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HomeMy WebLinkAboutSuperion TRAKiT Milton GA 3-27-2018RFP Number: 18=C D02 HOME OF `TNt L5 t: `T k U A L I I yo CSF i_.IFE IP4 GEUI IA, i ` + ;b ESTAL LIS li ED 2006 (THIS IS NOT AN ORDER) RFP Title: Electronic Plan Review, Permitting & Inspections Software Due Date and Time: March 20, 2018 by 2:00 pm Local Time: EST Number of Pages: 53 ISSUING DEPARTMENT INFORMATION Issue Date: March 1, 2018 City of Community Milton Development Phone: 678-242-2500 Fax: 678-242-2499 2006 Heritage Walk Melton, Ga. 30004 Website: www.cityofmiltonga.us INSTRUCTIONS TO OFFERORS THE FOLLOWING Return Proposal to: Mark Face of Envelope/Package. RFP Number: 18=CD02 Offeror Name/Address: Name of Company or Firm City of g Honor 2006 Heritage Milton, Milton Motes Purchasing Office ' Walk Ga. 30004 Offeror Signatory: r� ons Special Instructions. p Deadline for Written Questions March 9 2018 Email � ' ai questions to Honor Motes at 1000 �;� , C�-i�� i honor. motes@c ityof miltonga. us IMPORTANT: SEE STANDARD TERMS AND CONDITIONS OFFERORS MUST COMPLETE THE FOLLOWING Offeror Name/Address: Authorized Offeror Signatory: r� 1000 �;� , C�-i�� i 17 �'.� ) r� Superion, LLC/print (Please p name and si in ink ) Offeror Phone Number: Offeror FAX Number: 800-727-8088 Offeror Federal I.D. Number: Offeror E-mail Address: Pro osals�Su 81-4692347 p p erion.com OFFERORS MUST RETURN THIS COVER SHEET WITH RFP RESPONSE 4 I RFP 18-CDo2 HOME OF I ME BES7 QUAL IT`( Or LITE ItJ GEORGIA' MI LTON'lt ESTABLISHED 2006 CITY OF MILTON DISCLOSURE FORM MUST BE RETURNED WITH PROPOSALS This form is for disclosure of campaign contributions and family member relations with City of Milton officials/employees. Please complete this form and return as part of your RFP package when it is submitted. Name of Offeror Superion, LLC Name and the official position of the Milton Official to whom the campaign contribution was made (Please use a separate form for each official to whom a contribution has been made in the past two (2) years.) List the dollar amount/value and description of each campaign contribution made over the past two (2) years by the Applicant/Opponent to the named Milton Official, Amount/Value Description N/A N/A N/A N/A N/A N/A Please list any family member that is currently (or has been employed within the last 12 months) by the City of Milton and your relation: N/A N/A N/A N/A 5 I RFP 18—CD02 HOME OF'THEElE5T QUALITY OF LIFE IN GEORGIA' N4 tT 0 NJ LSTAIsLISIIED2006 RFP# 18-CD02 PROPOSAL LETTER (Bidder to sign and return with proposal) We propose to furnish and deliver any and all of the deliverables and services named in the Request for Proposal (RFP) - Electronic Plan Review, Permitting & Inspections Software It is understood and agreed that we have read the City's specifications shown or referenced in the RFP and that this proposal is made in accordance with the provisions of such specifications. By our written signature on this proposal, we guarantee and certify that all items included meet or exceed any and all such City specifications. We further agree, if awarded a contract, to deliver goods and services which meet or exceed the specifications. The City reserves the right to reject any or all proposals, waive technicalities, and informalities, and to make an award in the best interest of the city. PROPOSAL SIGNATURE AND CERTIFICATION I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences, and civil damage awards. 1 agree to abide by all conditions of the proposal and certify that I am authorized to sign for my company. I further certify that the provisions of the Official Code of Georgia Annotated, Sections 45-10-20 et. seq. have not been violated and will not be violated in any respect. Authorized Signature ) J \ Date Print/Type Name &A-9 �O.Se ,w5/-r� Print/Type Company Name Here Superion, LLC 6I RFP 1 a-CDO2 MUST BE RETURNED WITH PROPOSALS CONTRACTOR AFFIDAVIT AND AGREEMENT STATE OF GEORGIA CITY OF MILTON By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13- 10-91, stating affirmatively that the individual, firm, or corporation which is engaged in the physical performance of services on behalf of the City of Milton has registered with, is authorized to use and uses the federal work authorization program commonly known as E -Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A.§ 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: eVerify Number Date of Authorization l7v®ElCiati . LL C Name of Contractor Electronic Plan Review. Permitting & Inspections Software Name of Project City of Milton Name of Public Employer I hereby declare under penalty of perjury thOF the foregoing is true and correct. Executed on/ *hl 201P iny�(city), (state). Signature of Auth Ized Officer or Agent l o w*� Amb u! reM � V Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE /1x DAY OF Aiw,# 201 lr. NOTARY PUBLIC MARSHALL F. HARRIS [NOTARY SEAL Vii.MYCOMMISSONMFf218677 "- EXPIRES: Ai S, 2019 Bonded Thu Notary Public Undenvtders My Commission Expires: /�P2ii J/ Page v Visit us at superion.com City of Milton, GA Cover Letter The City of Milton seeks a best-of-breed solution for electronic plan review, permitting, and inspections software, and the Superion TRAKiT™ software meets those needs. Developed and refined for over 25 years, TRAKiT uses the latest technologies to offer a flexible solution that is easily modified as your business processes evolve. This proposal demonstrates our ability to meet your goals with one feature-rich, streamlined, innovative system. What Do We Offer? Flexibility – TRAKiT is an easy-to-configure, and even easier to understand, .NET application. Our proven implementation and training services address current and future organizational changes. Easy User Experience – Standard Microsoft (MS) functions let users quickly navigate the system. Routing from one module to another is easy because TRAKiT has a consistent look and feel system-wide. Accuracy – You can configure TRAKiT’s single, integrated database to fit your business rules and workflow procedures. Limited data entry and selection options from pre-determined tables greatly reduce the amount of manual entry required. Integration – One of the most significant advantages of TRAKiT is exchanging information across existing investments. Standard features include working with your Esri GIS system, importing data from the County Assessor, and merging working data directly into other MS applications, such as Word, Excel, and Outlook. Other interfaces are available for finance systems and document management programs. Reporting – TRAKiT has a built-in ad hoc reporting tool; the system includes many sample reports and allows users to swiftly create simple to complex reports on the fly. Mobility – In-the-field use of TRAKiT on a variety of mobile devices allows inspectors the same full features found in the office. With real-time access, your inspectors can do more work in the field. Citizen Access – eTRAKiT enables citizen access via the web. Contractors and applicants can obtain current permit, project, case, and licensing information. Citizens can submit inspection requests, permit applications, license registration, plan submittals, fee collections, and complaints online. Quick Execution – Our comprehensive, efficient implementation methodology moves your staff into successful production in the least amount of time possible, while allowing for flexibility. Efficiency – A single screen interface gives users rapid access to all system modules and interfaces. TRAKiT’s extensive and user-friendly features reduce duplication of work and increase efficiencies of administrative and operational processes. Last Purchase Ever – Our solution does not require complicated or costly version updates and provides the latest technology and software support. TRAKiT will improve the City’s efficiency, accountability, and bottom line. Our comprehensive offering demonstrates our ability to meet and exceed your requirements. We have extensive knowledge garnered through many years of providing software solutions to city, county, and state agencies. The depth of our experience and quality of our people are key factors in our success. We look forward to presenting TRAKiT to the City of Milton and partnering with you to make your goals a reality. As a benefit and incentive to partner with the City, we have included an initial 30% License Fee reduction which can be found in our Cost Proposal under separate cover. Superion has complete confidence the offered products will successfully serve the City for years to come. TRAKiT is and will continue to be a strong, stable solution for the City of Milton. This proposal demonstrates our clear understanding of your requirements. We welcome the opportunity to further present the many advantages of TRAKiT. If you have any questions or comments, please contact the Superion Account Executive dedicated to the City of Milton, Scott Christensen. He can be reached at 407.304.3486 or scott.christensen@superion.com. Superion At-A-Glance Public Administration Center of Excellence 1000 Business Center Drive Lake Mary, FL 32746 Number of Employees: 897 Year of Incorporation: 1981 Proposed Solution TRAKiT Land Management Software Authorized Contact Scott Christensen, Account Executive Phone: 407.304.3486 Mobile: 407.314.3398 scott.christensen@superion.com www.superion.com City of Milton, GA Visit us at superion.com Non-Disclosure Statement The terms and conditions contained in this proposal will automatically expire 180 days from the date of the proposal, unless renewed, extended, or terminated earlier by written notice from Superion, LLC. Unless otherwise stated, taxes that may be applicable are not reflected and will need to be paid by the client. Any modification pricing provided in this proposal is an estimate only. Detailed analysis of your specific requirements is needed prior to providing exact pricing. If applicable, the prices and information on any third-party products and services are subject to change and are submitted for your information only. The terms and policies of any third-party vendor govern all portions of this proposal related to those products and services. This proposal is protected by copyright law and contains proprietary information and confidential trade secrets belonging to Superion. This proposal is furnished and accepted on the express condition that portions of it shall not be duplicated or disclosed, in whole or in part, except to your staff and agents when necessary for evaluation purposes, without prior written consent of Superion. Those confidential portions include, but are not limited to, pricing and client lists. All such proprietary information is clearly marked for your convenience. Any portions of this proposal that are not marked proprietary or confidential shall be available for public disclosure. CONFIDENTIAL AND PROPRIETARY ©2018 All Rights Reserved. Visit us at superion.com REQUIRED FORMS AND LETTER City of Milton Request for Proposals Cover Page i  City of Milton Disclosure Form ii  City of Milton Proposal Letter iii  City of Milton Contractor Affidavit and Agreement iv  Cover Letter v a. TABLE OF CONTENTS b. Company History 1  c. Project Team 1  d. Experience and References 2  e. Project Understanding and Proposed Solution 2  Training 2  General System Requirements 3  Proposed Solution 3  TRAKiT Land Management System 3  Third-Party Applications 4  Optional 4  Software 5  1. General 5  2. Application Submission & Payment 7  3. Plan Review 7  4. Permitting & Inspections 8  5. Reporting 9  f. Implementation 11  Appendix A-1 Page 1 Visit us at superion.com City of Milton, GA b. Company History: Superion provides software and information technology solutions specifically designed for the specialized needs of city and county governments, public safety and justice agencies, transits, state and federal government, and nonprofit organizations. Our mission is to improve quality of life by helping those who develop, support, and sustain the communities in which we live. Superion brings 36 years of public sector experience to each project, and our staff has real-world experience with deep understanding of proven industry best practices. When agencies choose Superion to deliver software and implementation solutions, they are selecting a partner trusted by more than 1,600 organizations and impacting nearly 175 million residents in North America. Superion is privately held and independently operated under the ownership of Vista Equity Partners, a leading investment firm focused on software and technology-enabled businesses. c. Project Team: Superion has years of experience implementing projects for variety of agencies. The following organizational chart and condensed sample resumes illustrate key members of the TRAKiT team typically available to assist with TRAKiT implementation and ongoing use. All individuals listed are Superion employees. We assign specific resources after the contract is signed, and provide appropriate resumes to the City at that time. Superion will provide qualified resources that meet or exceed your requirements. Organizational Chart Resumes Bryon A. Maine, Manager Project Management Office (PMO): Mr. Maine oversees day-to-day activities of the PMO to ensure projects meet organizational goals and requirements, while enforcing Superion PMO standards. Mr. Maine directly manages a team of Project Managers and provides coaching, direction, and leadership regarding project implementation, requirements, and documentation. Mr. Maine has more than 25 years’ experience providing leadership and support of software in the local government industry. Michael J. Truncale, Project Manager: As Project Manager, Mr. Truncale focuses on finding efficient and cost- effective solutions to complex issues. He coordinates various departmental resources to execute contracted services and meet deadlines. With extensive knowledge of TRAKiT, report writing, and the community development industry, his critical thinking, strategic planning, problem solving, and communication skills optimize Page 2 Visit us at superion.com City of Milton, GA his clients’ processes in TRAKiT. Mr. Truncale has more than 15 years’ experience providing implementation management, technical support, and training in the computer and software industries. Steven A. Gavora, Software Consultant/Instructor II: Mr. Gavora translates intricate technical software into readily understood concepts. His vast teaching and communication experience allow him to design and deliver software training plans to match customers’ diverse business processes and needs. Karen Andres, GIS Specialist: Ms. Andres ensures we meet client GIS-related project goals and ensures interfacing between the TRAKiT GIS application and client Esri technology runs smoothly. By providing the utmost level of expertise and professional experience, Ms. Andres safeguards a seamless GIS integration. Nikoel Carter, Data Conversion Specialist: Ms. Carter has extensive experience providing data conversion activities, including facilitating data collection meetings to obtain client legacy data and identify any potential issues in preparation for data conversion. She develops precise data mapping documents used during the conversion process and creates stored procedures and data scripts to automate the modification and loading of foreign data into the TRAKiT database. Scott Talbert, Director, Account Management: Mr. Talbert makes sure TRAKiT solutions meet the needs of local governments with the most comprehensive and cutting-edge software available. He has a great breadth of experience providing technical instruction and developing training curricula for beginner, management, and specialized technical levels of software use and assembled an extensive TRAKiT online Help system that complements the hands-on training courses he conducts for clients. Trenton Harris, Manager, Customer Support: Mr. Harris leads support teams for Superion Public Administration to include TRAKiT and creates process improvement initiatives based on lessons learned. d. Experience and References: More than 235 customers across North America use TRAKiT and over 1,600 use other Superion solutions. Superion resources, reputation, and expertise in the public sector create benefits and opportunities for our valued TRAKiT customers. We have provided our client reference list under separate cover in the Cost Proposal. Per the referenced exceptions in Section 2.2(A) of the City’s RFP, Superion has clearly marked and separated confidential information from the rest of the submittal. We have also included an affidavit from our legal counsel attesting to and explaining the validity of our claim. e. Project Understanding and Proposed Solution: Describe the system’s ability to meet the scope requirements outlined in Section 3: While Superion has made a good faith effort to respond to the City’s RFP in a timely and accurate manner, it is possible our interpretation of a certain requirement may differ from yours. We request the right to update the checklist and review or clarify the meaning of each requirement during any contract negotiations. Training: The vendor should provide on-site training to City personnel that covers all aspects of the software: Our instructors work closely with the Superion Project Manager and the City’s subject matter experts to design a training plan for your unique requirements. First, users attend a comprehensive TRAKiT course designed for their functional area where they learn to integrate TRAKiT into their daily workflow using the City’s actual data and configuration. Next, users attend a TRAKiT lab session, where they explore real-world scenarios to test their knowledge of TRAKiT. The lab also provides a real-world experience for managers to assess the quality and effectiveness of mission critical processes. All training courses include training documentation. Once final system configuration is complete, end-user training begins, which consists of the following core applications: PermitTRAK, ProjectTRAK, CodeTRAK, and LicenseTRAK are full eight-hour sessions, while Management (two hours), Inspectors (four hours), Cashiers (two hours), Plan Reviewers (two hours), and CRM TRAK (four hours) are mini sessions. We maximize the City’s investment by providing training for your users and System Administrators and offering classes in creating and customizing reports. System Administrator training covers installing/updating TRAKiT software, application setup, and database maintenance using TRAKiT’s Utilities and Maintenance module. End User training provides an overview of TRAKiT and user functions. Report Writing teaches users to create reports or modify existing reports and covers modification of existing standard reports and creation of customized reports. The vendor should supply all necessary documentation to allow the City to independently operate, administer and maintain the system: Superion provides training and documentation to users and system administrators. System administrators are taught software updating procedures, application setup, and database maintenance through our Utilities and Maintenance module. Administrators learn to easily change the TRAKiT configuration to meet the City’s changing business requirements. Page 3 Visit us at superion.com City of Milton, GA The implementation team should receive high-level familiarization training at the beginning of the project to enable them to make informed decisions regarding system configuration and use to meet the needs of the City: Superion has developed a proven implementation and project management methodology to make the journey from proposal to successful Go Live as smooth and straightforward as possible. We provide conversion services, best practices, and training to implement a fully functional system to meet your needs. Our Project Managers bring their extensive experience with public sector agencies of all sizes to partner with you and ensure a successful implementation. Superion uses industry-leading standards of the Project Management Institute Body of Knowledge. Our Project Managers have great insight into long-term implications of different business practices and are selected to be the best fit possible with your team. Your Superion Project Manager will provide examples of how other clients operate, offer suggestions for process improvements, and propose potential workflows. The vendor should provide appropriate and adequate knowledge transfer to ensure that the system administrators can perform required software maintenance and successfully install system patches and future software upgrades: For management of system setup changes, the web-based Utilities and Maintenance module is included with TRAKiT, which allows System Administrators to make configurations without the assistance of Superion staff. You can adjust processes, fee schedules, security, and numerous other configuration options as your business processes change over time. Server-side scripting is available for modifying workflow. TRAKiT also provides a JavaScript REST API that your IT staff can use to create widgets for the user WorkSpace. In the premise-based option, Superion trains System Administrators on database maintenance using the proposed Utilities and Maintenance module. The database manufacturer also provides standard database maintenance tools. For the Horizon Cloud Services option, we employ professionally trained system and database administrators to manage the database at our data center. General System Requirements: The vendor shall provide a system that includes all software, firmware, and software licenses for an operable and acceptable electronic plan review and document submittal system: TRAKiT Land Management Software enhances local government operations by automating permitting, managing inspections, regulating land use, and tracking projects, while providing flexibility, visibility to status updates, and payment processing. The TRAKiT system is comprised of a series of interrelated modules tightly linked with a GIS-centric database to provide a user-friendly system for creating, issuing, and tracking any type of community development activity directly from the parcel fabric. A single-screen interface gives users rapid access to all modules and interfaces in the system. TRAKiT’s information tree format helps users in any module easily identify development activity and its impact on future activity. Proposed Solution: Based on the City’s requirements, we propose the following software solution: TRAKiT Land Management System TRAKiT Add-On Applications Third-Party Applications TRAKiT Land Management System GeoTRAK – Property Data Management: Uses comprehensive land data obtained from your assessor’s office. Users can screen a property and then link a project, permit, code complaint, or case through GeoTRAK. PermitTRAK – Permit Management and Inspection Coordination: Streamlines the permitting process by tracking unique workflows for all types of permits from initial application through issuance. Allows capture of contact management, permit information, plan review tracking, inspector scheduling, financial details, etc. ProjectTRAK – Management of Planning and Development Activities: Manages lifecycle workflow for all types of projects, through application to review and approval. Record all actions assigned and any conditions of approval for future evaluation. Link scanned plans and mark-ups as part of the project history, with different plan cycles captured for future reference, using the system’s attachment feature. CodeTRAK – Management for Code Enforcement and Compliance Activities: Monitors workflow for all types of code enforcement activities from complaint receipt through compliance of the incident. Lock down the parcel record and place a flag on all records associated with a property when entering a complaint or violation. AEC TRAK – Central Directory for Architects, Engineers, and Contractors: Provides instant access to all information associated with professionals who do frequent business with the City related to permits and projects. View common information associated with these contacts from a single screen for quick accessibility.  GeoTRAK  PermitTRAK  ProjectTRAK  CodeTRAK  AEC TRAK  CRM TRAK  WorkSpace  GIS Integration  eTRAKiT  iTRAKiT  LicenseTRAK  Bluebeam Revu Optional  Laserfiche API  Bluebeam API Page 4 Visit us at superion.com City of Milton, GA CRM TRAK – Citizen Response Management: Monitor all opened and closed issues, when received through the phone or internet, and their locations, and link recurring issues and complaints together. WorkSpace – User-Defined Dashboard: Users can add customizable widgets to view information the way they like pertaining to their role in the City. Users can view dynamic charts, personal tasks, or calendar items. TRAKiT Add-on Applications GIS Integration – Spatial and Geographic View of Information: Allows users to manage development activities such as permits, projects, land management, code enforcement, licensing, and inspections directly from the map. Uses the City’s GIS so users can search the map for development activity and display results in reports. Enhanced controls allow users to view related records associated with the parcel and run queries. eTRAKiT – Online Citizen and Contractor Access: Allows the public to access permit, project, license, code, land, and inspection information, as well as request inspections, pay fees, upload plans, apply for permits, file complaints, and more. iTRAKiT – Remote Access: Allows inspectors and officers to carry information about permits, code enforcement cases, and related inspections on their iPads and also modify inspection status, enter inspection results and notes, and schedule inspections in the field — even lacking a constant wireless connection. LicenseTRAK – Management of Various Licenses: Issues and tracks a variety of different license types, including animal, business, and facilities licensing. Several fields are tailored specifically to the City’s needs, including license types, classification codes, ownership types, and other customized screen areas. Third-Party Applications Bluebeam Revu (Electronic Plan Review): Combines PDF editing, markup, and collaboration technology with reliable file creation. Add comments with customizable annotation and measurement tools, organize high-quality smart documents using PDF editing features, and collaborate on the same documents real-time. Optional Bluebeam API Interface with TRAKiT: Provides a pathway for opening, editing, and saving electronic plan sets from TRAKiT and provides a paperless method of communicating required changes back to applicants. Laserfiche API Interface for TRAKiT: Documents can be passed/retrieved between TRAKiT and Laserfiche. The system shall allow concurrent internal users. Proposals shall describe any limitations on the number and types of users and costs associated for multiple users: TRAKiT provides licensing based on concurrent users. Each user will be provided a user profile for access rights to specific features/functions throughout the system. Please refer to the Cost Proposal. The system should be capable of full integration with ESRI’s ArcGIS (Geographic Information System) version 10.5.1, Laserfiche, and Tyler Incode financial software: Superion can provide custom integration between TRAKiT and other third-party applications including ESRI's ArcGIS, Laserfiche, and Tyler Financial. Costs are determined on a per-case basis. Vendor services shall include implementation of the software, including all labor, project management, installation, and basic training: All are included, please refer to section f – Implementation. The package of services should also include user manuals/materials, on- going support, maintenance services, and warranty information: All Superion applications are warrantied for 12 months. Superion offers a number of services to ensure your ongoing satisfaction and success. Many of these services are part of your Superion maintenance agreement including software updates and releases, unlimited support calls and cases, and support documentation. For details regarding the types and hours of support please refer to page 10. The system shall be fully compatible with the City’s existing LAN, WAN, and standard local and networked printers: Please refer to recommended hardware and software specifications below. Any third-party products required by the vendor to implement system shall be included as part of the proposal: Please refer to the proposed Bluebeam Revu listed under Third-Party Applications. The vendor must provide a list of all additional hardware, software or other materials including necessary versions or firmware levels for the system to operate successfully: We recommend the following technical specifications to operate TRAKiT and the interfaces. Their flexibility allows for system growth and the demands of various departments. The City may also choose to eliminate unnecessary hardware expenditures and have TRAKiT managed in a virtualized server environment. Page 5 Visit us at superion.com City of Milton, GA Recommended Client Hardware and Software Specifications Database Server Requirement Operating System & Database Server MS Windows Server 2012 R2 & above; SQL Server 2012, 2014, or 2016 (TRAKiT 17.2+) CPU 2 GHz, Intel Xeon E5 (4 cores) RAM 16 GB+ Hard Drive 100 GB+ data space Application Server Requirement Operating System MS Windows Server 2012 R2 & above CPU 2 GHz, Intel Xeon E5 (4 cores) RAM 16 GB+ Hard Drive 100 GB+ data space MS Additions .NET Framework 4.6.1 installed MS Web Server MS IIS 7.x or later Security Client provided certificate for TRAKiT use of HTTPS Network Requirement Network Protocol TCP/IP CPU Minimum Speed 100 MBps minimum / 1 GB Ethernet recommended PC/Laptops MS Windows 10; Internet Explorer 11 User Workstations Requirement Operating System MS Windows 10 CPU 2 GHz+ RAM 4 GB Hard Drive 10 GB Web Browsers Internet Explorer 11, MS Edge Mobile Units Requirement PDAs MS Windows Mobile v4 & above; Blackberry v4.7, Android 2.1 & above, or iPhone Tablets iPads that support the two most current versions of iOS Synchronization 4 GB Hard Drive Wireless Access Storage (iPad) 64 GB+ RAM (PDA) 4 GB+ Note: If eTRAKiT is purchased, iTRAKiT resides on same server; otherwise iTRAKiT requires similar specs. eTRAKiT Requirement Server MS Windows Server 2012 R2 & above, IIS 7.0 & above, .NET Framework 4.6.1, 32-bit enabled; web server exposed to internet CPU 2 GHz, Intel Xeon E5 (4 cores) RAM 16 GB+ Web Browsers Internet Explorer 11, MS Edge, Safari 3.0 & up, Google Chrome Architecture ASP.NET, AJAX, & HTML Software 1. General a. On site or cloud based solutions will be accepted: Included. We are proposing an onsite solution, but Superion can provide whichever method the City prefers. b. If utilizing a cloud solution, indicate where the cloud data is stored and provide information on how the center is secure as well as the data: Our Private Cloud servers are hosted in a Voorhees, NJ data center, which supports mission-critical applications for Fortune 500 companies and guarantees 99.9% availability. These servers are configured to provide load balancing, and in the event of hardware failure, Page 6 Visit us at superion.com City of Milton, GA hosted services automatically move to another server in the Private Cloud to minimize risk of service loss and ensure business continuity. Our data center is PCI and SSAE16 SOC1 compliant. Superion has dedicated cabinet space available with the following specifications:  Redundant network service providers  Redundant power, UPSs, and cooling systems  Advanced security systems with layered defense in-depth intrusion detection, and intrusion protections systems including DDoS attack mitigation  Monitoring of the environmental services for the co-location cabinet 24x7  Redundant firewalls and Web Application Firewalls  Redundant servers with load balancing and fail over protection  10Gb backplane connected to Solid State, Network-Attached Storage  Virtualization Layer  MS licensing for Windows Server OS, SQL Server, and SSRS (Shared environment databases are encrypted at rest via Transparent Data Encryption)  FTP server for import/export of files  SMTP for outbound emails from TRAKiT  50 Gb of storage for City data  Daily, weekly, and monthly back-ups (daily backups are stored for two weeks and weekly backups are stored for one month)  Monthly backups are stored for three months  Options for: additional storage, VPN direct tunnel access to City servers, non-shared virtual server solution (with or without fail over), and co-location with fail over in separate geographic region c. System built using responsive design: TRAKiT is not currently responsive. d. Provide a feature rich API enabling up to Bi-directional integration between permitting systems and plan review software and other required city systems: TRAKiT provides APIs for integration to applications such as Interactive Voice Response, document management systems, payment vendors, and plan review systems. Our current integration to Bluebeam's Revu is a one-direction integration; a bi-directional integration is planned for the road map. e. Migration capabilities from the City’s current Permitting System, Meritage and Impact Fee Calculation Program. Shortlisted vendors will be given the opportunity to evaluate the databases to provide a cost to migrate the data: Superion has significant knowledge and experience assisting clients with data conversion efforts. The City works closely with our conversion staff to outline and define legacy data requirements. It is important that Superion and the City address any issues that arise at the time the conversion script executes. Superion then modifies the script and re-runs the conversion until the City is comfortable with the results. During final conversion, our Conversion Specialist works with the City’s IT Department to convert all mapped historical data maintained in the existing application up to this point. The following includes the basic steps in the data migration plan. 1. Project Kick-Off Meeting: Review of Project Workbooks and discussion of data conversion/interfaces. 2. BPR Meeting: Review of Project Workbooks and status of data conversion/interfaces. 3. Initial Data Extract: City uploads all legacy databases quoted in the contract to the Superion FTP site. Superion provides FTP access for uploading all source files and reviews initial data upload. 4. Database Consultation: City and Superion discuss data conversion and review data structure. City signs off on Data Source Document. Superion provides suggestions to ensure expectations are met. 5. Delivery of Geodatabase: City uploads geodatabase to Superion FTP site for data mapping. Superion begins mapping source tables to the TRAKiT structure. 6. First GeoTRAK Data Map Review: Superion provides draft of land data map based on GIS data provided. City reviews land data map document with Superion. 7. GeoTRAK Data Map Sign Off: Superion finalizes data map and City signs off on GeoTRAK data map. f. Ability to accommodate twenty (20) concurrent users: Included. g. ARC GIS customizable: Included. TRAKiT, an Esri Gold Partner, has over 18 years integrating TRAKiT with Esri’s ArcGIS Server through map services. TRAKiT provides the ability to view all GIS layers and information incorporated with parcel information. By using GIS integration, users can visually search for information on the map and display results in reports. This two-way communication allows the City to recognize code violations, expiring permits, or different zoning criteria. h. Fully customizable permissions for common and individual users, including dashboards, workflows, etc.: Included. TRAKiT users can track assigned tasks through their own unique user-defined WorkSpace that includes an agency-wide bulletin section, RSS feeds, individual task list, customized dashboard, and various centers (inspection, plan review, etc.). By selecting a related link, users are automatically routed to the specific task they wish to work on. Page 7 Visit us at superion.com City of Milton, GA i. Provide dashboards with customizable work queues: TRAKiT’s flexible WorkSpace can be configured to each individual user based on what they work on and what is in their work queues. j. Ability to set up specific business rules: Included. TRAKiT provides the ability to configure workflows according to business rules, to include custom screens, inspections, and conditions. k. Ability to provide for parallel workflows to other departments simultaneously: Included. TRAKiT provides workflow configuration according to business rules, including custom screens, inspections, and conditions. l. Ability to provide for workflow check off sheets for customers and users with required fields. Included. TRAKiT provides checklists that allow you to track multiple conditions on inspections and reviews. Other types of checklists could potentially be provided as custom reports. m. Ability to provide user password reset function based on security questions: Included. TRAKiT supports the ability for users of the citizen portal to reset passwords using security questions. n. Ability to bring the department to a paperless capability: Included. TRAKiT manages the record workflow and all electronic attachments. o. Provide information for operating system version compatibility issues: MS Windows 10 is required. p. Provide information if there are any issues operating on any mobile devices (Android, Apple etc.) Proposed system shall operate on IOS and Android platforms: Please refer to Mobile Units under the previously listed Recommended Client Hardware and Software Specifications. q. Ability to phase software and processes into production over a time period defined by the City: Included. While all of TRAKiT is licensed, the City can implement the software at one time or use portions and later expand to the remaining functions. 2. Application Submission & Payment a. Electronic application, plan, and supporting document submission: Included. TRAKiT provides an interactive permit application feature to the public that includes the ability to attach associated documentation to a record (e.g., pictures, documents, etc.). b. Ability to have the upload portal integrate with the City’s website: Included. TRAKiT supports the ability to link to a website for the citizen engagement experience. c. Ability to require a valid email address for setting up user requested login: Included. TRAKiT provides the ability to enforce requiring a valid email address for user access. d. Ability for users/customers to reset own password: Included. Supported by eTRAKiT. e. Automated verification of application pre-requisites, such as: i. Address Verification: Included. TRAKiT supports this functionality. ii. Code enforcement issues are associated with address. For code enforcement issues the City uses Accela, GoEnforce: Included. TRAKiT supports this functionality. iii. Current property tax payment, Tyler Incode ver. 10: Not included. This would require customization. iv. Valid business license, Tyler Incode ver. 9: Not included. This would require customization. f. Provide easy collaboration between permit technicians and applicant (ie. email notifications, automatic comment issuance, etc.): Included. TRAKiT supports notifications and allows the types of information an applicant can see on a permit to be controlled. g. Provide ability for application review prior to payment. System shall provide for multiple types of fee calculations: Included. TRAKiT has a parameter called Skip Payment Processing that can be set to prevent payment before it gets to a certain status. h. Accept electronic payments: Included. TRAKiT integrates with multiple payment vendors. 3. Plan Review a. Provide concurrent document review: Included. Plan review routing, assignments, due dates, and results are captured and managed in ProjectTRAK. Electronic plan review is managed through a partnership and established integration between TRAKiT and Revu, the proposed electronic plan review software from Bluebeam Software, Inc. (Bluebeam). Using this solution, reviewers can complete all redlines, call outs, and markups. Page 8 Visit us at superion.com City of Milton, GA b. Communicate markups and comments with permitting software: Included. Electronic plan review markups, comments, and signatures can be captured on plan sets through Bluebeam Revu. c. Capability to review vector PDF files: Included. Bluebeam Revu supports vector PDFs. d. Ability to batch convert unlimited windows files, CAD or drawings to PDF: Included. TRAKiT integrates with Bluebeam Revu for electronic plan review and Revu requires the use of PDF files for electronic plan review capability. e. Ability to produce non-editable documents: Included. Electronic plan review is managed through a partnership and established integration between TRAKiT and Bluebeam Revu. f. Overlay multiple versions of plans for comparison purposes: Included. Supported by Bluebeam Revu. g. Ability to edit pdf content, add, delete or rotate pages: Included. Supported by Bluebeam Revu. h. Provide for multiple zoom functions: Included. Supported by Bluebeam Revu. i. Calibrate to various scales: Included. Supported by Bluebeam Revu. j. Ability to provide accurate measurements in the application: Included. Supported by Bluebeam Revu. k. Ability to calculate square footages for any shape/size of area: Included. Supported by Bluebeam Revu. l. Ability to save common information (stamps etc.) for use by all users as well as capability to save individual information per user: Included. Supported by Bluebeam Revu. m. Ability to digitally/electronically mark up or redline the plans: Included. Using Bluebeam Revu reviewers can complete all redlines, call outs, and markups. n. Ability to post information to individual or multiple plan sheets: Included. Supported by Bluebeam Revu. o. Insert digital/electronic comment on the plans: Included. Supported by Bluebeam Revu. p. Utilize a pre-built comment library and modify this library: Included. Supported by Bluebeam Revu. q. Enable collaboration with other reviewers as well as customers: Included. This is done in TRAKiT and eTRAKiT using attachments and comments made in the TRAKiT application. r. Ability to provide real time updating: Included. Supported by Bluebeam Revu. s. Provide ability to version control documents: Included. Supported by Bluebeam Revu. t. Ability to export scanned pdf documents to editable office documents if needed as well as produce non-editable documents: Included. TRAKiT integrates with Bluebeam Revu for plan review. u. Ability to provide electronic approval stamps, individually and in a batch: Included. TRAKiT integrates with Bluebeam Revu for electronic plan review. v. Ability to provide a code comparison: More information is needed in order to provide an accurate response to this requirement. w. Ability to consolidate the mark ups or redlines: Included. TRAKiT integrates with Bluebeam Revu for electronic plan review. x. Customizable notifications via email, text or other means: Included. TRAKiT integrates with Bluebeam Revu for electronic plan review. y. Electronic release of approved documents: Included. TRAKiT integrates with Bluebeam Revu for electronic plan review. 4. Permitting & Inspections a. Projects searchable by address, PIN, or permit number: Included. TRAKiT supports this functionality. b. Ability to provide workflows for all of Milton’s permit types and inspections: Included. c. Easy to build process rules for permit types: TRAKiT is highly configurable and allows for flexible process definition around different record types including permits. d. File name convention that preserves the City’s current permit number format: Further information is required to ensure compliance. e. Ability to relate city assigned numbers for preliminary plans, LDP plans, building plans, grading plans, and plats to each other from an address or PIN number: TRAKiT provides user-friendly view of site-based data and the associated relationships to multiple records such as permits, projects, cases, issues, and licenses. This also includes the ability to add attachments at the site level as well as at these other record levels. Page 9 Visit us at superion.com City of Milton, GA f. Migration capabilities from the City’s current permitting system Meritage: Please refer to the response provided above under General Requirement 1, e. g. Ability for applicants to assess status of permit through City web page: TRAKiT’s real-time, user-friendly web portal is eTRAKiT. This portal allows applicants/customers to apply for permits, projects, and licenses, to upload plans, pay fees, request inspections, look up record details, etc. eTRAKiT also offers several different sign-in preferences for different users, including a general public access, private access to additional details, and a contractor sign-on for additional functions like requesting inspections. If the City uses outside plan review agencies or inspectors, eTRAKiT allows them to place their results and upload files in the same database. By giving your citizens 24/7 access to information, eTRAKiT creates less phone traffic into your office, and routes your citizens to more immediate responses. h. Easy access of plans through inspection process until a CO is issued: Assigned inspectors can easily access any plans attached to a record. Plans can be opened in the creating application (such as Adobe for PDF files) or with Bluebeam Revu for electronic plan management. i. Ability to place a hold on Property and all associated permits and activities (i.e. c/o’s, permits, bond releases, etc.): Included. TRAKiT supports this functionality. j. Ability to track various types of construction bonds: Included. TRAKiT supports this functionality. k. Ability to track citizen issues and complaints: Included. eTRAKiT supports this functionality. 5. Reporting a. Provide an overview of the system’s reporting capabilities: TRAKiT has a built-in ad hoc reporting tool and includes a comprehensive set of standard reports to meet the City's needs. All reports are dynamic, allowing users to specify type, module, date/time, or other parameter, and quickly view them from the modules. Use reports as is or modify to suit your needs. It is desired that the Electronic Plan Review and Permitting Software is fully integrated with the City’s GIS (ArcGIS 10.5.1 SQL Server 2016). Vendors shall identify and describe how their system can be integrated with the GIS system. The system shall be able to work with or without access to the City’s GIS database: TRAKiT consumes map services through an integration with the City’s ArcGIS Server—Esri ArcGIS Server version 10.1 and above is supported. Since TRAKiT is comprised of a series of interrelated modules tightly linked with a GIS-centric database, it provides an easy-to-use system for creating, importing, issuing, and tracking any type of land management or community development activity. Superion offers three levels of GIS integration:  Standard – Requires ArcGIS Server with basic connection to existing geodatabase with potential to mash up other geoservices from outside agencies. The Standard GIS viewer lets users manage all development activities, such as permits, projects, land management, code enforcement, licensing, and inspections directly from the parcel fabric.  Advanced – Requires ArcGIS Server with spatial rules developed from varying layers in the existing geodatabase. Advanced GIS viewer includes all features available in the Standard viewer and the following:  spatialAdvisor – Create workflows based on relationships between features in a geodatabase. Add inspections, fees, reviews, and alerts based on intersection, buffer, and attribute values of features when creating permits, projects, and cases.  eTRAKiT GIS Viewer – Provide citizen access and public use of TRAKiT tools.  Professional – Accommodates several GIS applications to provide superior public services. Requires a live connection to a GIS-centric solution with a full suite of integration tools. The Professional GIS viewer includes all features available in the Advanced viewers and the following additional benefits:  Customizable scripts (up to five) for unique workflow events of the spatialAdvisor.  Live connection to the City’s enterprise geodatabases through spatialConnect. Features and attribute information are immediately available for use in TRAKiT after feature creation and edits. The City of Milton uses Laserfiche for DMS. It is desired that the Electronic Plan Review and Permitting Software is fully integrated with Laserfiche. As part of the proposal, vendors shall identify and describe how their system can be integrated with Laserfiche: TRAKiT integrates with numerous electronic document systems including Laserfiche. Our Laserfiche API Interface allows the City to pass and retrieve documents between TRAKiT and the Laserfiche solution. Security – Limit users to specified types of data, responsibilities or roles, and associated passwords. In addition, the system should allow for the creation of strong passwords, with password aging and mandatory change intervals: TRAKiT is delivered with robust tools for defining and managing user roles and Page 10 Visit us at superion.com City of Milton, GA access levels. The Utilities and Maintenance module lets System Administrators configure user security rights on an individual or group basis without any programming knowledge or reliance on IT. User rights do not pass down to every field; there are standard fields that can be hidden, such as complainant information. TRAKiT supports Activity Directory which will allow for management of user passwords. Support Maintenance and Inspection – City of Milton desires to enter into a contract, automatically renewable for a total of five years, for software upgrades and support: Please refer to the Cost Proposal provided under separate cover. Warranty – Describe or enclose all warranties included: Please refer to the Cost Proposal provided under separate cover. The database shall be built on a SQL server platform. Describe how our data can be imported to or exported from the system: Exchanging information across existing investments is a true strength of TRAKiT. Standard features include working with your Esri GIS system, importing data from the County Assessor, and merging working data directly into other MS applications, such as Word, Excel, or Outlook. TRAKiT runs on a standard, open-architecture SQL Server database that allows agencies to interface with external systems via batch processes for exporting and importing data. Many use this feature to batch export, on a nightly basis, information from TRAKiT’s cashiering system to the finance application. Optionally, TRAKiT provides web services for real time integration with an agency’s financial system. If development efforts are required, Superion maintains a successfully proven methodology to support our clients through the discovery, development, and testing stages. The four common methods of performing customer configuration/interfaces are table-driven runtime parameters, scripting languages, custom extensions, and web services (REST). For the most part interfaces are real-time using web services and/or scheduled processes. We can provide custom integration between TRAKiT and other third-party applications, and any costs for this service are determined on a per-case basis. Specify the number and types of users who can use the system, along with cost breakdowns for different numbers (if applicable). Based on current staffing levels, City of Milton sees a need for 20 concurrent users: TRAKiT provides licensing based on concurrent users. Each user is provided a user profile for access rights to specific features/functions throughout the system. Please refer to the Cost Proposal for additional details. Describe the types and hours of support available to users. Identify minimum response times for major problems (e.g., on-site support within 4 hours). Support shall include but is not limited to free software upgrades, patches, scripts, etc.: Help Desk lines are available Monday through Friday from 8:00 a.m. – 8:00 p.m. EST, excluding holidays, to answer your calls and web portal inquiries. Superion provides after-hours and cell phone support for emergencies such as a system down situation. After-hours support services are also available for various client activities that involve professional or computer services on a time and materials basis. When tickets are reported, they are immediately entered into our CRM database. Each support issue we receive is thoroughly documented and Superion assigns each question or issue a priority code and a unique number for future reference. Issues that are not resolved during the initial phone or virtual conversation with the analyst are solved in the shortest amount of time possible and you are kept informed on the progress. The following priority codes are from the Superion Service Level Agreement: 1 Urgent - Although resolution times vary depending on the exact issue and customer environment, Superion will respond to urgent issues within one hour; 2 Critical - Superion will respond to all Critical issues within two hours; 3 Non-Critical - Superion will respond to all Non- Critical issues within four hours; 4 Minor - Superion will respond to all Minor issues within four hours. The Superion Support web portal is your gateway for 24/7 help and support of your Superion software solution. This web portal allows for problem solving and real-time communication between client and support staff. Connect Community Social Network is a private social collaboration platform for Superion customers that modernizes communication among Superion customers, provides a framework for integrated knowledge sharing, and encourages crowdsourcing of informational assets. The portal offers a robust knowledge base query source to help answer questions about the solution and how to resolve business needs. Typically, Superion provides software releases twice a year containing new functionality and enhancements. All customers with a current maintenance agreement receive updates at no additional cost. We transfer the latest release and any related documentation to a password-protected area on our website where users can download the current version. If the City selects our Horizon Cloud option, IT Administrators need not worry about system upgrades as Superion manages both system hardware and software on the City’s behalf. Page 11 Visit us at superion.com City of Milton, GA Describe the system’s ability to grow in size as Milton grows, For example, what changes would be needed in the future as the City’s population and associated staff and assets grows? Note if there is an upper limit that would require a substantial upgrade: TRAKiT is a very scalable solution. If the City grows and needs additional user licenses, Superion could provide a quote to purchase additional licenses. Specifically note the system’s ability to handle additional users without a negative impact on performance: Many factors external to the TRAKiT software impact application performance. Therefore, Superion is not able to guarantee performance. Response times and application performance are also dependent on the function that the user is performing. It is fair to say that a typical user will experience reasonable response times provided all other variables are functioning properly. Describe the amount and type of training included in the proposal. Provide line-item costs for training activities and options. It may be desirable to have a kick-off training session and then a follow-up several weeks or months into use. Identify support numbers, emails, on-line references, training manual etc. that are available. Describe successful implementation processes used in similar sized municipalities: Training details were provided on page 2. All pricing can be found in the Cost Proposal provided under separate cover. Describe the security features associated with the system: TRAKiT includes several layers of security to prevent unauthorized access or modification of your data. Security is given at the functional level on an individual or group basis. MS SQL Server also provides additional security options. Your security administrator can assign security rights using TRAKiT’s Utilities and Maintenance module without any programming knowledge. The City also has control over displayed information, and user rights are managed by TRAKiT, so security levels can be set to prevent one constituent from changing another’s information. Additionally, only one constituent can access or change a record at a time. TRAKiT provides full audit trail capabilities. Registered changes show a user ID and time/date stamp. Describe the type and duration of warranties provided with the system: All Superion applications are under warranty for 12 months. Details are provided in the Cost Proposal under separate cover. f. Implementation: Implementation begins with Superion and the City co-creating a detailed project schedule, as included in this proposal, organized into six major stages. Stage 1 – Kick Off: Superion conducts an onsite project Kick-Off Meeting to allow all appropriate City personnel to become acquainted with our method of implementation. Upon contract execution and prior to the Kick-Off Meeting, we provide the City Project Manager with a Project Implementation Workbook to review your workflow and business processes. This high-level checklist helps Superion determine what resources are necessary for the implementation and enables us to maximize TRAKiT’s effectiveness for you. Stage 2 – Review: Our Project Manager provides insight into the long-term implications of different business processes by offering suggestions for greater efficiencies. During Stage 2, we share examples of what other agencies do, offer suggestions for process improvements, and propose potential workflows. Stage 3 – Configure: System configuration and data conversion will reflect the Project Workbook responses and other process changes discussed during onsite meetings. The Superion Project Manager ensures automations and processes meet the City’s specified needs. Configuration begins with all permit, project, engineering, code, license, and application types. The necessary workflows are automated for any associated fees, valuations, inspections, email notifications, conditions, standard comments, and custom screens. The Superion programming team executes any modifications needed for initial delivery and testing. Superion converts data using a conversion script to map data from your existing applications into the TRAKiT system. We modify the script and re-run the conversion until you are comfortable with the results. Stage 4 – Test: Testing ensures the City receives TRAKiT according to previously detailed configuration needs. Testing addresses all data conversion anomalies and software configuration issues. The City’s primary role is to test the system as it operates in your environment. This includes verifying data converted from your existing databases and testing the configuration. The system testing standards include our proposal responses, any mutually agreed upon clarification to those responses, and all documented entries in the Project Workbook. Throughout there is continued communication between the Project Managers as they refine enhancements, data variances, or configuration irregularities. Weekly reports show the progress and if any system errors or problems develop, Superion immediately addresses and corrects the issue. Stage 5 – Train: Once final system configuration is complete, Superion trainers arrive onsite to work with all end users as part of Go Live preparation. Superion and the City work together to develop a training plan that ensures correct class placement for each end user as well as how many days of training to dedicate. Page 12 Visit us at superion.com City of Milton, GA Stage 6 – Go Live: Typically, 24 hours prior to Go Live, our data conversion specialist works with the City’s IT department to convert required data from the legacy system. It is critical to address any issues that arise while the conversion script executes. Once final conversion is complete, our Project Manager and technical support specialist arrive onsite, providing side-by-side support to ensure and celebrate a smooth Go Live. Go Live and System Stabilization: After Go Live, Superion continues to support the City to ensure the software performs as expected and the City becomes familiar with our Help Desk. During this phase, you will transition from working with a Project Manager to working with an assigned TRAKiT Client Services Team member. With the exception of support issues, your Client Services Team member is your primary contact for our ongoing partnership. Your Client Services Team member becomes familiar with your organizational goals and challenges and provides relevant, benefit-driven solutions that enhance your Superion experience. TRAKiT Sample Project Timeline: Total implementation takes approximately 11–13 months. All dates we use are for illustrative purposes only. No dates have been reserved for conversions or training. Upon contract signing, we will work together to develop a detailed plan, including confirmed dates, resources, and tasks which may vary from this plan. Page A-1 City of Milton, GA Visit us at superion.com Appendix c,. ALjj 7t ACKNOWLEDGEMENT RECEIPT OF ADDENDUM #1 RFP 18=CD02 Upon receipt of documents, please email, fax or mail this page to: City of Milton Attn: Honor Motes, Purchasing Office 2006 Heritage Walk Milton, GA 30004 Phone: 678-242-2500 Fax: 678-242-2499 Email: honor.motes@citvofmiltonaa.us I hereby acknowledge receipt of documents pertaining to the above referenced RFP. COMPANY NAME: Superion LLC. CONTACT PERSON: Tom Amburgey, Vice President and General Manager —Public Administration ADDRESS• 1000 Business Center Drive CITY: Lake Mary STATE: FL ZIP: 32746 PHONE: 407.304.3022 FAX: 407.304.3301 EMAIL ADDRESS' tom.amburgey@superion.com March 22, 2018 Signature Date ADDENDUM #1 7�Page RFP18-CD02-Addendum #1