Description

Technology Solution Assessment Template – RFI Process This is a Technology Solution Assessment (TSA) used by Multnomah County IT Purchasing to assess technology solutions where procurement authority already exists via cooperative agreement or a competitive sourcing event resulting in a negotiated contract and/or to assess solutions already in use at the County to meet a newly identified requirement in compliance with PUR-9.  Because sourcing and contracting activities are lengthy, expensive processes, it is in the County's best interests to reduce duplication of effort and fully vet solutions where procurement authority is available via cooperative agreement. This is not an open, competitive sourcing event and no determination will be made by rank or score but by the assessment of solutions available from existing suppliers, if any, that best meet the County’s business and technical requirements.   Scores will be informational in nature to assist the County in making a decision.  Multnomah County IT Purchasing uses the MultcoMarketplace to track and store TSAs as the County’s system of record. The solution(s) and/or supplier(s) under consideration for this TSA is/are: EnerGov by Tyler Technologies Inc As procurement authority already exists for the County to make a selection, the County may make its determination at any time in this process.  If this assessment does not identify a solution that meets the County’s needs, other suppliers with existing cooperative agreements in place for government jurisdictions may be considered, or an open, competitive sourcing event may be released to expand the field of suppliers. BACKGROUND AND SOLUTION REQUIREMENTS Multnomah County IT Purchasing is conducting a Technology Solution Assessment (TSA) to replace the Department of Community Services (DCS) Land Use Planning’s case tracking system, to include Transportation, Code Compliance, Right of Way Permitting, GIS, and Service Districts working cross departmentally and cross-jurisdictionally to provide transparency and flexibility in working with the public they serve, providing support and guidance while ensuring the preservation and protection of the County’s rural character. Users Include: Land Use Planning, Transportation Planning, Code Compliance, Service District Staff, Administrative Support, Management, Development Analyst, GIS, and the Public. An optimal solution will have the following features: System can query existing Land Use and Transportation Cases and Case Sub-Type User can perform simple to high level queries on historical permit activity. A member of the public can perform simple to high level queries on historical permit activity through a web browser. User can perform simple to high level queries on current permit activity. A member of the public can perform simple to high level queries on current permit activity through a web browser. Queries can be named and saved for future use. Output reports and data from system queries can be extracted to an external file, for example CSV or xlsm format. Small format output map can be displayed on computer monitor and printed. Same requirement for Public: small format output map can be displayed on computer monitor and printed. Large format output map can be displayed on computer monitor and printed. Large format output map can be printed on a plotter printer. Members of the public can define a geographic area (polygon) and receive alerts for any new applications filed along with status updates (ie Zillow search). System can easily add New Land Use and Transportation Cases and Sub Types User can create new cases. User can create new sub-types. Code compliance staff can create new complaint records using points, lines or polygons Code compliance staff can create new violation records using points, lines or polygons.  Members of the public can submit applications electronically, including making any necessary payments. User can create cases based on parcel or road segment, cases can be represented by point, line and polygon geometries. System allows for editing of existing Land Use Cases and Case Sub-Types User can edit case data values. User can edit case sub-type data values. Single edits can be made to the database records. Batch edits can be made to database records, for example update the status of several cases related to a single parcel. Records updated in the database are date stamped to show how data was at that point in time. System allows for adding comments and prioritization of important comments Database entries which record contacts, e.g. office visits, phone calls, from the public include a field for comments entered by the user. System has standard Reports and user can create ad hoc reports User can generate standard reports (text and graphical reports) (reports should have the option of including a map) Reports can be produced including all historical comments associated with a parcel. Ad hoc reports can be created. Ad hoc reports can be named and saved. Ad hoc reports involving numerical data can be exported for further data computations. System will generate Public Mailings within the application Users can generate address labels for mailings, e.g. print labels for a range of addresses adjacent to a parcel. Users can adjust geographic mailing parameters by amending mailing buffer distances and establishing irregular boundaries of mailing areas. Users can generate mailings by selecting gis layers that allow for custom attribute and spatial queries Members of the public can identify geographic map boundaries within which they would like to be notified electronically of any land use action. Workflow Management Users generate daily job tasks reports. Users generate weekly job tasks reports. Users generate monthly job tasks reports. Workflow activity is tracked and saved with date/time stamp in the database. Tasks can be assigned, time-frames given, concurrent tasks can be allowed. task can be assigned to more than one person (or have a sub-assignee) Add New Complaint / Violations User can create new complaint/violation record associated with a parcel including reference to geographic position coordinates. A member of the public using a web browser can track complaints and violations (both active and inactive) by parcel. User can track complaints and violations (both active and inactive) by using geographic position coordinates. Edit Existing Complaints / Violations User can edit complaints and violation records. Code Inspection Permit inspections can be scheduled and displayed on a calendar or list. Status of permit inspections and results can be tracked. Database and Application Management The Solution's database is designed so that database administrators can link it to other property data sources, e.g. data found in SQL and Oracle databases. Application developers can use vendor supplied application programming interface to support user customizations. IT staff fully trained and understand the Solution as to add new business logic to the Solution including but not limited to, created customized reports. Application developers can edit the database lookup table values that are used throughout the Solution. Reporting tools are included so that application developers can monitor and measure the Solution performance and use. Security Application access and security is role based. System administrators can add, modify, or delete users and modify, create and add security roles. User can use the Counties Active Directory SSO to authenticate into system. GIS Component Queries referenced in Requirements 1, 2, and 3 can be analyzed in conjunction with the County's GIS data sets via map and feature services. Spatial queries can be used by selecting a parcel in GIS viewer. User can create new database record that records a contact, e.g., an office visit or phone call from a member of the public associated with the location. Consume GIS data maintained as map or feature services. Out of the box integration with ESRI mapping solutions and integrated browser-based map viewer. User can select GIS layer themes and/or individual layers in mapping interface. Mobile Friendly and App Browser based citizen portal should be mobile friendly and usable on a smart phone. App for field work, site visits, inspections and code compliance. App should allow for offline editing when a cellular connection is not available. App should have a mapping interface Dashboards Dashboards are configurable to a user or role. Administrators can edit, create and modify Dashboards and assign to a user or role. Users can create, update and edit Dashboards. Dashboards are configurable through wizard or user interface that doesn't require coding. Integrations System integrates with County's active document system of record Content Manager.  Integrates with County's permanent record archival system Preservica. CONFIDENTIALITY Multnomah County is required to disclose non-exempt public documents pursuant to ORS 192.410-192.505). ORS 192.502(4) exempts the County from disclosing information submitted in response to a sourcing event where the information is such that it “should reasonably be considered confidential.” A respondent who determines that information within a response meets the statutory requirement and desires that such information remain confidential shall mark the bottom of the pages containing such information with the word “CONFIDENTIAL.” If a respondent marks every page of a response as “CONFIDENTIAL”, the statutory requirement is not met; any response so marked will not be deemed to have been submitted in confidence, and upon request, the entire response will be disclosed. The County will keep properly marked information confidential unless ordered to release the information and materials by the District Attorney pursuant to ORS 192.460. SUBMITTED MATERIALS PROPERTY OF COUNTY All materials submitted for any portion of this Technology Solution Assessment shall become the property of the County, and will not be returned to respondents. SUBMISSION INSTRUCTIONS Response must be submitted electronically through this Sourcing Event.  CLARIFICATION Multnomah County uses the Q & A Board for all incoming and outgoing clarification requests.  Suppliers must use the Q & A Board to submit requests for clarification of the process. MULTI-STEP PROCESS The County may use any of the following steps in this process: Autoscored solution requirements. Panel Questionnaire proposal including budgetary cost proposals. Scripted remote demo and oral presentation. The County reserves the right to re-order the steps, repeat or combine any steps as may be necessary, and to exclude any step which may not contribute to the County’s determination. The first step of this TSA is described below.  Once submissions are reviewed, the next step will be determined if the County elects to continue the process further.

Attachments

This project has the following solicitation documents. You will need to visit the agency's original website to download these documents.

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