 flat fee)
_ Environmental Health Dept ($20.00 flat fee)
_ Engineering Review & Inspection Fees (Construction document review fee of 0.75% is based on
an estimated total of probable paving, grading, drainage, lighting, code minimum landscaping
and any other appurtenant cost of construction and provided by Engineer of record for proposed
project. Construction inspection fee of 2.25% is based on an estimated total of probable paving,
grading, drainage, lighting, code minimum landscaping and any other appurtenant cost of
construction and provided by Engineer of record for proposed project). Note: Probable cost
estimates are required as part of the submitted application package)
_ Certificate of Adequacy (COA application fees for residential are based on a flat rate fee of
$200.00 plus $25.00 per residential dwelling unit)
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Create application in System based on proposed development type, for purposesJt)t~
demonstration use application type of Site Development Plan (SDP)
Ensure submission of all required items as noted on pre-app checklist for purposes of this
demonstration use fees identified above.
_ If application submittal is incomplete the System is to automatically generate an insufficiency
letter for applicant & property owner(s) noting deficiencies with submittal and letter is sent to
applicant and property owner via fax, or email.
_ Application is in hold/pending status until deficient items are submitted by applicant.
_ Process may proceed to next step after verification of items received. RecordlUpdate pertinent
information including but not limited to the following;
_ Applicant & property owner name, address, phone & fax numbers
_ Project description
Number of residential units
Number of residential buildings
_ Connect application/project to correct property/address record information, (verify through GIS
layer)
_ Identify Zoning district - use RMF-36 zoning district, (verify through GIS layer
_ Record Engineering construction cost - use cost value of $2,000,000.00
_ Record project acreage - total of 25 acres
_ Automatically calculate required fees and create payment slip. Planner prints payment slip to
give to Cashier to accept payment of required fees and issue paid receipt
_ Planner/Coordinator determines required review staff by department as noted on pre-app notes
and by pre-determined review areas for Environmental and Landscaping staff members. Review
staff members are noted on a distribution route sheet as auto generated by the System.
Application package accompanied by route sheet is given to Planning Tech for next step know as
distribution process.
7. Milestone: Distribution to Review Departments - Planning Technician:
_ Automatically create an applicant process letter with pertinent information, project tracking
number, project name, assigned project planner, etc.
_ Automatically load required standard plan review departments and Planning Tech to have ability
to manually add special review departments as noted on Route Sheet from Planner
_ Automatically assign review received/in date and review due date and also record the distribution
date and completed review date. Standard review due dates are pre-determined by County
management staff - for purposes of this demonstration please use review due date of 30 business
days.
_ System to automatically record the acceptance date, a.k.a. distribution date
_ Distribute application packets to required review department personnel as noted on Route Sheet.
Send/mail process letter and copy of paid receipt to the applicant.
8. Milestone: Staff Review & Review Coordinator Tracking Review Departments:
_ Create at least one review checklist type item for each review department listed below to
demonstrate review process. System shall also record staff member name, date, time, comments
and status for each review department listed;
_ Zoning
_ Engineering
_ Transportation Division
Environmental
_ Addressing
157
_ Impact Fee Coordinator - (COA)
Review Coordinator
When one or more reviews result in reject status then System is to automatically generate an
insufficient review letter which identifies all insufficient items discovered in review process. (If
all review departments result with an approved status then move on to next milestone for final
plan approval). Review Coordinator sends insufficient review letter to applicant and owner via
fax or email, need to date time stamp this event.
_ Applicant must re-submit revised plans addressing insufficient items identified with insufficient
review letter and deliver them to the Review Coordinator. Additional review fees are required
upon 3rd and subsequent reviews and must accompany re-submittal packages. (Re-submittal
fees are as follows; 3rd review $3,000.00, 4th review $3,500.00 and 5th & subsequent reviews
$2,000.00 each). Demonstrate re-submittal with appropriate fee.
_ Review Coordinator checks package for completeness; correct number of plan copies, additional
fees if required, etc.
Review Coordinator distributes revised review package to appropriate review department staff.
System to record required review departments along with in, out and due dates including status
of each review.
Repeat review and re-submittal processes until all review departments have approved the
submittal package.
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9. Milestone: Final Plan Approval and Issuance of Development Order
Create the following checklist type items for stafl' verification to complete final approval process:
Review Coordinator;
_ Verify all reviews have an approved status
_ Verify C.O.A. pre-approval letter is issued
_ Forward plans to Landscape Architect for approval stamp, date & signature; all stamped & signed
approved plans to be returned to Review Coordinator. Need to track when & where the plans
sets are in this process.
_ Forward plans to Architect for approval stamp, date & signature; approved plans to be returned to
Review Coordinator all stamped & signed approved plans to be returned to Review Coordinator.
(Must track when & where the plans sets are in this process).
_ Cull tile - remove duplicate items, etc.
_ Forward file to County Engineer
_ Contact Impact Fee Coordinator to complete COA process
Impact Fee Coordinator;
_ Calculate required impact fees
_ Create payment slips and receipt payment, print documents
_ Issue COA Certificate, print document
_ Escrow paid fees, system must track these fees back to issued certificate and maintain connection
to project.
Engineer;
_ Identify and review required stipulations
_ Complete site inspection checklist
_ Stamp plans for approval to include date & signature on each plan set
Engineering Secretarv;
_ Check for stipulations
_ System to verify all required fees paid including impact fees related to C.O.A
158
_ System to generate final approval letter to include any stipulations or conditions of ap11lcAl J .
_ Distribute stamped approved plans with copy of approval letter to appropriate depi~t , . .e.
Engineering, Zoning, Records
_ Contact applicants to notify approval is complete and distribute copy of approval letter with all
remaining copies of stamped approved plans
System needs to reflect an approved status for SDPlDevelopment Order
10. Milestone: Close Code Case
_ Upon release of Development Order, System to generate notification to Code Enforcement
Department Investigator to close the code case
11. Milestone: Create an address record
_ Create an address record on at least one building associated with approved SDP noted above.
_ Demonstrate application's Address creation process in your software application or demonstrate
that the address can be created in GIS and then import the data to your applications database
12. Milestone: Contractor Licensing
Create a contractors license to include at minimum the following information;
_ Application for Competency Examination Intake - Testing
_ Applicant Registers & Takes Test
_ Collect Application Fee
Test Scores: Record Test Scores
Issue and Print license with:
_ Certificate Number (System Generated)
_ Original Issue Date
_ Occupation Number
_ Occupational Expiration Date
_ Occupational Exempt
_ Expiration Date (MMIDDIYYYY)
_ Applicant and Qualifier Name
Name of Business
_ Business, Home and Mailing Address
_ License Type (text) - State License Number
13. Milestone: Intake of Building Permit Application - Residential Construction
Create the following checklist type items for staff verification of sufficiency review;
_ Completed application - applicant & property owners name and address, phone and fax numbers
_ Correct number of plan sets
_ Survey - Signed & Sealed
_ Approved SDP plans
_ System to auto generate Permit Number
Record/Enter pertinent information including but not limited to the following;
_ Create application in System based on proposed development type - (jor purposes of this
demonstration use Single-Family Attached, Construction Type V-Concrete)
Validate Contractor License
_ Validate Address/Location (verify through GIS layer)
_ Validate Zoning District (verify through GIS layer)
159
_ Validate Flood Zone w/Elevation - FEMA (verify through GIS layer)
_ Indicate living, non-living and total area square footage in separate fields
_ Indicate electrical amperage
Indicate FCC code, i.e. 303=s/f detached, 302=s/f attached
_ Indicate type of construction, i.e. Type V-Concrete or Type Vl- Frame
_ Indicate type of occupancy use, i.e. residential
I'''~'' d
10J
Create application and review fees based on following;
_ Building Permit application fee - based on $.05 per square foot with minimum fee of$300.00 and
maximum fee of $5,000.00 (Nonrefundable fee however the application fee is credited towards
permit review fees)
_ Zoning Dept. application fee - based on flat rate of $75.00 per application. Nonrefundable fee
however the application fee is credited towards permit review fees)
_ Automatically determine and load required standard plan review departments by permit type per
user control table.
_ System to automatically assign review received/in date and review due date and also record the
distribution date and complete review date. Standard review due dates are pre-determined by
County management staff. For purposes of this demonstration please use review due date of 35
days.
_ System to auto generate route sheet based on required review loaded by System.
_ System to track status of permit application to include review comments throughout entire
process.
Permit status information to be made available via Internet
14. Milestone: Staff Review & Review Coordinator Tracking
Create at least one review checklist type item for each review department listed below to demonstrate
review process. System shall also record staff member, date, time comments and status for each review
department listed.
_ Zoning Setbacks - (Zoning Dept. Planning Tech)
_ Structural- (Building Dept. Plans Examiner)
_ Plumbing - (Building Dept. Plans Examiner)
_ Mechanical- (Building Dept. Plans Examiner)
_ Electrical- (Building Dept. Plans Examiner)
_ Fire - (Building Dept. Plans Examiner)
_ FEMA - (Building Dept. Plans Examiner)
_ Engineering - (Engineering Section)
_ Impact Fee - (Operations Section)
_ Review Coordinator - (Building Dept. Permit Tech)
_ Demonstrate Master Plan capabilities
_ Demonstrate capability of assigning plans to a queue until plans are actually assigned to a plan
examiner
_ If one or more reviews are rejected then System is to automatically generate an insufficient
review letter which identifies all insufficient items discovered in review process. (If all review
departments are approved then move to next milestone for Final Type)
_ Review Coordinator sends insufficient review letter to applicant and owner via fax or email
_ Applicant must re-submit revised plans addressing insufficient items identified with insufficient
review letter and deliver them to the Review Coordinator. Additional review fees are required
upon 3rd and subsequent reviews and must accompany re-submittal packages. (Re- submittal
fees are as follows; 3rd review $3,000.00, 4th review $3,500.00 and 5th & subsequent reviews
$2,000.00 each)
160
_ Review Coordinator checks package for completeness; correct number of plan copies, a:if0nd
fees if required, etc. Review Coordinator distributes revised review package to aptr'opriate
review department staff System to record required review. departments along with in, out and
due dates including status of each review
_ Continue review and re-submittal processes until all reviewers have approved the final package.
15. Milestone: Final Reviewffyping - (Customer Svc Spec)
Create the following checklist type items for staff verification to complete final review/typing process:
Confirm all required subcontractors are listed with notarized signatures, notify applicant if not
complete
_ Confirm all department reviews are complete with approved status.
Confirm the following fees were added to permit:
_ Building Permit Fees
_ PUD Monitoring Fee (set fee $325.00 per dwelling unit)
_ Add Impact Fees, i.e. Road, Library, Schools, EMS, Parks, etc.
16. Milestone: Cashiering - Payments and Permit issuance
_ Demonstrate payment transaction for a Permit
_ Demonstrate refund as in overpayment of fees
Print Permit document, include date and time issued
_ Print inspections job-site placard
_ Print payment receipt
_ Create closing report
_ Create daily batch to be interfaced with financial systems
17. Milestone: Request Inspections
Create inspection requests and demonstrate how inspections are assigned and routed to inspectors for
following inspection types;
_ Septic
Electrical
_ Plumbing
Structural
Mechanical
_Re-inspection Fee (additional fee of $75.00 first, $300.00 second and $325.00 for third and each
successive re-inspection)
_Time Specific Inspection Fee (additional fee of $40.00 for each time specific request)
18. Milestone: Record Inspection results (demo partial, pass andfail result codes)
_Septic
Electrical
_Plumbing
Structural
Mechanical
19. Milestone: Certificate of Occupancy, C.O.
_ Demonstrate issuance ofC.O. after inspections are completed and print C.O. document.
161
Project Wrap-Up Infor11Ultion
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;;'1"',1
20. Milestone: Activity Information
Demonstrate your systems design that links multiple activities to an address location and/or project as
noted below;
_ Activity from address record and/or project to Site plan record, Permit record, Inspection record,
etc.
21. Milestone: System Administration:
The following items will be demonstrated by the vendor at this portion of the Proof of Concept.
_ Add a New User Account to System
_ Set Security and Access to Modules
22. Milestone: Create New Report
Create and Print Reports for following:
Permits
Plan Reviews
_ Inspections
23. Milestone: Change Layout of an Existing Screen and W orkflows
_ Change location of input fields
_ Remove and add input fields
_ Alter the order or progression of required screens
24. Milestone: Standard Notes, Checklists and Time Tracking:
_ Show ability to create standard review checklists
_ Show ability to create standard note items
_ Show individual time tracking capabilities
25. Milestone: System Maintenance:
_ Create new permit type
_ Change fee rates
Create fee codes
26. Milestone: Demonstrate Capabilities for Customer On-Line Access
_ Apply for Building Permit, on-line
_ Make payment to on-line Building Permit
_ File a complaint for investigation into code case
Show review status of code case
_ Request inspection for Permit on-line
_ Show inspection result on-line
162
All participating vendors' are required to address a response to the following items to be del~QI J
directly to Collier County IT Department on their respective date as scheduled for the Proof of
Concept demonstration.
Provide wriUen documentation for the software application licensing structure.
. Give a detailed break down of all licensing options including cost
Information Technology - Addressing Validation Proof of Concept
The participating vendor will deliver this part of the proof of concept test directly to the Information
Technology Department via portable media, such as CD or DVD, and that the solution is compatible
with the County's Windows XP environment. The solution can be Internet based; XML based or be
based on any platform that demonstrates the use ofthe County's Address Validation Web Service that is
available via the Internet. In essence, the proof of concept should allow a user to input an address and
then have that address be validated against the Web Service per the WSDL. Since Internet connection
may not be available during the vendor presentations, the solution should be stand-alone and portable. It
will be checked by County staff on their computers. It would be preferred if no installation was required
on their machines.
http://gis.colliergov .net/websi tel AddressInfo/GetAddresslnfo .asmx
<7xml version="3.0" encoding="utf-8" 7>
::<wsdl: definitionsxmlns: http=''http://schemas.xmlsoap.org/wsdl/http/''
xml ns: soa p = ''http://schemas.xmlsoap.org Iwsdl 1 soap I"
xmlns:s=''http://www.w3.org/2003/XMLSchema''
xm I ns: soa penc=" http://schemas.xmlsoap.org 1 soa pI encoding I"
xmlns:tns=''http://tempuri.orgl''
xm I ns: tm = ''http://microsoft.com/wsdl/ mime/textMatch ing/"
xmlns: mime= ''http://schemas.xmlsoap.org/wsdl/mime/''
targetNamespace=''http://tempuri.orgl''
xmlns:wsdl = ''http://schemas.xmlsoap.org/wsdl/'' >
:: <wsdl:types>
:: <s:schema elementFormDefault="qualified" targetNamespace=''http://tempuri.orgl''>
:: <s:element name="OutputFull">
:: <s:complexType>
:: <s:sequence>
<s:element minOccurs="O" maxOccurs="3" name="strlnputStreet" type="s:string" />
<s:element minOccurs="O" maxOccurs="3" name="strlnputCity" type="s:string" />
</s:sequence>
</s:complexType>
</s:element>
:: <s:element name="OutputFuIlResponse">
:: <s:complexType>
:: <s:sequence>
<s:element minOccurs="3" maxOccurs="3" name="OutputFuIlResult" type="tns:outputFull" />
</s:sequence>
</s:complexType>
</s: element>
:: <s:complexType name="outputFull">
:: <s:sequence>
<s:element minOccurs="3" maxOccurs="3" name="aid" type="s:int" />
<s:element minOccurs="3" maxOccurs="3" name="X" type="s:double" />
<s:element minOccurs="3" maxOccurs=1l3" name="Y" type="s:double" />
<s:element minOccurs="O" maxOccurs="3" name="outAddress" type="s:string" />
</s:sequence>
163
</s:complexType>
:: <s:element name="OutputXY"> 10 J
:: <s:complexType>
:: <s:sequence>
<s:element minOccurs="O" maxOccurs="3" name="strlnputStreet" type="s:string" I>
<s:element minOccurs="O" maxOccurs="3" name="strlnputCity" type="s:string" />
</s:sequence>
</s:compiexType>
</s:element>
:: <s:element name="OutputXYResponse">
:: <s:complexType>
:: <s:sequence>
<s:element minOccurs="O" maxOccurs="3" name="OutputXYResult" type="s:string" />
<Is: sequence>
</s:complexType>
<Is: element>
:: <s:element name="OutputADDID">
:: <s:complexType>
:: <s:sequence>
<s:element minOccurs="O" maxOccurs="3" name="strlnputStreet" type="s:string" I>
<s:element minOccurs="O" maxOccurs="3" name="strlnputCity" type="s:string" I>
</s:sequence>
</s:complexType>
</s:element>
:: <s:element name="OutputADDIDResponse">
:: <s:complexType>
:: <s:sequence>
<s:element minOccurs="3" maxOccurs="3" name="OutputADDIDResult" type="s:int" I>
</s:sequence>
</s:complexType>
</s:element>
:: <s:element name="OutputAddress">
:: <s:complexType>
:: <s:sequence>
<s:element minOccurs="O" maxOccurs="3" name="strlnputStreet" type="s:string" I>
<s:element minOccurs="O" maxOccurs="3" name="strlnputCity" type="s:string" I>
</s:sequence>
</s:complexType>
</s:element>
:: <s:element name="OutputAddressResponse">
:: <s:complexType>
:: <s:sequence>
<s:element minOccurs="O" maxOccurs="3" name="OutputAddressResult" type="s:string" />
</s:sequence>
</s:complexType>
<Is: element>
</s:schema>
</wsdl:types>
:: <wsdl: message name="OutputFuIlSoapln" >
<wsdl:part name="parameters" element="tns:OutputFull" />
</wsdl: message>
:: <wsdl:message name="OutputFuIlSoapOut">
<wsdl: part name="parameters" element="tns:OutputFuIlResponse" I>
</wsdl: message>
:: <wsdl:message name="OutputXYSoapln">
164
<wsdl:part name="parameters" element="tns:OutputXY" />
</wsdl: message>
:: <wsdl:message name="OutputXYSoapOut">
<wsdl: part name="parameters" element="tns:OutputXYResponse" />
</wsdl: message>
:: <wsdl: message name="OutputADDIDSoapln">
<wsdl:part name="parameters" element="tns:OutputADDID" />
</wsdl: message>
:: <wsdl:message name="OutputADDIDSoapOut">
<wsdl: part name="parameters" element="tns:OutputADDIDResponse" />
</wsdl: message>
:: <wsdl:message name="OutputAddressSoapln">
<wsdl : part name="parameters" element="tns:OutputAddress" />
</wsdl: message>
:: <wsdl: message name="OutputAddressSoapOut">
<wsdl: part name="parameters" element="tns:OutputAddressResponse" />
</wsdl: message>
:: <wsdl:portType name="GetAddresslnfoSoap">
:: <wsdl:operation name="OutputFull">
<wsdl:lnput message="tns:OutputFuIlSoapln" />
<wsdl :output message="tns:OutputFuIlSoapOut" />
</wsdl :operation>
:: <wsdl:operation name="OutputXY">
<wsdl:input message="tns:OutputXYSoapln" />
<wsdl:output message="tns:OutputXYSoapOut" />
</wsd I: operation>
:: <wsdl:operation name="OutputADDID">
<wsdl: input message="tns:OutputADDIDSoapln" />
<wsdl :output message="tns:OutputADDIDSoapOut" />
</wsdl :operation>
:: <wsdl:operation name="OutputAddress">
<wsdl: input message="tns:OutputAddressSoapln" />
<wsdl:output message="tns:OutputAddressSoapOut" />
</wsdl: operation>
</wsdl: portType>
:: <wsdl: binding name="GetAddresslnfoSoap" type= "tns:GetAddresslnfoSoap" >
<soap:binding transport=''http://schemas.xmlsoap.org/soap/http'' style="document" />
:: <wsdl:operation name="OutputFull">
<soap:operation soapAction=''http://tempuri.org/OutputFull'' style="document" />
:: <wsdl:input>
<soap:body use="literal" />
</wsdl: input>
:: <wsdl:output>
<soap:body use="literal" />
</wsdl :output>
</wsdl: operation>
:: <wsdl:operation name="OutputXY">
<soap:operation soapAction=''http://tempuri.org/OutputXY'' style="document" />
:: <wsdl: input>
<soap:body use="literal" />
</wsdl: input>
:: <wsdl:output>
<soap:body use="literal" />
</wsdl: output>
</wsdl: operation>
lOJ
,\.\
165
:: <wsdl:operation name="OutputADDID"> 10 J
<soap:operation soapAction=''http://tempuri.org/OutputADDID'' style="document" />
:: <wsdl: input>
<soap:body use="literal" />
</wsdl: input>
:: <wsdl :output>
<soap:body use="literal" />
</wsdl :output>
</wsdl :operation>
:: <wsdl:operation name="OutputAddress">
<soap:operation soapAction=''http://tempuri.org/OutputAddress'' style="document" />
:: <wsdl: input>
<soap:body use="literal" />
</wsdl:input>
:: <wsdi:output>
<soap:body use="literal" />
</wsdl: output>
</wsdl :operation>
</wsdl: binding>
- <wsdl :service name="GetAddresslnfo">
:: <wsdl: port name="GetAddresslnfoSoap" binding="tns:GetAddresslnfoSoap">
<soap: address location =''http://bccgweb0304/website/ Addresslnfo/GetAddresslnfo.asmx" />
</wsdl: port>
</wsdl:service>
</wsdl :definitions>
;\'4 l
,
Proof of Conceot Scorinl!: Sheet
Committee Member Name:
Signature:
Date:
Point Totals:
. Twenty Six Milestones; Point Range is 0-3 for each Milestone: Maximum Milestone Points Equal 78
. System Layout and Usage Ease: Maximum Points Equal 5
. Maximum Total Points Equal 83
Note: Noncompliance with Hardware, Database. or test requirements as outlined in beginning of Proof of
Concept Testing may result in point reductions or possible disqualification.
166
10 J ~l
VIllI. Appendices
167
Appendix A: Statement of Litigation
1. Are there any judgments, claims or suits pending or outstanding by or against your firm?
Yes X No
If the answer is yes, submit details on separate sheet.
2. List all lawsuits that have been filed by or against your firm in the last five (5) years.
None
The remainder of this page is intentionally left blank.
10.1
. cll\ .
168
Appendix B: Fees & References
10 '
Fees and References
List total fees for work done on all Collier County Government projects in the past five (5) years, whether as an
individual firm or as part of a joint venture. Fees must be listed individually by contract or project and then
summarized as a total dollar amount. Attach additional page if necessary.
$ N/ A-NONE Total Fees for work done on all Collier County projects
- -
References:
Bank(s) Maintaining Account(s):
SuretylUnderwriter: (if required)
Other References:
Pursuant to information for prospective bidders/proposer's for the above mentioned proposed project, the
undersigned is submitting the information as required with the understanding that it is only to assist in
determining the qualifications of the organization to perform the type and magnitude of work intended, and
further, guarantee the truth and accuracy of all statements herein made. We will accept your determination of
qualifications without prej udice.
Name of Organization: Municipal Software Corporation
By:
Title: Chief Executive Officer
Attested By:
Title:
Date:
169
. I
Appendix C: Proposer Qualification Form
10 '
1
',,)
PROPOSERS QUALIFICA nON FORM
Firm Name: Municipal Software Corporation
Address: 2043 Grove Street
City: Denver State Colorado ZIP 80233
Telephone: (800) 665-5647 FAX: (303) 433-4682
Email Address:wiackson(mmunicipalsoftware.com
TYPE OF FIRM: (please check one)
_X_Corporation
Under the laws of the State of:
Years in Business:
Partnership
Years in Business:
Sole Proprietorship
Years in Business:
Licensed to do business in the State of Florida?
X Yes
No
LIST MAJOR WORK PRESENTLY UNDER CONTRACT:
% Completed
Proiect
Contract Amount
City of Oakland, CA
$ _Approx. $725,000_
35%
_95%
San Mateo County, CA
$ _ Approx. $850,000_
Broward County Sheriff's Department_ $ _Approx. $300,000_
35%
City ofIslamorada, FL
$ _Approx. $300,000_
5%
City of Canton, MI
$ _Approx. $325,000_
75%
City ofInner Grove Heights, MN_ $ _Approx. $330,000_
75%
City of Plainfield, IL
$ _Approx. Being Finalized
5%
60%
City of Evansville, IN
$ _Approx. $325,000_
170
MAJOR WORK PRESENTLY UNDER CONTRACT, Cont'd:
10 J
% Completed
Project
Contract Amount
City of Mundelein, IL
$ _Approx. $250,000_
$ _Approx. $350,000_
City of Darien, CT
75%
90%
City of Charlotte, NC (Zoning Addition)$ _ Approx. TBD_
5%
LIST CURRENT PROJECTS ON WHICH YOUR FIRM IS THE CANDIDATE FOR AWARD:
Following are major projects under negotiation:
City ot Miami. Land Development. Phase 2
Eastern Municipal Water District (Orange County. CA)
City ot Fontana. CA
City ot West Hartford. CT
Polk County, FL
City ot Miami Beach. FL
OTHER INFORMATION ABOUT PROJECTS:
_There are several additional projects tor which we expect RFP's to be released within the next 60 days.
Have you, at any time, failed to complete a project? _ Yes _X_No (If yes, details please)
The remainder of this page is intentionally left blank.
171
Add additional sheets as needed.
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, ~
Appendix D: Insurance Requirements Certification
Collier County Florida
Insurance Requirements
REQUIRED LIMITS
INSURANCE TYPE
-.lL 3.
Worker's Compensation
Statutory Limits of Florida Statutes, Chapter 440 and
all Federal Government Statutory Limits and
Requirements.
-.lL 2.
-.lL 3.
-.lL 4.
-.lL 5.
Commercial General Liability
(Occurrence Form)
patterned after the current
I.S.O occurrence form with
no limiting endorsements.
Bodilv Iniury & Property Damage
$2,000,000 Single Limit Per Occurrence
INDEMNIFICATION: To the maximum extent permitted by Florida law, the
Contractor/V endor/Consultant shall indemnify and hold harmless Collier County, its officers and
employees from any and all liabilities, damages, losses and costs, including, but not limited to,
reasonable attorneys' fees and paralegals' fees, to the extent caused by the negligence,
recklessness, or intentionally wrongful conduct of the Contractor/V endor/Consultant or anyone
employed or utilized by the Contractor/Vendor/Consultant in the performance of this Agreement.
This indemnification obligation shall not be construed to negate, abridge or reduce any other
rights or remedies which otherwise may be available to an indemnitied party or person described
in this paragraph.
This section does not pertain to any incident arising from the sole negligence of Collier County.
Automobile Liability
$3,000,000 Each Occurrence
Owned/Non-owned/Hired
Automobile Included
Other Insurance as indicated below:
a) Professional Liability
The Proposer shall be solely responsible to parties with whom it shall deal in carrying out the
terms ofthis agreement and shall indemnify and hold the County harmless against all claims
arising from the negligent acts, errors or omissions of consultant by third parties. The Proposer
shall carry professional liability insurance in an amount not less than $3,000,000.
172
COLLIER COUNTY FLORIDA INSURANCE REQUIREMENTS
(Continued)
In
'..1
l6.
Contractor shall insure that all sub-consultants comply with the same insurance requirements that
he is required to meet. The same Contractor shall provide County with certificates of insurance
meeting the required insurance provisions.
l7.
Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for
Commercial General Liability where required.
l8.
Collier County Board of County Commissioners shall be named as the Certificate Holder. NOTE--
The "Certificate Holder" should read as follows:
Collier County
Board of County Commissioners
Naples, Florida
No County Division, Department, or individual name should appear on the Certificate. No other
format will be acceptable.
19.
Thirty (30) Days Cancellation Notice required.
l30.
The Certificate must state the Bid Number and Title.
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -------------------
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -------------------
BIDDERS AND INSURANCE AGENT STATEMENT:
We understand the insurance requirements ofthese specifications and that the evidence of insurability may be
required within five (5) days of the award of bid.
_Municipal Software Corporation
Bidder
Insurance Agency
Signature of Bidder
Signature of Bidder's Agent
The remainder of this page is intentionally iejt blank.
173
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.."" \kJ tl.,)
\,. A
Workers Compensation and Employers Liability Coverage
Municipal Software Corporation. through the Government ot Canada. holds unlimited liability tor
Worker's Compensation. Should you require turther details in how this complies with the WCB Standards
in Florida and proof that our account is in good standing. please contact Woody Jackson at
3.800.665.5647 ext 250.
174
Appendix E: Proposer's Checklist
THIS SHEET MUST BE SIGNED
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
Purchasing Department
PROPOSER CHECK LIST
IMP 0 R TAN T: Please read carefully, sign in the spaces indicated and return with your Proposal.
Proposer should check off each of the following items as the necessary action is completed:
_ 3.The Proposal has been signed.
_ 2.All information as requested in the Proposal Questionnaire is included.
_ 3.Any addenda have been signed and included.
_ 4.The mailing envelope has been addressed to:
Purchasing Director
Board of County Commissioners
Purchasing Building
3303 Tamiami Trail, East
Naples, Florida 34332
_ 5.The mailing envelope must be sealed and marked with Proposal Number, Proposal Title and Due Date.
_ 6.The Proposal will be mailed or delivered in time to be received no later than the specified due date and time.
(Otherwise Proposal cannot be considered.)
ALL COURIER-DELIVERED PROPOSALS MUST HAVE THE RFP NUMBER AND TITLE ON THE
OUTSIDE OF THE COURIER PACKET
Company Name
Signature and Title
Date
175
Appendix F: Proposer's Declaration Statement
10.J
DECLARATION STATEMENT
BOARD OF COUNTY COMMISSIONERS
Collier County Government Complex
Naples, Florida 34332
RE: RFP NO. 06-3962
Dear Commissioners:
The undersigned, as bidder/proposer (herein used in the masculine, singular, irrespective of actual gender and
number) declares that he is the only person interested in this proposal or in the contract to which this proposal
pertains, and that this proposal is made without connection or arrangement with any other person and this
proposal is in every respect fair and made in good faith, without collusion or fraud.
The proposer further declares that he has complied in every respect with all the Instructions to Proposers issued
prior to the opening of proposals, and that he has satisfied himself fully relative to all matters and conditions
with respect to the general condition of the contract to which the proposal pertains.
The proposer puts forth and agrees, if this proposal is accepted, to execute an appropriate Collier County
document for the purpose of establishing a formal contractual relationship between him, and Collier County, for
the performance of all requirements to which the proposal pertains.
The proposer states that the proposal is based upon the proposal documents listed by RFP 06-3962.
176
PROPOSAL CONTINUED
10 ~J
,
IN WITNESS WHEREOF, WE have hereunto subscribed our names on this _ day
of
, 2006 in the County of
, in the State of
Municipal Software Coroortation
Firm's Complete Legal Name
2043 Grove Street
(Address)
Denver. CO, 80233
(City, State, ZIP)
Phone No.
Fax No.
800-665-5647
250-475-6080
Check one of the following:
D Sole Proprietorship
xD Corporation or P.A. State of
CO
- -
D Limited Partnership
D General Partnership
By: lain McLean
Typed and Written Signature
Chief Executive Officer
Title
******************************************************************************************
**********
ADDITIONAL CONTACT INFORMATION
Send Payments To:
(REQUIRED ONLY if different from above)
Municipal Software Corporation
(Company Name used as Payee)
4464 Markham St. Suite 3308
(Address)
Victoria. BC Canada V8Z7X8
(City, State, ZIP)
Contact Name:
Mike Tardif
Phone No. _800-665-5647, Ext 265
Title: _Accounting Manager
FAX No. 250-475-6080
Email address:_mtardif@municipalsoftware.com
]77
Office Servicing Collier County Account!
Place OrderslRequest Supplies
(REQUIRED ONLY if different from above)
(Address)
(City, State, ZIP)
Contact Name:
Phone No.
Title:
FAX No.
Email address:
.!-.L,
"
'r'
V
178
Appendix G: Conflict of Interest Statement
10 J
Conflict of Interest Statement
1. Proposer shall provide a list of any businesses and/or organizations to whom the firm has any affiliation
or obligations within the past five (5) years; whether paid or donated, which could be construed by the
County as a conf1ict of interest.
2. Declaration of commitment not to pursue any private sector work within the limits of the County project
or directly affected by the County project until the County project is completed and accepted by the
County.
By signing below in the space provided, a principal of the firm certifies that the firm will comply fully with
item 2 if awarded a contract by the County.
lain McLean
Printed Name
Chief Executive Officer
Signature and Title of Principal
Date
The remainder of this page is intentionally left blank
179
Appendix H: Report Requirements
10 J
Collier County requires a variety of operational and management information to maximize the efficiency of its
operations. The below areas are indicative of the types ofreports envisioned. Collier County's expectation is
that normal print-outs and hard copy items such as permits, receipts, etc will be a pre-configured part of any
system procured, and not reports requiring additional customer configuration or set-up.
18) User Queries: Users should be able to query all standard key fields, and contain features including but not
limited to the following
a. Provide query and custom reporting capabilities without requiring a third party/vendor or the
purchase of any additional software programs/modules. The capability to save, share, and reuse
user-defined reports must be available.
CityView's searching capabilities are a core technology ot the CityView application. Searches
can be preconfigured and modified by a user or added by a user at any time. Search results
are displayed in an interactive window where a user can select any of the result records and the
form associated data entry form will adjust to display the selected data. Search results can also
be saved in a list for quick retrieval.
Should multiple searches be performed and saved. the user can choose results from both search
results and the data entry screens will show the data requested.
b. Provide a method for users to easily submit queries and export data results to external file
formats. System should be able to export data to the web or e-mail capabilities.
As noted above. searches are user modifiable. In addition. the search results can be printed
directly to a printer or exported to an Excel Worksheet. For web access. a search and a display
form can be deployed to a web site.
c. The system must include the functionality to import/export data between other Windows
applications (i.e. Microsoft Word, Excel, etc.). Should be able to use PowerPoint or any other
graphic capability for graphs and charts.
Search results can be directly exported to Microsoft Excel. Graphing capability is provided
through Excel and Export to Word is also supported through Excel.
d. The system must accommodate data search and retrieval on key fields, secondary fields, partial
fields, values, ranges, and dates.
Data searches are available on any field with a number of comparison methods for each data
type.
e. The capability to sort and search permits and land development by using various search criteria
like: complete or partial; permit number, issue date, application date, approved date, c.o.'d date,
owner, address, contractor, folio number and select multiple permits to toggle between them.
Using combinations of the search features listed above, the user can enter any of the search
criteria required. retrieve a data set and use that data set to locate any activity in the
database.
f. The system must provide the ability to generate outstanding code enforcement cases for each
field investigator's area.
180
Using combinations ot the search teatures listed above. a search can be saved that
automatically loads the outstanding cases based on the current user of the system. This list can
be exported or printed. The user can then use the search results to locate each of the cases in
the system and complete them as needed.
10
~
g. Reports should be able to use basic fimctions on appropriate fields, such as count, sum, etc.
Reports can use basic functions such as aggregate functions based on appropriate data.
Reports can also use scripted display elements that can assemble data from anywhere in the
database.
19) Management Reporting Tools: The system must be able to accommodate a variety of normal
management related reports as standard features, including but not limited to the following
h. Provide a mechanism for tracking staff time needed to process permit applications and land
development case/projects. Reports should include the ability to track:
1. Time by individual by day, week, month, YTD.
This is a customized report using standard CityView functionality.
J. Time by project # (AR#), for day, week, month, YTD, and project to date.
This is a customized report using standard CityView functionality.
k. Time by project by individuals for day, week, month, YTD, and project to date.
This is a customized report using standard CityView functionality.
I. Quality control: notification when a person's time does not total 40, project is missing dates, not
assigned, etc.
This is a customized report using standard CityView functionality.
m. Time not assignable is admin time: we need several classifications for admin such as admin
meetings (not preapp meetings), boardroom time, sick, personal, vacation, etc. Preapp meeting
time should be assigned to the project number. Admin time should be summarized for similar
period by individual and department. Need flexibility to add more categories.
This is a customized report using standard CityView functionality.
n. Need the ability to assign dollar rates to individuals for some job values can be totaled.
This is a customized report using standard CityView functionality.
o. Ability to perform cost analysis and performance measures by task or activity.
Customized report to be defined during data collection phase. If all required data is tracked in
the CityView database. then the report can be constructed.
p. System option to save standard queries as graphs.
System will save result data sets as Excel sheets to be displayed as graphs. This is to aid the user
in not having to use 2 possibly different graphing software packages.
181
q. The ability to summarize number of reviews that missed the stated review deadline and 1a&.J
companion information as to how many late reviews missed the deadline (by X number of days)
.,
This is a customized report using standard CityView tunctionality.
3) Additional Departmental Management Reports: The system should allow for the construction of a variety
of additional Departmental reports, including, but not limited to, the following
Buildinl! Review & Permittinl!
Duration by Permit Type with Various Views: Will measure by date in to date out, by all types of permits
(ex: BR2 = single family home) and for all key steps and types of reviews for each process (i.e. structural,
plumbing, electrical, etc.). Also be able to report this information by reviewer and by contractor. Also provide
exception reporting for those close to exceeding standard and those exceeding standard. Also be able to review
by reviewer or contractor. Publish to web to allow user to drill down and view data as desired. Required user
input includes date range, and ability to select any or all reviewers, steps, etc. Further calculate averages by
reviewer by type of permit and type of review. Show trend analysis in graphical format.
Report to be developed as interactive user interface on web with print out.
View All Activity for any Permit Application: Show in and out dates and by whom for all activities relating
to a particular permit application. Can search by application number, location of property, reviewer -- all
people on record.
Report to be developed as interactive user intertace on web with print out.
Applicant Experience: Show, by review type and review component, the average review times for each
applicant which includes one of the following: owner, contractor, or design professional. Be able to look at this
by user defined time period and user defined applicant, as well as report on all applicants by time period or
entire time period by applicant. Be able to sort by result (i.e. showing the lowest average first).
This will be built as 3 Report with a modifiable sort.
Report Reviewer Comments: Each time a reviewer completes their review for a functional component, have
an email generated to the contact person/applicant with the information. Include a disclaimer that resubmission
cannot occur until all comments from all reviews have been satisfied. Track and store both the sending of the
message and whether it has been read, for confirmation of receipt.
This is not a part ot CityView's report engine. However. it can be included as functionality in the system.
Red Flag Report: Show all cases that are close to the standards that have not been completed AND any cases
that are over the standard. Color code over standard in RED and close to standard in some other color that will
stand out. Will need to know the following information about each such case: date in to current review stage,
applicant name, property name (?), review number (3, 2, 3, and 4), reviewer's comments, if any, ...or maybe be
able to just list the cases here and link to the "view all activity for nay permit application" summary for a given
case.
This will be built as 3 Report.
Permit Status: Goal is to show an applicant where their permit is in the process. Basic idea is to show what
date of applications we are working on and a projection of the date we'll work on the one the applicant
submitted.
182
This will be built as 3 Report tiltered for application number.
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..
Permit Applications - All Types: Show number of permits applied for by month for fiscal years and create a
bar chart showing month by month comparison to past 5 years. Also show total YTD for all five years
This will be built as 3 report to show tabular data which can be an exported data set to MS Excel to create a
bar chart.
Permits Issued - All Types: Show number of permits issued by month for fiscal years and create a bar chart
showing month by month comparison to past 5 years. Also show total YTD for all five years
This will be built as 3 report filtered by year and month to show tabular dafa which can be an exported dafa set
to MS Excel to create a bar chart.
Permit Applications - Specific Types: Based on user input of permit application types, show number of
permits applied for by month for fiscal years and create a bar chart showing month by month comparison to past
5 years. Also show total YTD for all five years in a bar chart format comparing annual to YTD for each of the
past 5 years.
This will be built as 3 report filtered by year to show tabular data which can be an exported data set to MS
Excel to create a bar chart.
Permits Issued - Specific Types: Based on user input of permit applications types issued, show (3) number of
permits issued by month for fiscal years and create a bar chart showing month by month comparison to past 5
years. Also show (2) total YTD for all five years in a bar chart format comparing annual to YTD for each of the
past 5 years.
This will be built as 3 report filtered by year to show tabular data which can be an exported data set to MS
Excel to create a bar chart.
Permit Revenue: Show total revenue by month comparing it to same month in prior 5 years. Show on bar
chart. Also show YTD total and Annual total.
This will be built as 3 report filtered by year to show tabular data which can be an exported data set to MS
Excel to create a bar chart.
Buildinl!: InsDections
Building Inspections by Month: Show number of building inspections by month for fiscal years and create a
bar chart showing month by month comparison to past 5 years. Also show total YTD for all five years
This will be built as 2 reports. One report filtered per year and month; comparisons require mulfiple imports to be
printed. One report filtered for year range. Data sets to be exported to MS Excel to create the comparative
analysis.
Average Number ofInspections per Inspector by Month: Show average number of inspections per inspector
on a monthly basis comparing it to the same month in the prior 5 years
This will be built as 3 report filtered per year and month: comparisons require multiple imports to be printed.
Data sets to be exported to MS Excel to create the comparative analysis.
Inspections Revenue: Show total revenue by month comparing it to same month in prior 5 years. Show on bar
chart. Also show YTD total and Annual total. Also be able to show this by each of the four revenue types.
Also show the relationship between inspector and the % of cases charged fees, by type. Develop an average or
mean and eventually only report on those inspectors (by type) charging more or less than X outside the mean.
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This will be built as 3 report filtered per year and month: comparisons require multiple imports to be printed.
Data sets to be exported to MS Excel to create the comparative analysis.
Inspections Experience by Contractor: Report on the percentage of inspections passed, by contractor and
inspection type. lnclude re-inspections separately. Show average number of inspections by type by contractors
to obtain approval.
This will be built as 2 reports. One filtered by initial inspections and one filtered by re-inspections.
Code Enforcement
Benchmarks/Guidelines: lnitially, gather information that could be used for work assignment and general
workload indicators. Report on number of cases by type within geographical area and provide a ratio of how
many cases by type that is per number of inspectors assigned to that area (by specialty, if possible). Be able to
identify various date ranges and various types if desired. Also be able to id by geographic areas (not territories)
such as subdivision -- possibly hook up with GIS.
This will be built as 2 reports. One filtered by initial inspections and one filtered by re-inspections.
Inspections by Geographical Area: List all inspections by geographical area, by type and by date within type
(oldest first). Be able to specify date ranges and by status.
This will be built as 3 report filtered by date range.
Activity Count: Number of cases by geographic area, by unit and by inspector. Be able to specify date ranges,
status of desired cases and whether they are new inspections or re-inspections. Generally list by oldest case
first.
This will be built as3 report. filtered by date range and status.
Time Recording: Goal is to capture and be able to report upon travel and actual inspection times. Concept is
also to be able to relate this to work area and how far it is from place of origin for the day. Report on average
times by inspection type and by inspector. This will help identify overall capacity for inspectors/enforcers.
Need to be able to separate out evening teams from day teams.
This will be built as 3 report. filtered by date range and grouped by teams. There is some application
modification required to track all necessary data.
Response Time: Track response time by case number and compare it to requirement to 2 days of being
submitted. Provide totals, averages, by person, geographical area and type. Show those open more than 2 days.
This will be built as 3 report filtered by date range and grouped by teams. There is some application
modification required to track all necessary data.
Duration of Cases: 30/60/90: Report will show the case listings for cases open 30/60/90 days, by inspector
within team (same as geographical area). Cases with no activity within the last 45 days will be red flagged on
the report. For these cases print the Summary Page information from Hansen (special page with summary info
being developed).
This will be built as 3 reports. filtered by team.
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Service of Process: General concept is to assure all service of process steps are completed and within reqlD "1
timeframes. We will work backwards from the compliance or hearing date and provide an alert for the right
actions to occur by the required date.
This will be built as 3 report.
Impending Completion (32 days): Report all cases that have a comply-by date 32 days or less in the future.
Also track how many are missed by each inspector and what they are missing in an effort to improve training or
identify other issues that can be resolved.
This will be built as 2 reports.
Monitor by Representative: Customer Service: Concern is quality of information provided to inspector.
Sometimes the callers do not give much information, but there is an opportunity to improve the internal note
taking so as to optimize the time of the inspectors. Report will show the address and the description, by
customer service rep. The report will be on demand by the manager when desired.
This will be built as 3 report.
Date letter mailed vs. comply by date: Customer Service: Report on the date the letter was mailed vs. the
comply-by date. Show percentage that fall X days prior to comply by date and percentage that does not. Also
be able to review this information by customer service rep and aggregately.
This will be built as 3 report and requires some automation to be built.
Contractors Meeting Requirements: By contractor, measure time from initial request date to response due
date (whether responded or not), who was awarded, date assigned, due date for completion, date complete (and
report on whether they met their complete date). Also report time from receipt of bids to date decided. Also
craft report to show results over time so as to understand which contractors are most reliable. Be able to look at
this aggregately (for a time period) or by contractor, or by specific bid process.
This will be built as 2 reports: one showing contactor time measurements and one with contract award
summary.
Contractors Responsiveness: Report on whether contractors responded to bids. Show contractors contacted
vs. those who replied and over time show compliance as percentage replied to by due date.
This will be built as 3 report and requires some automation to be built.
Repeat Violators for Mowing Program: When the same owner is provided notice for weed only violations,
we want to know how many times thereafter they were found in violation since 7/3/2003. Show all dates of
violations. After 3 notices, trigger an invoice for the mowing. Develop report that shows those who have not
submitted payment by the due date.
This will be built as 2 reports; one showing all violation dates and one showing overdue payments. Requires
some automation to be built.
Letters Sent: Letter types: Bid out letter for contractors, Weed letter, Notice of violation, Invoice for weed,
litter, exotic removal, demolitions, rental registration, home inspections, Special Master . For each letter
type, CSR will note date in Hansen as to when it was sent [need to figure out how to require this input and need
report for those not input -- how will we decide it has not been input...], type of mailing (i.e. certified), show
those not mailed and the complete date has passed. For Weed letters the following is the process to report upon:
Date we received invoice from the contractor, date we sent it to property owner (compare these dates and report
on any over 5 days), then the date the money was received. Any not received within 30 days a lien should be
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triggered. Following; that if the money is not collected within 3 months, then the case is referred to the County
Attorney for collection. Report on the status of collected vs. assessed and status of compliance (i.e. is it in lien
status or County Atty referral status). Cases Closed/Transferred/Reterred: Report on number of cases closed by
CSR for desired time period and why - abated, untounded, forgiven, transferred, and referred (any others)?
This will be built as 2 reports and requires some automation to be built. ,," 0 1
Re-inspections: Report on re-inspections tor the same issue, by type of violation. Show all situations whA "-
this occurs for the time period identified, as well as a percentage of cases with re-inspections compared to all
cases during the same time period. Also develop report for true re-inspections versus monitoring/research
activity.
This will be built as 3 report.
Code violation not present when inspector appears (by type and area): Track cases where the inspector
reports the violation does not appear when he/she arrives to handle. Report by type of violation, geographical
location and also have the ability to report by inspector, if desired. Also show additional visits dates and times
and final date of closure and final disposition.
This will be built as 3 report.
Case Summary: Create chronological summary of case, be able to view or print by case number. Include
monitoring/research activity.
This will be built as 3 report.
Number of Complaints: By Area and Type, (from initial phone calls).
This will be built as 3 report.
Sweep Management (Results and Compliance): Goal is to provide a report showing the results of the sweep
(list violations by type and address) and also show assigned inspector and also show report of eventual
compliance (or not). Show report by the area swept with the number of cases by type generated, and the
number of investigators participating in sweep.
This will be built as 3 report, tiltered by area.
Thoroughness View: By property id, track the initial request or call and compare that to what the eventual
violations were. Show this by inspector within geographical area. Calculate a percentage of total calls that
became 2, 3, or more in relation to the total number of calls assigned. Do this by inspector, geographical area
and also aggregately. Also show an overall relationship between the number of calls with one violation and the
number of calls resulting in more than one violation.
This will be built as 2 reports: one detail and one aggregale.
Pro-Active Patrols: Report on the proactive patrols done by the inspectors, showing the type of violation,
totals, etc.
This will be built as 3 report.
Investigator Capacity: Overall stats for user defined period of time to include: # of assigned
cases/investigator, also # open/investigator, average number investigated or resolved/day by investigator and
aggregately. Be able to view by type of case and geographical region. Probably time frame tor report is a
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weekly basis. Need the capability to create user detined reports for this purpose -- clarify exact fields of data
needed.
10;
This will be built as 2 reports: one case type and one region.
Special Master/Code Enforcement Board Reporting: Show general statistics to include: # assigned to each
for given period, along with percentage of cases fond to have violations. Show amount of tine and compliance
date and report if not received. Goal is to review whether there is consistency between fine amounts and time to
respond by various types of violations. Also measure overall duration of cases from date sent to each entity
compared with date closed. Also wish to see cases send to the Special Master from other entities such as the
Sheriff or utilities.
This will require 4 reports: one aggregate. one fines. one duration and one referred.
PV AC: General Stats: To include: # of companies with CTO's annually by year - showing X number of years.
How many renew.
This will be built as 3 report.
PV AC: Company Level Reporting: # of vehicles inspected by company, # of drivers !D's we have by company
(also how many got is because of a violation), # of vehicles for hire that became companies and got certificate
to operate. Also id # of denials, voids, suspended and revoked approvals.
This will be built as 3 reports: one vehicle count and became companies. one drivers and violations and one
approvals
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Rental Registrations: General Stats: List all active registrations, including active date; showing by customer
service rep. Also report the number of inspections and how many need a repeat inspection and why. Show
report of # of units/registration, # of registrations cancelled within x period of time, $ for each registration
collected sorting out renewals from initial registrations, status type of registration (renewal, cancel, pending
[show # of days pending], issued), and # of cancelled registrations due to violations [show geographical area so
as to assign to correct investigator. 1 0 '. 1
This will require 3 reports: one showing active registrations. one showing inspections and one reflecting
cancellations due to violation.
Progressive Enforcement: Concept is to be able to track the level of enforcement being applied by various
investigators. For example, perhaps initially give verbal, then written, etc.
This will be built as 3 report.
Zoninl!
Complete Project Chronology: Goal is to be able to track every activity, easily, on any AR number. Starting
with completeness (yes, no), date letter sent, date additional info received, date complete, when routed, to
whom, what comments and when (and did it meet standard), letters with comments, date and what resubmitted,
second comments by whom, when resent out to applicant, etc. Show all of the dates, all of the actions.
This will be built as 3 report (based on view).
Reviewer Comments Information: Monthly report, sorted by reviewer and by application type showing all
comments made. Also need ability to just look at it by comment type within application type for analysis. Also
show by review number 3, 2, 3, 4, etc. Statistics such as percentage of cases with comments at first, second,
third, etc. reviews. Compare number of reviews with overall duration. Report on number or percentage of
NEW comments at reviews later than the first one. Categorize NEW comments after the first review by type.
This will be built as 2 reports: one showing comments and one percentage of comments.
Overall Project Status: By AR number show all active projects, their last activity date and action, and, if
pending for additional intormation, identify requirements. List in date order by oldest submission to most
current. User able to sort by project type or reviewer. Flag those over 270 days old and those "on hold by
petitioner". Also show all departments that have provided approval on project.
This will be built as 3 report.
Aging Report (270 days): Show all active cases, by date of last receipt of information. Show AR #, date
submitted, and flag those that are over 270 days.
This will be built as 3 report.
Performance Measures: Review Time Report. For user defined period, for user defined project type and for
user defined reviewer (could be all), create percentage of cases (by 3st, 2nd, 3rd, etc. review), where the
reviewer completed their review within the required 30 days. For those cases where the 30 days was not met,
report on the number of comments by comment type within application type by reviewer; indicating at what
review they occurred. Also allow for optional printing of all comments fitting in this category (over 30 days).
Also show this aggregately in a graphical representation.
This will be built as 3 reports: one time, one comment detail and one comment aggregate.
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Turnaround Statistics: Calculate average durations of reviews by reviewer and by type and by review cycle
(3, 2, 3, 4, etc.). Allow user defined time period and cumulative averages for the entire group. Show output
graphically.
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This will be built as 3 report which can be exported to MS Excel to create a bar chart.
Workload Assignment: List, by type, details for all active projects for each reviewer. Details include AR #,
date complete, current status/step. Sort by oldest complete date first.
This will be built as 3 report.
Checklist Printing (with status marks and notes): Create the ability to print a checklist at any stage
including some or all of it filled in. Select by AR # and _?
This will be built as 3 report.
Productivity Measures: Show how many new, active and closed cases by reviewer (also sort by type within
reviewer) for the user defined time period. Show total number of cases active and closed/reviewer (by type) for
a user defined time period and the average for all.
This will be built as 3 report.
Pre-App Meeting Follow Up: Track the number of projects that actually materialize after a pre-app meeting is
held, and also identify the average duration between the pre-app meeting and the initial project submission date.
Report on this for a user defined period. Also report those that are still open after 9 months from the pre-app
date. Show AR #, Project name, pre-app meeting date, submission date.
This will be built as 3 report.
Land Use Petition Tracking: Track major dates for these cases to include: date submitted, date sufficient, date
all reviews complete, date to Planning Commission, date to BOCC, final approval date. Allow user to define
period for report and status of case (open or closed). Also allow ability to run report as to when cases went to
the hearing process step.
This will be built as 3 report.
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Appendix I: Land Use and Permitting System Pre-Production Testing Specifications
While not part of the scoring criteria tor vendor selection, any chosen system will need to complete a pre-
production testing regime to include, but not limited to, the following:
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Comprehensive for all Modules
The application must be based on a modular design with user access through a single executable
represented by a single icon residing on the clients' desktop. Collier County requires that the new system
support all of the land development, management, permitting, and codes enforcement operations including,
but not limited to, the following summarized items:
I. Any vendor responding to this RFP should have a broad base of customers in the United States. The
vendor also must have experience in the State of Florida and be able to comply with all Florida laws
pertaining to land development, code entorcement and permitting.
Municipal Software has approximately 340 clients in the United States. Our Florida clients include City
of Miami. City of Marathon, City of St. Augustine, City of Lauderdale Lakes, City of New Smyrna Beach,
Broward County. St Lucie County, Town of Miami Lakes, and Islamorada.
2. The application must be based on a modular design with user access through a single executable
represented by a single icon residing on the clients' desktop. Systems that require end-users to exit one
module to execute and start-up another will be deemed unresponsive to this requirement.
The CityView desktop client application is the entry point for access to the system. Any ofher
applications required will be launched automatically through CityView should the core business process
require another application.
Test: Application will be launched and user will logon. User will attempt to navigate to and
access each module without launching the application a second time.
3. The system design must be categorized by functional work groups, which include Addressing/Property,
Cash Management, Permits, Inspections, Contractor Licensing, Building and Plan Review, Development
Review, Codes Enforcement, Administration. The look and feel must be the same across all modules.
CityView meets these requirements.
4. The application's GUI must be configurable by county staff independent of the vendor to keep up with
changing business requirements.
All core business rules can be configured using mainfenance screens within the user interface.
Additional customization can be added using the CityView scripting language.
Test: The administrator o/the application will attempt to reconfigllre the Admin module intel/ace
hy adding a newfield and relocating an existingfield to change the workflow.
5. The application must also provide open APls so that third parties can add external web applications
and/or transactions.
CityView provides a Web Service API that allows any application to access data and perform business
functions inherent in the CityView system. Please note: user and role security is persistant through this
interface.
Test: An internal programmer will create a web page that accesses the applications database.
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6. The application's human interface must be similar to the staffs daily business routines. (Example;
familiar terminology used for field identifiers, related information groupings, and display of 1<110 I
intormation pertinent to the record-type) . I J.'J
There will be occurrences where CityView will provide a richer experience than the existing application.
All efforts will be taken to replicate an intuitive business flow that minimizes training time and user
learning curves. Comparing a new application to a legacy one will usually yield differences. If selected
for further review, we would welcome the ability to display the similarities but also showcase the
improvements CityView offers.
Test: The application's interface will be compared to the existing application to verify that the
new application follows current CD&ES business rules.
7. All modules must use one centralized database. Modules must be capable of viewing data from other
modules (i.e., the planning or permit module must be capable of displaying data from inspection module
as it relates to individual project/case).
CityView meets these criteria. Please note that user security can be modified to allow users to view or
not view other system data.
Test: A test project, permit and a code case will be created for a single parcel. Users in each
department will then open their re~pective item and check to see if they can view the information
createdfor the other departments.
8. The system shall minimize the amount of keyboard use and enforce data input consistency by providing
lookup tables, drop menus, and pick lists to permit the completion of most activities with a few
keystrokes.
Drop down lists are available and readily added to an application as the system evolves. A spell
check is included for fields that are flagged as having possible misspelled values.
Test: For every field that has standard information and tables there should be a drop down or
pick list for each field. The user should not be able to enter new data into those fields. In fields
where comments are input need error checking for incorrect data entry and spell checking, i.e.
punctuations that negatively impact the data base should not be allowed. We will deliberately
input misspelled words, known punctuation problems in sequel, and abbreviations in those fields
for errors.
9. The system must be designed with sufficient editing, coding, and validation routines to guarantee that
data entry errors are avoided.
CityView meets this requirement. Addifional validation can be added as required by sysfem
administrators using the scripting environments.
Test: In each module in every field that allows user input, users will deliberately enter incorrect
data.
10. The system shall provide a method to ensure that only one user can update a record being accessed by
two or more users. The system must provide the ability to audit and track who made entries in those
records.
CityView uses standard record locking when a user is editing a record. An audit trail of data changes is
also recorded.
Test: Two users in each department will open the same project, permit, action order, etc. and try
to modify them simultaneously.
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II. The system must provide 'unlimited' space for inputting reviews, notes, and comments in a format that
is searchable. 1 0 ~J
CityView allows unlimited records and adequate memo field length. Between these two features.
there is no limit to the data provided. The CityView search criteria is flexible enough to search every
data capturing feature provided.
Test: In each module users will input text (the amount to be determined) into a field in each
module. Users will then attempt to search for key words and phrases.
12. The system shall include a hypertext-based online help capability that automatically displays detailed
help dependent on the location of user's active cursor.
CityView provides a contextual dynamic help system that can be referenced as needed. The dynamic
help system will display the current help text related to the element with focus on the screen. System
administrators can modify this data to customize for users as your staff becomes more familiar with the
system.
Municipal Software also offers a online user collaboration system where users can contribute articles, ask
questions and share ideas with other CityView jurisdictions throughout the world. This is an excellent
resource to help train users and effectively use the CityView tools.
Test: Users in each department will click on the Help button on the application's toolbar, open
the Help topics and search through them to compare the contents of the online help against the
vendor provided user manuals for each module.
13. The project/case presentation shall be designed to allow the multi-directional scrolling through the
screen loads without requiring re-entry of the same project/case.
CityView meets this requirement.
Test: Users will verify that in each module they access that scrollbars are present and
functional.
14. The system must include historical logs, and audit trails for all fee/fines collection and reimbursement,
and project/permit/case activity.
Saving data removes the ability to roll back changes. We recommend backing up the database at
regular intervals and restricting security permissions so only qualified staff have the ability to change
data.
Test: Screen shots of a newly created test permit will be made and saved to a network drive.
Users will then make changes to the permit. They will save the changes and close the permit.
They will reopen the permit and then attempt to view the permit status as it existed prior to them
making changes.
15. Established maintenance routines and procedures must be included with the delivered Land Use and
Permitting Management System.
Maintenance includes Backup procedures. A number of options are possible and can be discussed
with IT staff. Municipal Software will provide all information necessary to meet client requirements
however it is within the client's best interest to implement methods accepted by the IT department.
Test: I. T. personnel will review the submitted documentation. They will then proceed to follow
the documentation to perform all maintenance routine and procedures.
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16. The setup and configuration of the system shall be coordinated with and approved by the County's
Information Technology Director. The County will guarantee that any County supplied equipment (e.g.,
network, computers, printers, tile server) will meet or exceed the requirements as specified by the
Vendor in their response to this RFP.
This is also a requirement from Municipal Software.
Test: All implementation sclledules and related documents will be submitted to the J. T. Director
for their approval. No hardware will be purchased until the vendor, Collier County J. T. staff and
the representatives from Community ,Development agree on the hardware and software tllat will
be purcllased.
17. The proposed version of the software offered shall have been in use in other facilities for not less than
six months. Initial, beta, or pending issue (first generation) software will not be evaluated.
The application will be delivered on the current release version at the time of development. Criteria for
release versions of CityView meet the above stated requirement. The client will be required to sign off
on the complete functionality of the system before it is moved into production capacity.
Municipal Software provides free updates to all users as part of the Annual Software Maintenance
agreement. This allows for continual upgrade of platform technology to enhance the user interface
experience as well as resolve documented problems that surtace trom time to time.
Test: Proof that the vendor is meeting this requirement will be verified by contacting the
references that they are required to furnisll in the "Vendor Question" section of the RFP.
18. The Vendor shall provide current release/version software at the time of system acceptance by the
County. The Vendor shall contact the County whenever new releases become available. All new
releases shall be provided at no additional cost as long as the warranty or the maintenance agreement has
been continuous.
This is provided as part of the Annual Software Maintenance agreement.
Test: Proof that the vendor is meeting this requirement will be verified by contacting the
references tllat they are required to furnish in the "Vendor Question" section of the RFP.
19. The delivered Land Use and Permitting Management System must allow future expansion or
modifications with minimal disruption to the production system.
CityView Application Builder satisfies this requirement.
Test: Proof tllat the vendor is meeting this requirement will be verified by contacting the
references that tlley are required to furnish in tile "Vendor Question" section of the RFP.
20. The system design must include integration between addressing, development review, plan review,
building permitting, building inspection, code entorcement, cash management and payment history;
thereby allowing the ability to research the status of a parcel by owner, address, or section, township,
range across all functional areas.
CityView meets this requirement. Any specific nuances can be captured and addressed as part of the
requirements gathering phase.
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Test: A test project, permit and a code case will be created for a single parcel. Users in each
department will then open their respective item and check to see if they can view the information
,
created for the other departments ., 0 '- i
21. The system must promote the ability to review and communicate the current s'ktus of
project/permits/cases across the divisions from the individual desktops.
CityView meets this requirement. Any specific nuances can be captured and addressed as part of the
requirements gathering phase.
Test: Test projects/permits/code cases will be created on the same parcel. Users will open their
respective modules to see if they can view the current status of each of the other items created.
22. The system must have the ability to associate the geographical location (section, township, and range)
with each land development project, building permit, and Code Enforcement case. The overall design
must be seated as a land-base system.
CityView meets this requirement. Any specific nuances can be captured and addressed as part of the
requirements gathering phase.
Test: Users of each module will enter township, section, and range information into each of the
test projects/permitslcode cases they create. Users will then attempt to find the geographic
locations of the test items they created through a GIS interface using township, section, and
range as their search criteria.
23. The system design must enforce the County's regulatory procedures for both non-residential and
residential structures. Regulatory rules must be enforced from land project development through final
inspection and the life cycle of code enforcement cases.
CityView meets this requirement. Any specific nuances can be captured and addressed as part of the
requirements gathering phase.
Test: Users will verify the capability to simultaneously review infrastructures and building
permits to completion by creating and running both simultaneously in the system.
24. The system generated unique numbering scheme must consist of a method to readily identify whether
the record is a land development project, building permit, inspection, or code compliance case. For each
unique number that the system generates, the user must be able to generate a transaction receipt.
CityView meets this requirement. Any specific nuances can be captured and addressed as part of the
requirements gathering phase.
Test: Multiple test projects/permits/code cases will be created to verify that each one receives a
unique number for each group generated by the system.
25. The system must include the ability to associate all monies collected with the County's general ledger
accounting codes. An automated FTP and transactional Interface with Clerk of Courts finance system,
SAP, daily for three cash locations is required. The system must be able to add additional cash locations.
CityView meets this requirement. Any specific nuances can be captured and addressed as part of the
requirements gathering phase.
Test: Using the test database, a payment slip will be generated on permit that was created
previously for testing. The system administrator will create a new cashiering station and the
Cash Management department will complete the transaction. Reports will be run to verify that
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the monies collected where credited to the proper accounts. This process will be repeated several
times. Transactions on that cashiering station will be balanced and reconciled by the supervisor
of the department. The file transfer for Finance will be compiled and sent.
10
1
26. The application should be able to confirm that the daily interface with the SAP FTP site was successful.
CityView meets this requirement. Any specific nuances can be captured and addressed as part of the
requirements gathering phase.
Test: See testfor 25.
Addressing
The system will integrate with Collier County's ESRI-based GIS. At a minimum the system will need to
support ESRI relates and joins to associate system attributes to corresponding spatial records. The system
must support not only ESRI-centric applications based on system data, but the ability to integrate ESRI
maps into the system interface.
CityView meets this requirement as described.
Code Enforcement
This feature should be separate and distinct, as it relates to statistical reports, from the Code Case tracking
system. An initial complaint must be assigned a unique system generated number. Information should
include:
1. Initial Complaint:
.
Who reported: statI patrol or citizen?
How reported: written, phone, or in person.
Street address (this includes the function of automatically populating additional fields to
include subdivision name and number, Section, Township and Range.
Complainant contact number.
Complaint type designation, incorporating a due date based on predetermined priorities.
System generated Investigator assignments according to predetermined zones.
Ability to close the initial complaint, with comments and photographs. Also allow for
data tracking of same, to include, property owner, type of complaint, who reported, area
reported, disposition and assigned investigator.
Each violation case must be automatically associated with previous and current cases for
the same address number.
.
.
.
.
.
.
.
CityView meets these requirements with minor customization.
2. The Initial Complaint can be converted to an actual Code Case and in doing so the following would be
req uired:
.
Initial Complaint number converts to a unique system generated number tor tracking.
Data collected in the Initial phase populates the Code Case.
.
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.
A "letter module", with templates of regularly used letters, notices etc. is required. When
these are accessed and associated with a code case then they should populate w~
required intormation. ,
A drop down table that lists sections of the LDC as well as standard language fort d'
alone Ordinances.
.
CityView meets these requirements with minor customization.
Test: A test complaint will be created. The user who creates the compliant will verify that they
can input the following information into the system and that any information that the system
automatically populates is correct for the address of the complaint:
3. Code Case:
.
Who reported the complaint, staff patrol or citizen
How the complaint was reported: written, phone, or in person
Street address (this includes verifying that the system automatically populates the
subdivision name and number, Section, Township and Range tields.
Complainant contact number.
Complaint type designation, incorporating a duc datc bascd on predetermined prioritics.
The system gencrated Investigator assigmnents according to predetermined zones.
Verify the violation case is automatically associatcd with previous and current cases for
the same address number.
Close thc initial complaint aftcr inputting comments and loading digital photographs
.
.
.
.
.
.
.
A Code Case must track all actions performed by allowing for entry of field notes including date and time of
action. This area should have unlimited capacity for the user to input comments.
.
With each action (site visit, phone conversation, research) the ability to schedule the next
site visit, by date, is required.
A "flagging" system, tied into the otTIcial address number, is required to call attention to
other users of the system that a Code Case is in progress.
Digital photographs are to be downloaded and attached to the case allowing for written
descriptions. Must also be printable. Provide a method tor inputting, storing, and
retrieving digital images Gpg files) taken at the code violation site. The system must
associate the image file(s) with the specific case.
The ability to assign "levels" to a Code Case i.e.: warning, NOV, citation (field for
citation #) and disposition tracking i.e.; invoice, paid, civil judgment, fine, CEB, lien or
satisfaction of lien etc.
Ability to create and print letters, requests tor Bid from approved contractors, Notice Of
Violation and invoices. This feature should populate required information from the data
system.
Track registered mail receipts and date sealed bids were received, as well as their bid
amount.
Ability to scan documents into respective Code Case and allow for searches of
documents.
Ability to incorporate GIS technology into Code Case.
Ability to generate a payment slips for cashiering.
.
.
.
.
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.
.
CityView meets requirements. Bid Requests requires customization however it can be
implemented as per customer requirements.
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Test: The previously created complaint will be upgraded to a Code Case and the user will
attempt to:
.
Schedule site visits.
Escalate the level of the case.
Download digital photographs for that case
Create letters (the uscr will attempt to email and print the letters) create notices of
violations.
Create requests filr bids.
Scan documents from the case and attach them to the case.
Gcncrate a payment slip
Verify that the system is tracking registered mail receipts; the date sealed bids were
received, as well as their bid amount.
10,J
.
.
.
.
.
.
.
4. Abatement:
When a Case requires that abatement action be taken by the County then the following would be required:
. A field for contractor assignment, date when job is to be completed, and the date job was
actually completed is required.
. Printable invoice to owner.
. Predetermined tee schedule.
. Automatic tickler on invoices based on due date (this should be a modifiable field to
allow for payment schedules). This "due date" would trigger the next phase of the case
(Executive Summary, Notice of Legal Assessment and Lien) requires a field for
recording Official 3.5 Book and Page ofrecorded documents.
. Upon compliance the system should generate and Affidavit to be executed by the
Investigator witnessing the abatement.
. Ability to generate a payment slips for cashiering.
CityView can satisfy this requirement with minor customization.
Test: After tile bids are created in the test for #3, Code Case, the inspector will sign the case off
as complete, and an invoice for the owner will be prillted using the predetermined fee schedule.
Due dates will be checked to make sure they are created and automatically escalated the case to
the next phase. An entry into the Official 3.5 Book and Page of recorded documents will be
input, and the inspector will verify that an Affidavit and a payment slip were created.
5. Code Enforcement Board:
In the event a Code Case progresses to the CEB level the following would be required:
. A unique system generated number should be assigned.
. Board Action should be recorded in the same manner as a site visit.
. There should be a tield to differentiate between "Fines Assessed" and "Operational
Costs", also a field to notate a reduction or waiver of fines.
. Reporting capabilities of each field are required.
. Several fields are required to document Official Book and Page of recorded document
and their types.
This functionality is possible with minor changes to the existing Code Enforcement PreBuilt
Application.
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Test: The test case will be escalated to the CEB level and the following will be verified:
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. A unique number for the case was generated and assigned automatically.
. Separate fields tor 'Fines Assessed', 'Operational Costs', and 'Waiver of Fines' exist.
. 'Fields for Official Book and Page' exist.
. A payment slip for cashiering can be generated.
6. PV AC and Rental Registration Programs
. The ability to support existing web based applications
. Ability to generate payment slips for cashiering.
. The system needs to interface with Cold Fusion web-based and intranet applications
currently in use for the Rental Registration Program and Vehicle For Hire (VFH)
program.
Since Cold Fusion can use SOL Server as the backend. PCAC and Rental Registration program
systems can be directly imported or linked to and accessed through CityView. CityView data
entry forms and ad-hoc reporting can be used to access and report on the data in real time.
Please note: CityView otfers a number of flexible approaches to accessing this information. The
client will have the option of developing the Cold Fusion systems in CityView and deploying for
web access to avoid multiple platforms in order to promote consistent data management.
7. Wireless Laptop
Support for code enforcement field investigators is required. This includes issuing a Notice of Violation,
reviewing existing case information, and updating existing case information.
. The system must provide the ability tor the tield inspectors to synchronize their daily
remote activity with the master database.
. Procedures must be in place to transfer the code tield investigator's transaction files from
the laptop to the master database on a real time basis. Likewise, a transfer of the open
cases transaction set trom the master database to the laptop is needed.
CityView can accomplish this using a number of approaches.
. CityView disconnected mode. The CityView desktop client is able to save a subset of data
and allow the inspector to work throughout the day and reconnect to the network at
his/her convenience. This is the preferred method.
. SOL Server replication. Should a wireless network or low bandwidth cellular connection not
be possible. CityView can run with a replicated MSDE back end database. This will allow
full access to the data for any inspector at any time. Data is synchronized the next time
the inspector connects to the network.
. CityView Web Deployment. For instances where there is a consistent. city wide wireless
network, a number of CityView Web Pages will allow data entry right into the production
database from anywhere in the world via the internet.
The appropriate approach will be discussed with the client before implementation.
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Test: A Code Enforcement inspector will take a laptop out into the field to perform their daily
tasks. I 0 .J t
Permitting
"..
1. An easy method to allow users to change fees in tables must be provided.
CityView meets this requirement.
Test: We will go in and cllange a fee amount and/or the fee code, save changes tllen re-open to
make sure changes went into effect.
2. Provide analysis and reports needed to manage the land management and compliance related
operations in order to satisfy regulatory requirements and the public requests.
CityView meets this requirement with customization for report formatting and purpose.
Test: Run reports that tile vendor supplies and create custom reports. We will have key
persollnel make up requests for reports and submit them to departments to create and run
reports and return the data to tllemfor accuracy and quality control check.
3. The system must contain embedded mechanism for automatic case review assignment to the appropriate
reviewing divisions and the establishment of the review due date(s).
City View meets fhis requirement with configuration.
Test: We will load standard reviews into the permit record when created, user will check to make
sure the right reviews are loaded.
4. When creating multiple records, the ability to use existing data as a template for a new record must be
available allowing the system to populate the fields that contain the same data across the records rather
than manual entry of redundant data. For example, creating 20 address screens for a subdivision.
CityView meets this requirement with minor customization.
Test: Go ill and create multiple records based on 3 existing permit, the data will be saved, user
will log off go back in and make sure tile data is correct.
5. Provide mechanism for administrating all inspections related activIties (e.g., non- compliant, re-
inspection, conditional approval) for non-residential and residential land use.
CityView meets this requirement with minor customization.
Test: Permits already created will have the inspection types loaded; someone will set-up an
inspection through tile /VR (integrated voice response system), and each item will show failed.
Re-call in the inspection and show it passed. Need to make sure the system shows the correct
data when entered. Items that are non-compliant not a physical inspection but paperwork
lIeeded to be brougllt into the office (i.e. spot survey's, finish floor elevation's, tllreshold letters),
we will test to make sure these types of inspection codes cannot be done tllrough tile IVR.
6. Provide a method for inputting, storing, and retrieving digital images Gpg files) taken at the building
code violation site. The system must associate the image file(s) with the specific case.
CityView meets this requirement.
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Test: User will attempt to download a set of digital images into tile system, save tile images to the
correct permit file. The user will save close and reopen to retrieve the images, need to make
sure the images are sllowing correctly.
7. Capture all land development project/cases activity from application until certificate of occupancy. This
includes the addition of fees for utilities and solid waste pickup service. A CO cannot be issued until
those fees are calculated and added to the permit.
CityView meets this requirement.
Test: Create permit, follow through CO., the permit history will be checked to make sure all
data is correctly saved with all activity entered.
8. The system must include the ability to tie specialty permits to a parent permit.
CityView meets this requirement with minor cusfomization.
Test: Create specialty permit and Ilave a field in the data to show tile parent permit or master
permit. User will enter specialty permit and make sure tile main permit is tied to the specialty
permit. Need to verify tllat the workflow is correct, cannot issue CO. on master permit until all
related permits to that address are complete. Need capability to override with user security in
special circumstances.
9. The system must prevent the creation of more than one (duplicate) data record for the same
project/permit with the same address.
Customization required.
Test: System should not issue 2 Ilouse permits unless 3 has been canceled. User will enter
permit record in as single-family, then go back in and enter another permit for same use, system
sllould flag warning that a permit lias already been applied for alld sllow what tile status of the
permit currently is. If canceled tllen the system should allow re-entering in another one. Need
capability to override for special circumstances with user logon security.
10. The system must provide a means to create a "Master Permit" record to be used in the creation of
"Cookie Cutter" permits (multiple records of the same basic intormation). Creation of master permits
must be tied to logon authorization.
Customization required.
Test: Create master permit, use it to create individual cookie cutter permits. Enter data, save
and re-opell to make sure all data is correct.
II. The system must provide a means to inquire into the database against these "Cookie Cutter" permits
created from the "Master Permit".
CityView meets this requirement.
Test: Request report on all cookie cutter permits based on the activity on the master permit to see
how many sub-permits were created from the master permit.
12. Support the logical progression of non-residential and residential building permit and their associated
activities throughout the permitting cycle.
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CityView meets this requirement with minor customization.
10 J .'.~~ ,^'1
Test: Create permit andfollow through completion to certificate of occupancy.
13. The system must automatically expire permits after 6 months of inactivity on permit. (Inactivity =, no
inspections within 6 months, not issued within 6 months of approval date, no response to reviewers
comments within 6 months, incl. Environmental Health). When a permit expires the system must
automatically generate a message to be sent to the permit holder through the IVR and lor email.
CityView meets this requirement with customization.
Test: Create permit, give expiration date, and log off. User will change system date to show
expiration date. Then log on, test system to make sure system gives correct message that permit
has expired.
14. Provide fully functional wireless remote access for the Building Inspectors while in the field or be able
to interface with an existing third party wireless application written in Visual Basic. The ability to print
a paper inspection ticket based on selecting inspection code (i.e. structural, plumbing, and electrical),
inspection date and inspection number as a back up incase of wireless failure.
CityView meets this requirement but will require customization:
a. Web Interface Functionality Required.
b. Portable Printer Specification Required
c. Inspection Ticket Format Required.
Test: Inspectors will go in the field with their wireless laptops; they will download all inspections
assigned for that day. They will input all necessary information pertaining to that permit. Their
supervisors will check the permits to make sure the data is correct for that inspection. User will
test the paper report by selecting one or more of the three outlined criteria.
15, Laptop support tor building permit inspectors is required, This includes down loading inspections,
accessing historical data pertaining to the permit, real time inspection result updates, and reassignments
of inspections.
Inspection reassignments must occur when the laptops are still attached to the network through wire,
wireless or cellular connections. When the workloads have been assigned. inspectors can disconnect
and work with their assigned data sets for the day. Their data will be reintegrated upon their return and
reconnection to the network.
Test: Inspectors will go in the field with their wireless laptops; they will download all inspections
assigned for that day. They will input all necessary information pertaining to that permit. Their
supervisors will check the permits to make sure the data is correctfor that inspection.
16. The system must provide the ability for the field inspectors to synchronize their daily remote activity
with the master database.
CityView disconnected mode provides this functionality.
Test: Inspectors will go in the field with their wireless laptops; they will download all inspections
assigned for that day. They will input all necessary informatioll pertaining to that permit. The
inspectors will check to make sure all data is correct.
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17. The system must provide the ability to issue "Convenience Permits", consisting of a group of ten (3011 0
permits issued to one contractor for one (3) permit type, i.e. Shingle Roof Replacement, AI~
replacement, Siding replacement, Garage Door Installation. Each permit issued will have an "Inspection
Hold" status, until such time as the contractor returns the ticket to the Building Dept. with an address
and owner name, when the status will be manually changed.
Customization Required.
Test: User will create a group of 30 permits with one contractor and one permit type; verify that
all 30 permits have been issued with an inspection hold. User will enter an address record on 3 or
2 permits to make sure the inspection hold comes off for those 2 permits only the remaining 8
permits should still be on hold.
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Development Review
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I. The system must provide a means for managing and tracking sureties or bonds and warranties up to
three years from acceptance of a residential or non-residential development project.
CityView meets this requirement.
2. Applications are reviewed for land-use regulations compliance and the impact the development will
have on the County provided services. The concurrency determination focuses on the process required to
determine the provisions of adequate public facilities (water, sewer, solid waste, drainage, parks and
recreation, and transportation). Staff is dependent on County's geographic information and the
Concurrency Ordinance's methodology for deriving service levels consumption.
CityView meets this requirement.
3. The roadway impact of the application development is analyzed using traffic counts and capacity levels
tor the transportation links/sections levels surrounding development project. Modeling the increased
traffic usage (trips), using a predetermined formula, may be used by the staff to analyze the impact.
Customization Required. Traffic count import or remote data entry and report required.
4. The staff studies potable water, wastewater, solid waste, and parks service availability for the
application area. The maximum capacity, current demands, reserved units, and vested demands for
County facility providing the service are used to analyze the impact of adding projected demands the
applicant's development would impose.
Customization Required. Data collection required to design system
5. The analysis results are retained until all reviews are final and the application is approved or denied.
Approved applications require the shifting of reserved units of service to vested units and the release of
a certificate of concurrency. Applications that are being withdrawn require the release of the reserved
units of services.
Customization Required. Data collection required to design system
6. Cross-referencing is critical to finding all submittals for a site. A method to establish a link between a
Master Project and its subsequent related subprojects, any and all aliases, or f.k.a.'s, a.k.a.. or other
name changes or reincarnations of that project and its subprojects must be part of any system.
Customization Required. Data collection required to design system
Test: User will create master project, multiple sub-projects with aliases, save, reopen and attempt
to locate project by sub-project #, name, alias, address, or property ID #.
7. Capability to input and retain planning analysis, engineering, transportation, landscaping, architectural,
historical, tire prevention, utility, addressing, stormwater and other necessary project reviews and the results of
those reviews throughout all phases of the land-use development process from rezone of the original parcel to
partitioning of the rezoned parcel for development to final development plans and building permits.
CityView meets requirements. Some minor customization may be required.
Test: User will create project, enter in review comments of various department, save, reopen and
make sure data is correct.
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8. A means for inputting and maintaining County provided services associated with land development.
These services include transportation, parks and recreation, solid waste, water, fire, EMS, and jails. Th1 0 J
system shall provide functionality such as: !
. Input of available units of service at a segment level for each service.
. Embedded algorithms for maintaining available, allocated, reserved, and expended
service unit levels.
Customization Required. Data collection required to design system
9. The system shall have the ability to associate the specific park, fire, EMS, jails, water, solid waste,
sewage collection, treatment and disposal providing facility and roadway links given the project/case
geographical location.
Customization Required. Data collection required to design system
10. A mechanism for maintaining mining operations applications, reviews, and annual progress reports is
needed.
. The system must provide templates of standard letters and forms. When accessed,
information will populate into required tields. Also, must have ability to work with GIS
to create mailing list for property owner notification letters within a specified amount, i.e.
500 feet of designated property.
Customization Required. Data collection required to design system
Test: User will open up project, pull up letters and forms and verify that information populated
illto document and is accurate.
. The system must have the ability to retain an historical record of all review comments
from all previous and current reviews. Ability to retain every re-submittal review.
Customization Required. Data collection required to design system
Test: User will create a project, complete several reviews with comments, go back in for a re-
submittal review, complete reviews, close, open record and verify that review comments from first
review have been retained.
. The system must automatically schedule required hearing dates, however must allow staff
the ability to change the dates when necessary.
Minor Customization Required. Data collection required to design system
Test: User will create a project that requires multiple public hearings; complete reviews, close
record, reopen, and verify that hearing dates were scheduled accurately.
.
The system must have ability to incorporate existing fee schedule into maintenance tables
to assign appropriate fees.
CityView meets these requirements.
Test: User will create fee and test in creating a petition request to make sure it calculates
correctly.
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When applied for all permits must have CO holds for Utility Conveyance automatically ~
placed on the permits if applicable. 10 J
Customization Required.
.
. CO holds should be able to be released one at a time or all at one time without having to
individually access each permits number.
Customization Required.
Cash Management
1. Capture payment and billing information and display escrow account balances in real-time. Allow the
various forms of payment methods, including cash, escrow deduction, check, waivers/deferrals, IGC
transfers, and credit cards (for express permits only).
. Users must be able to calculate impact and permit fees in different areas of the review
process, and create payment slips to present to the cashiering staff. Payment methods
include checks, cash, and transfers for IGCs, DCAs, and COAs.
CityView meets requirement with minor configuration.
. Credit cards will be accepted for a select group of express permits only and all Rental
Registrations. Cashiers must be able to generate a receipt, the permit and an inspection
card.
CityView meets requirement with customization.
. Payment slips: All fee entries that generate a payment slip are required to provide user's
name per line item. Changes to payment slip are required to give last user's name on
payment slip.
CityView meets requirement with minor customization.
. Official Receipts: Official Receipt will have TWO names: the users that entered fees to
create payment slips or invoices, and the cashier that processed receipt. This requirement
is necessary to record and track all users that enter, change, delete or modify payment
slips. Usernames and password security will be required to allow only authorized staff to
perform these functions.
CityView meets requirement with minor customization.
2. The system must include the ability to associate all monies collected with the County's general ledger
accounting codes. Cashiers must be able to create a transaction report to balance their cash drawer. Next
the supervisor must be able to complete the daily closing reports, create the GL Extract file, balance the
days work and send the GL Extract file through an automated FTP and transactional Interface with Clerk
of Courts finance system, SAP. This process is required daily for three cash locations. The system must
be able to add additional cash locations.
CityView meets requirement with minor customization.
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3. The application should be able to confirm that the daily interface with the SAP FTP site was -
successful. ' 1 0 ~
CityView meets requirement with customization. System interface will need to be reviewed for most
reliable method of checking process status.
4. Ability to monitor refunds and partial refunds, utilizing status of receipts. Comment area tor description
and detail.
CityView meets requirement with minor customization.
5. Ability to run reports for status of receipts (transactions) for refunds.
CityView meets requirement with minor customization.
6. Reporting capabilities to include:
. Daily Transaction Report, for each cashier, totals for cash, checks, grand transactions
totals and Number of transactions per cashier per day report. (see example report
CDPR3303)
. Payment Summary by Fee Codes. (See example report CDPR3304)
. General Ledger Account Report (AKA) General Ledger Fee Summary Report (see
example report CDPR3306)
. Maintenance tables must be access restricted by password. The system must provide the
ability for users to add, edit, activate, deactivate, and delete (to achieve) all fee codes,
access details such as associated dollar amounts for fee codes, GL accounts, fee types,
and status in the system. Provide the following information: last update date, last user
name, previous update, and previous user update. Provide reporting capability similar to
the current system reports that sort by fee code G L Account.
. Reports from maintenance tables for Cash Management.
. Fee Code Reports (Ability to sort by fee code or General Ledger Accounts).
. Fee calculation capabilities must be provided by the system tor assessing and collecting
the County's non-residential and residential land development. A sample ofthe fee types
include; development request, impact, permit, certiticates, licensing, report generation,
surcharges, utilities related charges, late fees and fines.
. Integration with many peripherals including credit card processing, cash drawers, check
verification using system generated unique numbers for control purposes, and others.
CityView meets requirement with minor customization.
Test: Using a payment slip gellerated in Permitting, capture payment and billing information and
display escrow account balances in real-time. Show tile various forms of paymellt methods,
including cash, escrow deduction, check, waivers/deferrals, IGC transfers, and credit cards (for
express permits only). Associate all monies collected witll the County's general ledger accounting
codes. Sllow that refunds and partial refunds can be done and monitored, utilizing status of
receipts. Run a status reportfor receipts (transactions)for refllnds. Complete a Daily Transaction
Report,for two cashiers, sllow individual totals by cashier (using names or numbers), grand totals
by casll locations, for all totals for cash, checks, grand transactions totals and number of
transactions per cashier per day report. Demonstrate the ability to integrate with many
peripherals including credit card processing, cash drawers, check verification using system
generated unique numbers for control purposes, and others.
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Contractor Licensing
I. System supplied support for contractor and sub-contractor licensing information and monitoring.
Provide capability to scan paper documents into the Contractor's record.
User will be required to link the scanned document to the contractor licensing record. This is all done
using the CityView interface.
Test: User will input all data pertaining to the contractor's personal record and busilless record,
including comments and authorized people. User will scan document and check to see documents
scanned correctly. User will log off and log back on to make sure all data is correct.
2. System provided tracking of licensed and unlicensed contractor citations.
Contractor records will have a Status field to distinguish between Valid and Invalid license issuances. A
report can summarize these as needed. Citations for invalid issuances will require system customization
but is possible as per customer specification.
Test: User will need capability to keep track of unlicensed contractors without license #'s issued
and licensed contractors. Need to show citation #, Ilame of person who citation was issued to,
address where activity was performed, issued date of citation, $ amoullt due, then date and dollar
amount paid or if licensed, license # of contractor. If citation issued to a licensed contractor then
note citation information on license record. User should be able to accept partial payments
showing a balance due. Need to be able to print a report montllly with all criteria.
3. Provide links to any documented unlicensed activity by property or permit.
Since all activities on a parcel have a list of associated contacts, the system will be able to display all
activities a licensed or unlicensed contractor has been or is involved with where that contractor has
been identified as being related to that activity.
Test: User will enter data in the address record of any unlicensed activity, which sllould link to
any citations issued to a particular person's name or address of violation in tile Contractor
licensing system if found.
4. The ability to capture and maintain contractor complaints.
Customization required however this can be added as per client requirement.
Test: User will input comments for any complaints pertaining to licensed contractors. System
should show indication that there are comments on the record.
5. When a contractor's license is put on hold or inactive the system should automatically generate a
message to be sent to the contractor through the IVR and lor email.
Customization required however this can be added as per client requirement.
Test: User will put tile contractor status on hold or inactive, test the IVR to make sure the
message is correct. User will also test the e-mail to make sure the message is generated.
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10
6. The system must be able to create annual contractor license renewal forms by class code, status,
expiration date and alpha by last name for mailing. The system should be able to calculate the number of
renewals for all contractor class codes and verify that all have been printed. System should be able to
print an individual renewal without having to run the entire job. Reminder notices should be able to
print those that did not renew by using date criteria and class code. Renewal forms should be accessible
to change by user. The renewal process should be able to be run by the users without the help of LT.
personnel.
Current renewal process requires a month and year combination. Durations, Penalties. Fees and other
notification information is configured using a data entry table. Customization required for single print
renewal however this can be added as per client requirement.
Test: User will enter in by status, class code, expiration date, system should automatically print
alpha by last name. User will make changes to forms to reflect current dates and wording if
necessary. User will need the ability to print by class codes, status, and expiration date. User will
print an individual renewal license wit/tout running the entire batch. User will test reminder
notices by selecting date criteria (which should print alpha by last name).
Administration
The system shall include multi-leveled security that can be maintained by the County's system
administrator. The technical training provided by the Vendor is to address the security schemes and their
continued maintenance by the system administrator. System security shall encompass the following
expectations:
2. The application must allow the system administrator to create user names, passwords, groups, and rights.
The administrator must be able to edit a users access rights by reassigning users to groups or adding or
deleting additional rights to users based business requirements.
City View security provides the following
a. User specific restrictions to data elements. interface functionality and data entry / reporting
screens.
b. Role based restrictions to data elements, interface functionality and data entry / reporting
screens.
c. Integration with LDAP and Active Directory for auto login and user access.
Test: The application administrator will create multiple accounts with read only rights to full
admin rights in the Admin module. The corresponding groups, rights and passwords for each will
also be created. Each account will be tested to make sure that it has access to the files permitted
and only can perform the functions permitted by the administrator.
3. Access privileges to the system functions and data manipulation must be based on user logon
authorization.
See Above
Test: see previous test criteria ahove.
4. The system must contine access based on user privileges, promote unlimited group user rights
classitications detinitions, and enforce server to field level security.
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CityView allows unlimited Users and Roles. Every user must have some kind of security defined.
10 J
Test: see previous test criteria above.
5. Enable authorized staff to modify various tables and fields to adapt quickly to changes in business
rules/operations across all functional areas (e.g., fees, penalty assessment, committees, reviews, due
dates). Allow the Administrator to reconfigure the application GUI either through the modules or the
database and configure tables, screens, reports, and data exports without Vendor involvement.
A number of intuitive maintenance screens will be provided. These will affect configurable
functionality throughout the system. For more complex modification requirements, a secure scripting
interface is available as part of the CityView core functionality. Only permitted users will have access
to the scripting language as defined by the Client.
Users not authorized to change any of the functional areas can have restricted database access for
mOdifying that data. The user interface for moditying these areas can be removed from the users
accessibility. In short, users who are not able to edit the data will be prevented from modifying at the
table and field level and will not be presented with a user interface to make the changes.
Test: For each module a person will be assigned and trained to be able to make modifications to
the module. In a test database they will change the workflow, fields and modify tables to verify the
application has the ability to be modified. Next a user will log in to the application and test each
module by inputting data and saving it to verify that the module stillfuflctiofls.
6. Provide a method to regulate logon/work group authorization to add or modify the physical address
fields of all project/permit records. Other system users will have display only capabilities.
Configured through security interface.
Test: See item # 5.
7. User logon must grant authorization tor maintenance of master tables containing County specific codes,
street names, subdivision name, and so forth.
User login is constrained by configured user security. Individual user security and role definition are
persistant in every aspect of the system.
Test: Refer to item 2 and 5.
GIS System Interface
I. The system will integrate with the Collier County's GIS software application to provide maps from a
central database. The system must give staff direct access to view geographic representations of all land
use, zoning, and infrastructure information associated with a parcel, permit, inspection, or plan reviews.
CityView currently uses MapObjects to display mapping details and perform spatial queries on mapping
data. This data is accessed through SDE or shapefiles and loaded into the CityView mapping intertace.
Staff members can use the mapping tools provided in CityView to access tabular data through the
mapping interface.
2. Provide the capability of relating to the geographic elements of the database(s) maintained by a GIS
system. This system will provide users with the capability of seeing either tabular or graphic data
information utilizing the most recent version of Arc Map by ESRI.
Any GIS feature can be associated to a series of records in CityView by defining map relationships.
When a relationship is created between a map layer and a tabular City View form these objects
209
become linked in data only. Selecting a new GIS object will update the data on the data entry ifrn I
to display that object just as changing the data on a data entry form using a search will displayJ,1W V
corresponding polygon in the map window.
3. The system shall have the ability to do all functions of Geocoding as outlined by Collier County as it
relates to GIS and this new system. It shall also have the capability to do address matching and editing.
Further information on Geocoding required. CityView will not replace current GIS administration
applications. CityView will offer a convenient intertace for leveraging mapping interface throughout
the CityView business process.
4. The system will integrate with Collier County's ESRI-based GIS. At a minimum the system will need
to support ESRI relates and joins to associate system attributes to corresponding spatial records. The
system must support not only ESRI-centric applications based on system data, but the ability to integrate
ESRI maps into the system interface.
CityView meets these criteria.
Test: The ability of the system to interface with GIS will be tested by accessing GIS maps and data
in each core module.
Electronic Document Imaging
I. The users should be able to scan, import, export and view standard image formats that relate to a project,
permit or code case application from inside the module's GUI and transparent to the user.
Any file accessible by UNC or mapped drives through the operating system can be associated to any
database activity. These files can be created using the file type's native technology.
2. Provide interoperability with the following standard image formats: BMP, GIF, JPG/JPEG, PDF, PNG
and TIF/TIFF.
For BMP. GIF, JPG files, a preview can be displayed directly on the CityView form. Any other file formats
will be accessed through the operating system's default viewing application for that file type.
3. Provide access to data from any TWAIN compliant image peripheral using the high-level TWAIN API.
TWAIN image peripherals include desktop & workgroup scanners, hand scanners, digital cameras,
image databases, frame grabbers or any other raster image source that complies to the TWAIN protocol
and API.
CityView will open any document associated with a database record using the default application
associated to that file type in the operating system. For BMP, GIF, JPG files, a preview can be displayed
directly on the CityView form.
Test: In each module purchased users who are working with the test permits, projects and code
cases, the users will attempt to opell scanned documents attached to those test accounts and view
the documents
Internet Application Interface
I. The system shall have the ability to provide blank Permit Applications and Inspection Request forms for
completion via the Internet.
Functionality provided as part of a web interface. This functionality is also provided using a smart clienf
via the internet. The smart client Is a much more concise user experience. This is the preferred method.
210
2. Pr~v~~e real-time, direct access via the Internet to Collier County's permit and land managem1",
actIvItIes \ '
CityView can be accessed through a web interface or a downloadable smart client application from
any IP based network (internet included).
3. Citizens and businesses must be able to apply and pay for permits or app requests, schedule inspections,
check the status of an app request, permit, inspection, or print an approved permit directly from the
Internet, 24 X 7.
A customized business process can be deployed to the web or accessed via the smart client
interface.
Test: A user will log onto the counties Internet site and query the site to retrieve data on the test
permits, projects and code cases. The returned data will be checked against the same query run
against the client/server application
Interactive Voice Response
I. Proposed system must support a minimum of 8 analog phone lines.
Partnership with IVR Vendor required. CityView can intertace with a variety of IVR systems. However.
Selectron is our preferred vendor for ease of integration.
2. Changes requested through the Integrated Voice Response (IVR) system must be immediately reflected
when a permit, case or project is accessed.
IVR vendor's system will have a direct link into the CityView data and business rules. Any changes
made are on the production data.
3. The voice-activated system must notify the requestor if a contractor is not valid and notify a caller if
there is a Certificate of Occupancy' hold' on a permit.
IVR System will be customized to recognize business rules & constraints configured in CifyView.
4. The proposer's database must include tie Ids to store addresses, phone numbers, email addresses and fax
numbers.
Database tables and fields can be customized to facilitate any data requirements.
5. System must generate and send canned fax and email messages with permit inspection results as soon as
the permit record is updated
CityView automation can send an email based on an event and send a printed page to a local fax
printer. Another option for this is the faxback capabilities of the partnered IVR vendor.
6. Speech Recognition that allows the IVR system to recognize human speech in addition to telephone
touch tones.
IVR vendor functionality to be confirmed when vendor chosen.
7. Allow contractors who hold licenses in Collier County to check the status of information such as:
. License expiration date
. Renewal amount
. Payment information
211
. Any penalty fees that are owed
. Check to see when renewal mailings will occur
10,1
Custom interface to contractor licensing can be configured by Proposer.
8. Provide a menu option for the IVR system to:
. Direct callers to the staff voice mailboxes by the voice mail box number if known, or
spell out a portion of the desired statr s name.
. Prompt the caller to enter a call-back number and the IVR system will page the staff
member and display the call back number.
IVR vendor functionality to be confirmed when vendor chosen.
9. IVR system must:
. Generate an audio file for system prompts and responses, so the jurisdiction does not
have to record voice segments.
. Dynamically generate responses for street names as they are read directly from the host
database, while menu prompts are defined and stored during the call flow design.
IVR vendor functionality to be confirmed when vendor chosen.
Test: Using one of the test permit numbers, a user will check the status of a permit and attempt to
schedule an inspection.
Financial Management System
I. Collier County employs SAP as their financial management system (FMS).
A direct link into the SAP system is possible, however a specification ot the data elements fo be added
will be required from the client based on their SAP implementation.
2. All monetary transactions generated with in the Land Use and Permitting application must interface with
SAP.
The preferred method of integrating with any financial GL system is via a flat file. CityView would
export the data in a required format and the file would be reviewed by the necessary individuals and
imported into the financial system. A direct link into the SAP system is possible, however a specification
of the data elements to be added will be required from the client based on their SAP implementation.
3. Every Monday through Friday the system must produce an electronic transaction text files from three
separate cashiering locations.
Scheduled export tasks are standard functionality using CityView or SQL Server SSIS systems.
4. The existing system sends the file to SAP via an FTP connection through a secure tirewall that requires
a user name and password to the SAP system.
CityView can replicate this functionality.
5. Collier County preters that the interface process with SAP be as automated as possible with limited or
no user intervention.
Municipal Software agrees however it is always a good idea for a subject matter expert to review the
process results whenever a financial system is involved with any integration process.
212
6. Once that transaction is completed the system will be required to send the user a contirmation that tit 0
interface was successful. l
CityView can notify any number of individuals as required.
Test: The SAP system will automatically send conformation of a successful file transfer. Files will
be transferred for each of the three cash collection locations.
213
Appendix J: Non-Proposer Response
t
NON-PROPOSER'S RESPONSE
For purposes of facilitating your firm's response to our invitation for the RFP, we are interested in ascertaining
reasons for prospective proposer's failure to respond to this invitation.
rfyour firm is not responding to this RFP, please indicate the reason(s) by checking any appropriate item(s)
listed below and return this form to:
Attention: Michael F. Hauer, CPPO, CPPB
Purchasing Acquisitions Manager
Collier County BOCC, Purchasing Department
3303 Tamiami Trail East, Bldg. G
Naples, FL 34332
(239) 774-8965
(239) 530-6699 - Fax
MikeHauerlalcolliergov.net
We are not responding to this RFP for the following reason(s):
o Services requested not available through our company.
o Our firm could not meet specifications.
o Specifications not clearly understood or applicable (too vague, rigid, etc.)
o Project too small.
o Insufficient time allowed for preparation of response.
o Incorrect address used. Please correct mailing address:
Other reason(s):
Name of Firm
Mailing Address
City, State, Zip:
By:
Signature of Representative
214
Appendix K - Third Party Vendor Letter
Data
Transfer
@Solutions
Data Transfer Solutions, LLC
1.1.1 33033 Founders Square
Orlando, FL 32828
Tefephone: (407) 382-5222
FAX: (407) 382-5420
March 16, 2007
Woody,
Data Transfer Solutions (DTS) is pleased and excited to be included as a subconsultant on your team
for the RFP #06-3962 - "New Divisional Software System - Community Development and
Environmental Services project. DTS has proven Asset Management implementation experience
with Collier County and believes that Municipal Sofware's CityView product-line will be a perfect fit
for the County. DTS will provide:
. Business process and data mapping into City View;
. Data conversion into CityView; and
. SAP, EDI, and related 3rd party integration with CityView as required.
We look forward to working with you on this exciting project.
Sincerely,
Allen lbaugh, AICP
Chief Executive Officer
Data Transfer Solutions, LLC
33033 Founders Square
Orlando, FL 32828
(407)-382-5222 phone
(407)-382-5420 fax
(407)-383-4937 cell
aibaugh@edats.com
215
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Appendix L - Functional Requirements Document
Example
ClientXYZ
Functional Requirements Definition Document
Mobile ABC Application
Version 1.0
File is included on the CD
pmpcrty intormatron ! permits & rnspecllons! illannrng I code errforcernenl
busIness li({~ns;nq I cd:.ihienng I app1ication buildm
216
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Appendix M
Hardware Requirements
CityView is built using .NET technology. Depending on organization size and business process
complexity, an upgrade to current CityView server hardware may be required.
2 CITYVIEW DESKTOP
Windows PC with I GHz clock speed recommended
512 megabytes (MB) of RAM or higher recommended
200 megabytes (MB) of available hard disk space
Windows XP recommended
Additional Information: This is the recommendation for the average CitvView Desktop user. A power user
may require a better machine where as a clerk working with a single binder would be able to use a
lesser machine.
3 APPLICATION SERVER
Windows PC with 20Hz Xeon processor recommended
2 Gigabytes (GB) of RAM or higher recommended
30 megabytes (MB) of available hard disk space
Windows 2003 or Win 2000 Server
Addifionallnformafion: For the end users using CitvView Desktop, the perforrnance of the Application
Server will affect them since it is the main link between the user and the database. All form data and all
report generation is done by the Application Server. For customers using the web interface/client as
their main interface into CitvView, the Application Server will not affect performance.
4 MANAGEMENT SERVER
Windows PC with 2GHz Xeon processor recommended
2 Gigabytes (GB) of RAM or higher recommended
30 megabytes (MB) of available hard disk space
Windows 2003 or Win 2000 Server
Additional Information: The performance ot the Management server will not affect end users other than
at authentication time. The performance of the Management Server will typically just affect
deployment, design, admin etc. For customers using the web interface/client as their main interface
into CitvView, the Management Server will not affect performance.
ReviSion 1.0
Page I of219
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,
5 WEB SERVER
Windows PC with 2GHz Xeon processor recommended
2 Gigabytes (GB) of RAM or higher recommended
30 megabytes (MB) of available hard disk space
Windows 2003 or Win 2000 Server
Addifionallnformafion: CitvView Web Server is based on the older CitvView S.x Server and for clients
whose present server performance is acceptable, no upgrade will be needed for this machine when
they upgrade to 9.0.
6 CITYVIEW MANAGER
Windows PC with I GHz clock speed recommended
512 megabytes (MB) of RAM or higher recommended
200 megabytes (MB) of available hard disk space
Windows XP recommended
Addifionallnformation: The CitvView Manager will be used to configure CitvView servers and set
scheduled tasks. Administrators will also use CitvView Manager for more intensive tasks such as Miaration
and editing the CitvView system tables directly.
7 APPLICATION BUILDER
Windows PC with I GHz clock speed recommended
512 megabytes (MB) of RAM or higher recommended
200 megabytes (MB) of available hard disk space
Windows XP recommended
Additional Information: The Application Builder will be used predominantly for creating forms, reports.
searches. expressions and the rest of your application. Administrators will also use Application Builder for
more intensive tasks such as deploying binders and expressions and changing database design.
8 ALTERNATIVES
Windows PC with 3GHz Xeon processor recommended
2-3 Gigabytes (GB) of RAM or higher recommended
300 megabytes (MB) of available hard disk space
Windows 2003 or Win 2000 Server
Additional Information: All 3 CitvView servers and all 3 clients can be housed on a single machine. This is
only recommended if the machine is capable of handling the entire CitvView environment or if the
environment is small enough to not need many server resources.
Revision 1.0
Page 2 of219
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9 OTHER ENVIRONMENTS
Municipal Software recommends Administrators have up to four (Production, Development, Test,
Training) CitvView environments installed depending on how extensively the entire CitvView
environment is used. At a minimum an Administrator should have a second CitvView environment for
developing and improving their application and to test the their changes and any new CitvView builds
they apply to their environment.
It is a best practice to put the other environment(s) on a server other than the one housing the
Production CitvView environment. The additional environments can all run on the same machine or in
VMWare or Microsoft's Virtual Server 2005 software.
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1
ConsulTech
~
CONSTRUCTION PROGRESS MEETING MINUTES
SANTA BARBARA BOULEVARD
PROJECT No. 62081
WEEKLY PROGRESS MEETING # 06
Date: March 13,2007
Time: 1:30PM
Location: Consul-Tech, 319 Airport Rd, N, Naples
I. Introductions and approval of the minutes for Progress Meeting #5 held on March 6, 2007.
Tim Woodrum opened the meeting and introductions by the members were made. The minutes for
Progress Meeting # 5 were approved with minor changes reviewed with the members.
II. Public Information:
o No Change.
III. Utilities:
o EMBARQ - Gilbert said they have started the relocation on Radio Road. Gilbert said they need
some clearing and grubbing at Sta. 296 to Sta. 297+30 on the north side of Radio Road.
Gustafson said they will comply within the next 2 days.
o TECO - Randy said TECO is still on schedule. Randy introduced Bob Kearns as the new
contact person for TECO for this project. TECO asked Astaldi and FPL if they could move the
8"gas line over about 10' at the Canal Bridge. Both Astaldi and FPL said they had no problem
with that request. Randy provided 2 sets of location plans, one for Santa Barbara Boulevard and
the other tor Radio Road. Randy mentioned they need 3 inlets survey staked at the north side of
Santa Barbara Boulevard at German Woods. Also on the north side of the bridge at the C/L of
construction there are benchmarks which he cannot read the elevations. Nick will get the
benchmark elevation and stake out the inlets to Randy.
o Comcastrrime Warner - Mark said they will be off the pole at 55 Terrace by next week. They
are still waiting on the fiber for Radio Road.
o FPL - Andy said he will try to move up the schedule to coordinate with Gustafson at 55th
Terrace. FPL will be trimming the trees overhanging in the R/W. Nick mentioned two poles
not shown on the FPL plans that exist on the project. One is an existing wooden pole at the SE
lof3
10 .
~
I .,
..:!o, _
corner of Radio Road and Santa Barbara Boulevard. The other is an existing strain pole for the
signal at Calusa Park Elementary School. Andy to look into relocating them.
o FGUA - No Representative was present. This item is ongoing. A meeting is scheduled for
Thursday March 15th with FGUA, Collier County, and Consul-Tech.
o Collier County Utility - Fred Sexton said the County utility work on the force mains and water
mains started yesterday and will continue for two weeks. Fred will locate the valves. Work at
the crossings on Radio Road will be done at night. Fred was asked for a list of emergency
contact numbers which he provided at the meeting.
IV. Maintenance of Traffic:
MOT Weeklv Report - The MOT report was submitted by Astaldi.
V. Safety:
Larry Burke (CEI Inspector) had some concerns to bring to the meeting. Advance warning signs
being left up on site overnight and once on the weekend. Lights on the barrier walls and barrels are
not working. Both of these issues Nick said he was aware of and has addressed these concerns to his
crews, lights have been corrected and are working per Nick.
VI. Environmental Reports:
Environmental Report - Astaldi submitted the environmental report.
VII. Two Week Look Ahead! Controlling Items of Work: - Astaldi submitted.
03/12/07 - 03/25/07
o Temporary Base & Asphalt (Lane Closure Needed) - Santa Barbara Boulevard median trom
Davis Boulevard to Star Grass. Santa Barbara Boulevard RT side from 27th Court SW to
Star Grass. Radio Road at Santa Barbara Boulevard intersection and Golden Gate Parkway
median 1000' east and west of Santa Barbara Boulevard.
o Erosion Control Installation - Santa Barbara Boulevard and Radio Road.
o Temporary Barrier Wall Installation (Lane Closure Needed) - Santa Barbara Boulevard RT
and L T from Davis to German Woods.
o Pile Driving - Golden Gate Canal Bridge
o Clearing and Grubbing - Santa Barbara Boulevard north of Golden Gate Parkway.
VIII. Schedule:
Project Schedule review meeting scheduled for tomorrow at 2:00PM.
IX. Shop Drawings: - No new shop drawings submitted.
20f3
x.
RFI'S:
The RFI'S were reviewed and updated. See attached.
10 J
XI. Submittals:
Plan revisions for north of Copper Leaf west side work to be deleted.
XII. Old Business:
o Highway Safety's Package - Night work
o Permit for 1-75 - Due this week
XIII. New Business:
Nick said there is a Collier County Fire Hydrant at the Southeast Corner of Santa Barbara
Boulevard and Radio Road not shown on the plans. RFI will be forth coming for relocation.
Fiber Optic Box - Owner School Board. - This box is located at Golden Gate Parkway and Santa
Barbara Boulevard. Astaldi will be relocating the box temporarily. John will coordinate with the
School Board for the tinallocation.
The requested signalization meeting is to be held next Tuesday after the weekly progress meeting.
XIV. Adjournment:
XV. Attendees:
Name Initial ComDanv Phone No. Cell No.
John Rowell X Consul-Tech 239-643-5132 239-340-0032
Tim Woodrum X Consul-Tech 239-643-5132 239-707-7097
Beverlv Morlev X Consul-Tech 239-643-5132 NtA
Tad Pluc X Collier County 239-213-5823 239-253-2885
Felipe Porro Astaldi Construction 239-793-4829 954-914-2503
Nick Revnolds X Astaldi Construction 954-325-59B9
Robbie Ruhmann X Gustafson Const. 239-437 -2039 438-0941
Joe Coccia X Gustafson Const. 239-438-1261
Ron Dillard X Collier County P.U.E.D 239-530-5338 239-877-8278
Andy Whitley X FPL 239-353-6046 239-404-2079
Mike OuiQlev FGUA 407-312-0632
Randv Smith X TECO 239-707-8669
Gilbert Collazo X EMBARO 218-94BO
Mark Cook X ComcastfTime Warner 239-432-1805 239-707-3998
Paul Bahizi X ComcastfTime Warner 239-455-5755 239-225-3076
Steve Ritter Collier Countv 239-659-5799 239-253-1154
Wayne Hartt Wilson Miller 239-649-4040 410-4656
Rhonda CumminQs Collier County 239-774-8941
F red Sexton X Collier Countv 239-877-8288
Tonv Gaffoli X Collier County
Larrv Burke X Consul-Tech 239-633-9362
Rob Lee X Gustafson Const. 239-494-2821
Bob Kearns X TECO 707-8667
Progress Meeting # 06: Tuesday March 13,2007 @ 1:30 PM.
30f3
~ COLLIER COUNTY GOVERNMENT
PURCHASING DEPARTMENT 3301 TAMIAMI TRAIL EAST
ADMINISTRATIVE SERVICES"oT\ilsION PURCHASING BUILDING "G"
NAPLES, FLORIDA 34112
(239) 774-8407
FAX (239) 530-6699
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www.colliergov.net
ADDENDUM
DATE: April 28, 2006
TO: Interested Proposers
FROM: Michael F. Hauer, CPPO, CPPB
Purchasing Acquisitions Administration Manager
SUBJECT: Addendum # 1 - Proposal #06-3962, "New Divisional Software System -
Community Development and Environmental Services"
Addendum #1 covers the following change for the above-referenced RFP:
Change: Page 2, Legal Notice, Change the receiving date from May 12, 2006 to
May 26, 2006. The receiving time remains 3:00 P.M. Naples local time.
For your information, the written questions submitted, along with the official answers are
attached,
If you require additional information please call me at 239/774-8965 or bye-mail at
M ikeHauer@.Collierqov.net
cc: Denny Baker, CDES
ANSWERS TO VENDOR QUESTIONS RELATIVE TO RFP # 06-3962 _1 0
NEW DIVISIONAL SOFTWARE FOR THE COMMUNITY
DEVELOPMENT AND ENVIRONMENTAL SERVICES DIVISION
APRIL 28. 2006
1
,]
Vendor #1
1. Would the County provide a breakdown of the total system users based on their job functions, i.e. number of
front counter staff, number of reviewers, number of clerical staff, number of cashiers, number of inspectors, ete
that make up the identified system users?
Answer: See organizational chart,
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1'.:1',",'
''',I'','
OROCH<\RT. pdf
2. Would the County please provide a list of documents and correspondence (Notifications, Requests for Further
Information, Violation Notices, Permits Cards, Invoices. Receipts, etc) usually produced during the application
process that will be required for this project?
Answer: Please see accompanying email with a zip file containing this infonnation.
In order for the recipient to open this file. they need to rename the ZIP file extension back to .zip. This is done
by right clicking on the file, selecting rename. and then inserting the lerter z back into the file name.
3. Should the County staff be trained in report writing so they can produce all necessary reports or should the
vendor perform the report set up for all reports included in a list of required reports?
Answer: The vendor should expect to set up all reports included in the list of required reports. The county
reserves the right to have a small number (less than ten) of select employees trained in report writing.
4. How are inspections currently scheduled?
. By a clerical staff person based on customer call in?
. By Interactive Voice Response (lVR) requests?
. By inspectors themselves while in the field"
. Over the web?
Answer: All of the above with the IVR system generating approximately 1,000 inspections requests per day.
The web generates another 300 requests and the clerical staff and inspectors generate approximately 100
requests per day. Engineering Services Department customers call in their inspections requests to the field
inspector.
5. Do County inspectors issue notices in the field?
Answer: Code Enforcement and Building Inspectors yes, all other no.
6. What are the County Web Server Standards (J2EE, .NET, etc) for Internet applications?
Answer: .NET versions 1.0 and 2.0 for the County's Intranet, while the County's Internet site has been
contracted out and is now a hosted solution.
7. What is the county's current web technology?
Answer: Microsoft llS6 running on MS Server 2003 Enterprise Addition SPI.
2
8. How many years of data are to be converted into the new system?
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'~l
Answer: Approximately nine (9) years.
9. What is the expected volume of conversion, and file layout?
Answer: The main applications database is approximately 15 gigabytes; however it may be reduced by 30%
after cleansing. The status of the Access databases and Excel spreadsheets is unknown at this time.
10. Would the County take responsibility to convert data from Excel. Access or other data sources as part of the
project?
Answer: No, however the amount of data conversion from these other data sources is not significant.
11. The County has stated that the proposed system must interface to the County's ESRI Database. Does the
County want to use an existing viewer or is there any interest in a new integrated viewer?
Answer: Collier County will use whatever is easiest to integrate with the selected vendor's software as long as
the functionality is comparable.
12. What is the unique identifier used to track parcels in the GIS"
Answer: Object lD, Folio Number, ParcellD, or X. Y. coordinates.
13. Regarding wireless access for permit inspections, has the county tested the bandwidth in regards to Wireless
signals" What is the average bandwidth?
Answer: No, we have not tested the bandwidth.
14. Who is the wireless source provider working with the County?
Answer: Cingular
15. Regarding the online transactions, what is the current status of electronic online credit card transaction?
. Is it available today?
. Which banks and clearance companies are used?
. Is there a limit to the payment amounts that can be taken by credit card?
Answer: Credit card services are available for express permits only. At this moment,
iTransact is used for payment transaction services. According to the agreement there is no
limit on the amount that can be taken by credit card. Per Clerk's Finance Department, 5/3rd
Bank will be used for future transactions.
16. Currently, is there more than one department/adding creating property records, for example GIS, Planning,
Building etc.?
Answer: Address and subdivision records are maintained by CDES, parcel information is maintained by the
Property Appraiser's Office.
17. What departments are authorized to update existing property records?
Answer: The Property Appraiser updates his own records and CDES also updates the property records.
18. For the Web public interface, does the County prefer to self-host the application? Ifnot would external hosting
services be acceptable?
Answer: We are open to both solutions.
3
19. Does the County currently synchronize GIS parcels with an external system for property records mainte~nQ J i
and creation? If yes, what is the current system in use?
Answer: The Property Appraiser's office maintains the parcel information. We receive a weekly update from
the Property Appraiser to synchronize their GIS database records with ours.
20. Where do planners currently keep their schedule / calendar information: Outlook, Personal PDAs, ACT?
Answer: Outlook
21. How does the County currently handle the electronic submission of drawings including CAD format required to
apply for planning applications? If drawings are submitted on paper, does the County scan the drawings and if
so, which type of scanner is being used? Is this scanner ISIS compliant?
Answer: Currently the Land Development Code requires submission of CAD; however these files are not used
in any review process. The CAD files are kept by the GIS department.
In CDES' case documents are not scanned until they have been reviewed and approved by the departments
performing reviews.
Documents scanned or utilized by CDES may include, but are not limited to:
BUILDING DRAWINGS, DOCUMENTS, AND PERMITS
UTILITY RECORD DRA WINGS & DOCS
AS BUILTS & ACCEPTANCE PACKAGE
ENGINEERING PLAT BOOKS
COUNTY ROADS-ROW & UTILITIES
DRAINAGE PLANS
EXCA V A TlON PLANS
MASTER BUILD PLANS
PLANNING PETITIONS ALL TYPES
PUD-DRI APPLICATION
TRANS ENG CONST MGMT
PLANNING & ZONING DRAWINGS AND DOCUMENTS
Other county departments such as Public Utilities, Risk, Transportation, EMS, Purchasing and HR scan or
utilize scanned documents.
Documents are scanned into the document management system via applications including ApplicationXtender
and Wide Image.
Primary hardware used to scan include Cannon DR-2080c. DR-3080CII. DR-4580, DR-5020, DR-7580,
Crystal FSS 8010, FSS 8300 and Crystal TX 40P
Scanners are ISIS compliant.
22. If the drawings are available electronically, what electronic viewer is currently used? Does this viewer support
annotations, comments and version control?
Answer: See answer to #21 above.
23. What is the County's current capacity to store electronic documentations for planning applications? Are there
plans to manage growth in capacity to meet future needs?
Answer: Server total in Gigabytes:
Total:
Used
Available
698.9
188.4
510.5
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24.
Does the County currently track historical information with respect to property merges and splits? I f so is1iO J
tracked both in the GIS system (historical parcels) and in a database?
Answer: See answer to # 19.
25. What Document Management system does the County use?
Answer: OTG Application Xtender and Web Xtender are currently used for document management, however,
that may change.
26. In Section V. Functionality the instructions read "This section is to be returned on the original forms provided
In no case shall the requirements be retyped or altered in any Wlry from those provided within....... Any
ranking from 1-3 will require vendor to give written explanation to how they wi/! meet our criteria, when they
will meet our criteria and any additional costs required to meet our criteria. /I We would like to respond in
landscape mode, and with no change to the requirements, insert a column to the right of the Requirements
column where we can include our explanation for rankings from 1-3, will this be acceptable to the County?
This will also allow us to comply with the requirement of one original, ]0 copies and a CD in Word format.
Answer: The above described change is acceptable.
27. About the County's current data sources, please elaborate on:
A. Number, List & type (MS-SQL. Oracle, Flat text file, Access, Excel, etc) of Data Sources that
need to be converted.
B. Number of records from each data source that need to be converted.
Answer A: MSSQL 2000 Access 2003 and Excel 2003
Answer B: The number of such records is unknown at this time because the number of records dependant on
the how much data cleansing is done.
28. Would the County assign one person to act as the application administrator for the duration
of the project and during production?
Answer: Yes
29. For product implementation / configuration / setup, to what degree will the County participate in Configuration
/ Data Setup or, does the County want ALL data set up to be done by the selected vendor?
Answer: The County will participate in configuration to a minimum degree. We expect the vendor to complete
the majority/maximum amount of the data set up
30. Is there an anticipated implementation time line for this project?
Answer: No, we expect the vendor to complete this task.
31. Does the County anticipate allowing access to agencies external to the County, i.e. the gas or
other utility company, to review plans without having direct access to the implemented
system?
Answer: No
32. How many inspectors require the Mobile Inspections Solution?
Answer: Approximately 70 to 100.
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33. Are there County standards for handheld technology (e.g. laptops, PDAs or tablets)?
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lI'Ii'lf'
Answer: Panasonic C-29 Toughbooks with touch screen capability running Windows XP SP2 and a Sierra
Wireless 775 AirCard using Edge GPRS and GSM.
34. Has funding been approved for this project? How much funding has been anticipated for this project? Ofthat,
how much is anticipated for hardware?
Answer: Funding has been approved for this project to what we believe to be a sufficient amount.
35. Has the County had software presentations related to this project within the last ]2 months?
If so, by which firm(s) and when?
Answer: With the start of this current software project, and the subsequent issuance of RFP 06- 3962, there
have been no software presentations. During 2005, as part of the prior CDES software project with a prior
vendor, a point in the project was reached where Collier County explored the possibility if there were, in
general, alternative vendors within the Community Development related software market. Those explorations
involved an informal conversation with one vendor, and site visits by staff to two other Florida counties using
systems provided by a second and third vendor. These contacts were general in nature, and simply provided
reassurance that there were multiple systems that other jurisdictions had deemed as acceptable. Once it became
apparent that our prior project would reach a conclusion, contacts with alternative vendors were terminated,
and this occurred several months prior to the issuance of RFP 06-3962.
36. Please provide other questions/answers submitted by any other firms.
Answer: All questions from all vendors received by AprilS, 2006 are herein included with
the County's answers.
37. Does the County require vendors to provide information about having faced or being
involved in legal action with a client or prospective client?
Answer: Yes
Vendor # 2
I. According to section VII. "System Cost Requirements", rrom pages 87 to 94, each page states that there is an
Excel spreadsheet embedded into the Word page. I have not been able to access these spreadsheets. Can the
actual Excel files be sent to the vendors, or would you prefer for the vendors to write in the answers to the
questions on these sheets?
Answer: Our apologies for not including the embedded spreadsheets. Please respond via
pages provided.
2. I am just ensuring that the Proof of Concept Section from page 96 to 104 will be used for
vendors that have been invited to demonstrate their software to the County.
Answer: Vendors who are on the shortlist will be required to follow the 'Proof of Concept'
script for the software demonstration.
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The "IT- Addressing Validation Proof of Concept" on page 105
County on the date the selected vendor is scheduled for their demo.
is to
be presented to 10 J
Answer: That is correct. The vendor will be required to give a solution to IT management on
the day their demo is scheduled.
Appendix I: Land Use and Permitting System Pre-Production Testing Specs. I understand
these items are to be used as the testing script prior to the release of a vendors (CDES)
application a Collier County.
Answer: Correct
3. How many inspectors will be using the wireless inspection Pocket PCs? Please provide a
number so we can give you an estimate on the hardware costs in the proposal. Also indicate
that you are using Sprint, Cingular or Verizon as your preferred carrier.
Answer: There currently 39 full time inspectors in the field, some days other qualified
employees may be out in the field to help with the workload. There is the expectation that the
number of inspectors will increase next year. We do not use Pocket PCs; we are using
Panasonic Toughbooks and are in the process of upgrading them to a model C-29 with a
Sierra 775 wireless card. Cingular is the wireless provider.
Vendor #3
I. The RFP references integration with Document Management software as well as SAP financials. What brand of
software is utilized for Document Management?
Answer: OTG Application Xtender and Web Xtender are currently used for document
management, however that may change.
2. The timeline references November 1, 2006 as the Project Implementation date. What is the desired "Go Live"
date?
Answer: Uncertain at this time. The date depends on vendor project implementation
schedule.
3. In 2003 when this project was initially bid and awarded to Hansen, the budget was around $1.3 million. Now
that the Hansen project has been tenninated, are vendors being required to fit within a "remaining budget" or has
the County approved funds to essentially start over on the project from a budget perspective?
Answer: We believe the county has appropriated sufficient funds to complete the project as
described in the RFP realizing that we are beginning a new project with a new vendor.
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Vendor #4
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1. Does Collier County have any requirements for a Project Manager for this project (i.e. must be on-site, special
PM certifications, etc.)
Answer: We do expect an experienced and competent project manager and sufficient staff to
be assigned full-time to this project. We realize that a constant presence on-site is not
mandatory for this project to be successful.
2. Will the County provide remote access for the duration of the Project?
Answer: Remote access using Cisco VPN software (current version in use is 4.6.00.0049)
can be arranged for the vendor that is selected. See page 83 of the RFP for details.
3. Can you please provide further explanation on the following technical requirement? Please explain the book of
permits in more detail.
I. "Capability of system to issue a book of 10 "convenience penoits" with no specific site address attached to
them until an inspection is requested by contractor, book of penoits are specific to one trade by valid
licensed contractor. (Valid trades limited to: AIC Replacement, Re-Roof & Siding)."
Answer: The "convenience permits" are intended to allow a streamlined process for
contractors who perform redundant work. They pre-pay for "convenience permit" books and
therefore do not need to apply for a permit prior to the work. The books are serialized for
accounting purposes and are issued a permit number when the contractor wants to use one of
the permits and notifies us when the work has been pertormed and is ready for inspection.
Currently we allow HV AC replacements, re-roofs and electrical service changes by
convenience permit. Five types of inspections are indexed to the permit types noted above:
Roof in Progress, Final Rooting, Final Building, Final Mechanical, and Final Electrical.
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