New Castle County Purchasing Division New Castle County Government Center 87 Read s Way New Castle, DE (302)

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1 New Castle County is seeking competitive sealed proposals for: Electronic Land Development and Building Plan Review Software,. This is a Request for Proposal to supply an electronic plan review software systems product which will facilitate New Castle County land development (Majors; Minors; Subdivision; Re-zonings) plan review process for land development projects submitted for review and approval in the Land Use Departments Planning Section; and building plan review and approval as associated with the NCC permit review and approval process within the Land Use Departments Permits Section. Proposed electronic software systems must include a web based process allowing applicants to upload plans; interface with the existing Hansen 7.7 land management system; distribute plans electronically to multiple reviewers; allow markup capabilities; automate plan comments into electronically generated letters; provide submitted and revised plan version comparisons; interface with currently NCC financial transaction capabilities; provide a tracking capacity annotating time and date that plans and plan comments are submitted, received, and returned by whom; and provide archiving interface capability with NCC Land Use Departments App Extender. Interested parties should submit a priced proposal, in writing, with one (1) signed original and three (3) copies to New Castle County,, New Castle, DE by 2:00 p.m. Friday, June 13, 2014 so stating their interests and qualifications. NOTE: Bidders are responsible for obtaining the bid specifications and all addendums from the New Castle County Purchasing website at Questions about the project should be directed in writing by noon on Thursday, May 29, 2014, to Andria Smith, Purchasing, by at asmith@nccde.org. INSTRUCTIONS TO BIDDERS Sealed proposal envelops shall carry a clear notation in the lower left quadrant, Consulting Services- Electronic Land Development and Building Plan Review Software,. 5/14/14 BID #15S-001 Page 1 of 25

2 FAX proposals cannot be accepted. Pursuant to New Castle County Code and Delaware State Law, no contract will be awarded to any vendor unless, before or in conjunction with the actual award of the contract to such vendor, has submitted proof satisfactory to the County, or to the awarding agency, or the designated representative of the County or the awarding agency, as the case may be, that it and each and every subcontractor named by it in its bid, if any, will at the time it submits such proof have valid and effective licenses required by the State and the County, and the political subdivisions, if any, in which the project is located, and the United States government, in order for each of them (i) to do business therein; (ii) to comply with all tax laws thereof; and (iii) to perform the labor and/or supply the material involved in the performance of the contract. Awards, if any, will be made in conjunction with the Delaware Code, Subchapter 2, Chapter 69, Title 29, and the New Castle County Code. Minority and Women-owned Business Enterprises (MWBE) will be afforded full opportunity to submit proposals, and will not be subject to discrimination on the basis of race, color, nation origin, sex, religion, age, disability, or sexual orientation in the consideration of this award. Mailing address: New Castle County 5/14/14 BID #15S-001 Page 2 of 25

3 GENERAL New Castle County is seeking vendors to service and supply a (1) Building and Land Development Electronic Plan Review Software product. BACKGROUND INFORMATION There is one major piece to this RFP: (1) Software programs to facilitate electronic plan review using the current server based NCC Land Management System (Hansen 7.7) used by the Land Use Department. Although the NCC computer technology evolution from the mid 1990 s to 2013 involves years of implementation and millions of dollars in man-hour and equipment (software and hardware) effort, the evolution can be summed up in a few sentences. In 1998, NCC migrated from a server based computer system to a commercial off the shelf land management program known as Hansen. This software program includes fourteen (14) Hansen modules which are NCC Department Specific including: Core Assets including Park, Plant, Sewer, Storm, Street Customer Service Inventory Control Advanced Inventory Control Ordering Building & Use Permits Licensing Code Enforcement Tax and Sewer Billing Tax Assessment Asset Valuation Geo Administrator ESRI HMS for Work Order and Customer Service Dynamic Portal for Permits The modules provide the interface between departments and other software products used within NCC Departments such as People Soft; MissUtility; Sigma; and Cashiering to name a few. These external interfaces include: 5/14/14 BID #15S-001 Page 3 of 25

4 Asset/Work Management a. CIMS: TV Inspections (Bi Directional) b. Asset Conditions: Contractors Manhole Inspections (into Hansen) c. Asset/Parcel/Sub Info: Location/Structural/Valuation/Inspections (into Hansen) d. SQL Loader: (into Hansen) CRM a. MissUtility: Service Request (into Hansen) Permits a. Dynamic Portal: (Bi Directional) b. Oracle Forms: (into Hansen) Tax Billing a. 16 Water Systems: (into Hansen) b. Hansen Tool: Payments (into Hansen) c. Cashiering: (Bi Directional) d. SQL Loader: (into Hansen) Assessor a. SQL Loader: (into Hansen) b. Sigma: (out of Hansen) Resources a. PeopleSoft: Employee ID/Rates (into Hansen) Figure 1 depicts the complexity of this effort in which the NCC IS Department maintains the connectivity efforts between NCC Departments, software applications, and hardware (computer, phone, laptop, and Personal Digital Assistants (PDA) systems in this complex system. 5/14/14 BID #15S-001 Page 4 of 25

5 Figure 1: Diagram showing various interfaced systems with the current NCC Land Management System (Hansen 7.7). The NCC LU Department is the largest user of the Hansen software system within the County Government. NCC LU has over 300 applications to the Hansen system which are used to manage daily workload which includes, but is not limited to, logging in property maintenance complaints; creating enforcement cases; processing building permit applications; scheduling and conducting inspections; creating land development applications; and processing NCC Contractor Licenses to name a few (see figure #2). NCC LU also utilizes Hansen s Dynamic Portal which allows NCC LU applicants (contractors) the ability to apply for and certify various types of on-line building permits. 5/14/14 BID #15S-001 Page 5 of 25

6 Figure 2: NCC Land Use Department Hansen applications. As is the case with most server-based land management software systems, upgrades continue to allow the current NCC Land Management System to remain viable. However, with the focus on mobile applications from permit applications through building inspections, system integration through older server based land management systems for electronic plan review services are required to keep up with technological capabilities and uses from applicants. Therefore, this RFP will be used to evaluate and select (pending budget approval) an electronic plan review software system for day to day land use development and building plan reviews. This proposed system must have, but not limited to, the following capabilities: Include a web based process allowing applicants to upload plans; interface with the existing Hansen 7.7 land management system; distribute plans electronically to multiple reviewers; allow markup capabilities; automate plan comments into electronically generated letters; provide submitted and revised plan version comparisons; interface with currently NCC financial transaction capabilities; provide a tracking capacity annotating time and date that plans and plan comments are submitted, received, and returned by whom; and provide archiving interface capability with NCC Land Use Departments App Extender. 5/14/14 BID #15S-001 Page 6 of 25

7 CURRENT INFORMATION SYSTEM INTERFACE WITH HANSEN 7.7 LAND MANAGEMENT SYSTEM The scope of this project is targeted to functions of our Land Use department (Planning, Building Permits, Inspections, Engineering, Contractor Licensing, and Code Enforcement) to get an electronic plan review system in place using the current Land Management System of Hansen 7.7. Although Hansen 7.7 is the primary system used by the Land Use Department, the New Castle County Special Services Department uses City Works for management of NCC Assets, Inventory, Parks, Buildings, Work Orders, and Sewers. NCC Land Use also uses Hansen s Dynamic Portal for online permits and inspection scheduling. The Dynamic Portal system has triggers to prevent online users from scheduling inspections when there are requirements that are not met for scheduling the inspection. We also need a way to allow the online user to make plumbing and heat permits children to the parent building permit. In addition, there are 456 user s defined with access to Hansen, but not all of them log on and use the system. However, since the electronic plan review is primarily for Land Use land development plans and permit building plans (which are part of the existing permit process), we estimate 46 Land Use users: 18 planning staff members (which includes 4 engineers); 23 permit staff members; and 5 land use administrative members. Other software applications which are part of the current NCC Land Management system include using a product called App Xtender (a stand-alone product with no integration with Hansen 7.7); ESRI 10.2 as our Geographic Information System; inovah for cashiering for our Tax Billing (The cashiering system just reads tax and sewer billing data from Hansen and displays it on the inovah screen and payments are made and a file is generated which is imported into Tier.) Regarding credit cards, we are using Elavon Virtual Merchant, Merchant Connect and Internet Secure for our Credit Card processing. Currently, the credit card machine is stand-alone. The permit processor gets the total amount of fees due in Hansen and manually keys the amount on the credit card machine. The customer swipes his card and gets the receipt. The permit processor then manually pays the fees in Hansen. We 5/14/14 BID #15S-001 Page 7 of 25

8 would like this automated. This may be part of the Cashiering system. Hansen also interfaces with the Assessment Departments through Sigma (Assessment Software). We have a process that reads data from Hansen 7 and updates our Sigma data. Regarding Land Use Reports, the NCC Land Use Department (Assessment, BOA, Elevators, Engineering Section, FOIA, Building Inspections, Letters, Licensing (Contractors), Permit Section, Planning, Revenue reports (Fees collected in Hansen for permits, planning, code enforcement, engineering), Building Violations, Zoning = 298 reports. Code Enforcement Department reports for services calls and cases = 114. Treasury (Tax Billing, Sewer Billing) = 103. Other departments = 10. Total = 525 if we include Treasury. We also have users that run SQL statements to retrieve information. Additional Hansen/IPS peripherals include using Net Motion with laptops in the field with full access to the Hansen Application like we would be using it at our desk. We are also testing tablets with Windows 8 for access to Hansen and filling out the inspection check list forms. NCC Land Use also has a web portal for citizens. We are currently using Dynamic Portal for Issuing simple Permits, Scheduling building permit inspections and Online Complaints for our Code Enforcement section. NCC has built our own online applications to read data from Hansen and Sigma (Assessment Package) to display data to the public. This is called Parcel View. Anyone can go to the New Castle County web site and use the parcel provided to see the different links and data that is displayed. Additionally, NCC has built our own online application to read permit data from Hansen and Sigma called Permit View. This is similar to Parcel View, but you are accessing the data using the permit number. The initial data displayed is all the data related to the permit. Additionally, NCC has built our own online application to read project data from Hansen and Sigma called Project View. This is similar to Parcel View, but you are accessing the data using the project number. The initial data displayed is all the data related to the project. 5/14/14 BID #15S-001 Page 8 of 25

9 NCC has also built our own online application to allow Professional Engineers to pass and fail certain types of Project Planning inspections. They are able to fill and update the data that is on our custom tab in Hansen. NCC has also built our own online application that allows the public to pay code enforcement fees online. They enter the complaint (AP) number and it will show them a list of fees for payment. They select from the list and then they can pay by credit card. NCC has also built our own application that allows the public to pay permit fees online. They enter the permit (AP) number and it will show them a list of fees for payment. They select from the list and then they can pay by credit card. This follows the same steps as the complaint payment system. NCC has built our own online application that allows the public to pay FOIA and Use Application fees online. They enter the Use Application (AP) number and it will show them a list of fees for payment. They select from the list and then they can pay by credit card. This follows the same steps as the complaint payment system. NCC also built our own online application that allows contractors to renew their trade license online. They enter their Federal EIN and Delaware Business 5/14/14 BID #15S-001 Page 9 of 25

10 License number and a fee displays for the current year that is due for payment. They select the fee and pay by credit card. The contractor s license is then updated in the back office with the current year fee paid and the expiration date set for the following year. NCC has also built our own online application that allows the public to look up and see if a contractor is currently licensed with New Castle County. NCC has also built our own online application that allows the contractors to Self-Certify (Pass) certain inspections. They can log on and certify the inspection which then updates the Hansen back office with a passed inspection. NCC also has 5 scripts that extract data from Hansen and put it in a text file that gets copied to our FTP site. Users can access the FTP site and download the file to their systems. NCC Information Systems has several work bench tabs which include: Customer Service; Billing Tax Account and Utility Account; Resources Bond Tracking, Deed and Parcel; Assessor Request Office Request, Office Request Farm Land Activity Review Detail- 23 custom tabs; Inspection Detail 5 custom tabs; and Total Custom Tabs = 38. Additionally, NCC IS has 256 triggers. These are trigger that enforce business rules and send . NCC has 67 database procedures and 212 database views to include 66 database functions and scripts which are run on demand but most of these are used for tax billing. ELECTRONIC PLAN REVIEW SOFTWARE Vendor shall quote pricing for an electronic plan review software product which utilizes information from the current NCC server based Hansen 7.7 land management system. The requested Electronic Plan Review software will provide government personnel and outside agencies access to land development and building plans for review and approval purposes, integrating the current Hansen 7.7 land management software applications and databases. The web-based electronic plan and document workflow software lets citizens and government personnel initiate and complete the plan submission and review process online, rather than using a manual, paper-based process. Electronic Plan Review software must allow customers to upload plans and documents anytime of the day or night, from anywhere that has internet access. They can get review status updates online as well. No need for government staff to answer calls. The Electronic Plan Review must include an automated workflow, collaboration and view and markup tools, and include an activity log so the data are always ready for those that need them. 5/14/14 BID #15S-001 Page 10 of 25

11 In addition to working with the current Hansen Land Development Plan Process, the Electronic Plan Review system must work in tandem with NCC permitting software to help automate the plan review process when a customer (property owner, architect, engineer, contractor, etc.) submits an application for a land use development plan or construction permit requiring drawing plans or other documents, the Electronic Plan Review software must be able to the applicant to upload electronic plan files. The NCC Land Use Department personnel can then have access to the plans to use workflow process for collaboration and view/markup tolls to complete the initial review. The Electronic Plan Review software must have the capacity to annotate plan changes on the files and then communicated to the applicant, who makes the noted revisions to the original files and then resubmits revised files and then resubmits revised files back into the Electronic Plan Review system. The review cycle continues until all the regulatory requirements are satisfied and the jurisdiction grants approval for the plans and the permit. There are two main parts to the electronic plan review system: Land Development Plan and Permit Building Plan Review. The NCC Land Use Land Development Plan Review Process The NCC Planning Section manages the land development plan review process and this includes four Professional Engineers who review these plans regarding site construction plans, and sediment and stormwater compliance. The land development process is annotated in the NCC Unified Development Code (UDC), and the following diagram depicts the workflow of a land development plan per the UDC: 5/14/14 BID #15S-001 Page 11 of 25

12 This process consists of a pre-application sketch plan (in blue); exploratory plan (in red); and record plan (in green) process. The above referenced chart depicts each step as annotated within the UDC and depicts major workflow points within any electronic plan review process system for the land development plans. NOTE: This is the primary focus of the proposed Electronic Plan Review system. This is a diagram depicting the current land development plan processing within the planning section: 5/14/14 BID #15S-001 Page 12 of 25

13 There are sample questions regarding the land development plan review aspect which should provide additional clarity to this RFP: 1. Number of internal users for the land development plan review? 10 Planners 4 Engineers 5 Land Use Managers (administration) 4 Support Staff will also have access to process and track land development plans 5/14/14 BID #15S-001 Page 13 of 25

14 2. Number of external users? In addition to the applicant of which there is estimated to be 60 for planning review and an additional 40 for Engineering Application Plan review, there are 6 to 10 external State reviewing users. Most land development plans go through the Delaware State Office of Planning s Preliminary Land Use Service (PLUS) who in kind forward to applicable Delaware State Agencies to include, but not limited to: Delaware Department of Transportation (DelDot); State Fire Marshal Office (SFMO); Housing; State Historic Preservation Office (SHPO); and Department of Natural Resources and Environmental Control (DNREC) 3. Estimated annual number of building plans associated with land development plans for this system? 145 Land Development Plans which consists of Major and Minor land development plans; Re-subdivision Plans; and Rezoning Plans are reviewed annually by both planners and engineers. Approximately 60 of the 145 plans get recorded on an annual basis. An additional 40 Engineer Application Plans which include sediment and stormwater and site construction plans are reviewed by the engineering section. NOTE: Land Development Plans consists of anywhere from 12 to 175 sheets (pages) each. 4. Specific Hansen applications (building, use, project planning, case, license, trade license) where the electronic land development plan review must interface. Project/Planning Application 5/14/14 BID #15S-001 Page 14 of 25

15 The NCC Land Use Land Development Plan Review Process with Engineering As already depicted, the NCC Land Use Department has four professional engineers on staff who review land development plans in concert with the planners. In addition to the 145 Subdivision Land Development (SLD) applications being reviewed yearly, the engineering section reviews an additional 40 ENG Applications. Here is a schematic of their process: 5/14/14 BID #15S-001 Page 15 of 25

16 Assigning an Engineer to Review Application 1. Teresa verifies overall application completeness, creates a SLD or ENGAPPS number, pays applicable fees, and creates a planning and engineering review folder. 2. Teresa assigns to the supervising planner and supervising engineer and distributes the review folder to each respectively. 3. When the supervising engineer receives the plan, he/she reviews the submission for engineering section completeness and briefly reviews the purpose of the application. 4. If incomplete, the supervising engineer calls the applicant s engineer to request the missing information and place a note to this end in Hansen. 5. If no engineering review is necessary, supervising engineer signs off on the application in Hansen and sends an to the supervising planner indicating as such. 5/14/14 BID #15S-001 Page 16 of 25

17 The NCC Land Use Permit Review Process (Building Plan Review) There are sample questions regarding the permit building plan review aspect which should provide additional clarity to this RFP: 1. Number of internal users for the building plan review? 8 Building/Plumbing/Mechanical Plan Reviewers 15 Support Staff will also have access to process and track 2. Number of external users? 3 Agencies: Delaware Department of Transportation (DelDot); State Fire Marshal Office (SFMO); and Board of Health (BOH) 3. Identified external reviewers (i.e., fire marshal, etc.) for building plans? 18 Individuals estimated 5/14/14 BID #15S-001 Page 17 of 25

18 4. Estimated annual number of building plans associated with permits for this system? 1325 Estimated 25% of building plan reviews and 25% of plumbing/mechanical reviews. Building Plans consists of anywhere from 2 to 20 sheets (pages) each. NOTE: In 2013, NCC processed 15,295 permits of which 1,325 included building plans. 5. Schematic showing the building plan review work flow process regarding who reviews and approves the building plans (see above) Flowchart. Process is as follows: Electronic building permit submission received; Processed by Permit Processor Technician (PPT); Zoning Reviewer notified by PPT; Zoning Reviewer completes review and notifies PPT of outcome; If zoning review fails, PPT contacts applicant; If zoning review is approved PPT notifies the Building Plan Examiner or Engineer (if applicable)(note: this is where the proposed electronic building plan review system comes into play); If applicable, Engineer Reviewer completes review and notifies PPT of outcome; If engineering review fails, PPT contacts applicant; If engineering review is approved PPT notifies the Building Plan Examiner; Building Plan Examiner completes the review and notifies PPT of the outcome; If building plan review fails, PPT contacts applicant; If building plan review is approved and all other requirements are met PPT issues the permit. Permit is ed to applicant by PPT. 6. Specific Hansen applications (building, use, project planning, case, license, trade license) where the electronic building plan review must interface. Building Application Use Application The Electronic Plan Review Software FRP submission should include the following elements of the proposed work/product/system: 1. Overview on the Electronic Plan Review Software; 2. Statement that the Electronic Plan Review Software is compatible with Hansen 7.7 and specifically with the current building permit process and land development process; 5/14/14 BID #15S-001 Page 18 of 25

19 3. Estimated cost of the software, licenses, estimated annual maintenance fees, and any additional fees applicable for the development, implementation, and yearly maintenance of the electronic plan review software/program. Estimate needs to be broken down into of the main criteria: a. Land Development Plan Review; and b. Build Plan Review. 4. Estimate timeline (beginning on July 1, 2014) to implement and integrate software into the current NCC Land Management System (Hansen 7.7); 5. Estimate to develop a written Applicant User Guide once the system has been completed and ready for implementation with New Castle County land development and building plan applicants; 6. Estimate to develop short 1 to 3 minute videos on each proposed phase of the Electronic Plan Review system; and 7. Estimate to perform three, seven hour training classes for NCC employees 8. Statement regarding the Electronic Plan Review Software s capability to migrate from the server based Hansen 7.7 land management system into any web based land management system (i.e., Hansen 8; CRW Systems; Cityworks; Energov; Oracle; etc.). Statement should include a rough estimate to convert or migrate the Electronic Plan Review Software from the server based Hansen 7.7 to any web based system. QUALIFICATIONS Vendors are required to provide certifications and any additional information regarding qualifications. REFERENCES Vendors are required to provide three references for Electronic Plan Review work/software/programming. The reference must include the following: a. Name of client, address, telephone number, and point of contact b. Date work was performed c. Brief description of work performed 5/14/14 BID #15S-001 Page 19 of 25

20 WARRANTIES Vendors are required to provide warranty information regarding warranties that the supplies or services furnished under that contract shall be covered by the most favorable commercial warranties the bidder has given, or offered to any customer for such supplies or services and such rights are incorporated into this contract and provided to New Castle County. INSURANCE Workers Compensation & Employer s Liability Insurance Vendor shall purchase and keep in force and effect workers compensation insurance that will provide the applicable statutory benefits for all of the vendor s employees who may or do suffer covered injuries or diseases while involved in the performance of their work for the Vendor; and, even if permitted to do so by statute, Vendor shall not reject any workers s compensation insurance option that, in the absence of such a rejection, would be applicable to any of the said employees. The policy providing the workers compensation insurance shall include: (1) broad form all-states coverage; (2) an endorsement that specifically waives any subrogation rights the insurer would otherwise have against New Castle County, its officials or employees. Vendor shall purchase, and keep in force and effect, Employers Liability insurance with maximum limits for each employee of $1,000,000 for each bodily injury by accident, or occupational disease, and $1,000,000 aggregate maximum limits for all bodily injuries by accidents and occupational diseases within the coverage period, regardless of the number of employees who may sustain bodily injuries by accident or occupational disease. Automobile and General Liability Insurance Vendor shall purchase: (1) motor vehicle liability coverage, for owned, hired and nonowned vehicles, covering any and all claims for bodily injury and property damage that arise out of Vendor s performance of work for New Castle County, (2) comprehensive Commercial General Liability (CGL) insurance with limits of no less than $1,000,000 each occurrence and $2,000,000 annual aggregate. The CGL policy shall be extended by endorsement or otherwise to also include (a) coverage for Contractual Liability 5/14/14 BID #15S-001 Page 20 of 25

21 assumed by Vendor, with defense provided in addition to and separate from policy limits for indemnities of the named insured, (b) coverage for Independent Contractor Liability providing coverage in connection with such portion of the Services being subcontracted prior to any of the Services being subcontracted, in accordance with the terms and conditions of this Agreement, (c) coverage for Broad Form Property Damage Liability, (d) coverage for Personal Injury and Advertisers Liability, (e) products and completed operations. ( ) Professional Liability Insurance (applicable if checked) Each vendor of professional services for whom this provision is applicable shall provide professional liability insurance with limits of at least $1,000,000 per occurrence and $3,000,000 annual aggregate. All insurance required under this contract except workers compensation, employers liability, and professional liability (if applicable) shall be provided on a policy(s) that specifically names New Castle County, its officials and employees as additional insureds. Each policy shall provide an endorsement that specifically waives any subrogation rights the insurer would otherwise have against New Castle County, its officials or employees. Each policy shall be endorsed to require the insurer to give New Castle County at least thirty (30) days advance written notice of the insurer s intention to cancel, refuse to renew, or otherwise terminate the policy, suspend or terminate any coverage under the policy, or reduce any policy limits, increase any policy deductibles, or otherwise modify or alter any terms or conditions of the policy or renewal issued by the same insurer. Each policy shall be written by a carrier licensed by the State of Delaware to do insurance business of the type involved in the State of Delaware, and which has, and maintains for the life of this contract, at least an A rating from the A.M. Best Agency with Stable outlook. Any change in this rating or outlook must be related to New Castle County by the Vendor or insurance carrier as soon as possible upon learning of same; and the Vendor shall use due diligence with its insurance broker or carrier to keep track of same. 5/14/14 BID #15S-001 Page 21 of 25

22 All insurance required under this contract except workers compensation, employer s liability and professional liability shall expressly provide that such insurance shall be primary insurance; and any similar insurance in the name of Vendor shall be excess and non-contributing. Deductibles for insurance provided under this contract shall not exceed five percent (5%) of policy limits. ADDITIONS Vendors are required to provide information regarding potential additions to this contract such as, but not limited to, how additions to the contract will be processed such as service information New Castle County may require services, products, and/or equipment not specifically listed on the RFP bid, including, but not limited to, software, processors, power supplies, servers, etc. Award vendor(s) may be given the opportunity to provide a quote. Should New Castle County deem these prices to be excessive, or should vendor be unable to supply any services, products, and/or equipment as requested, New Castle County reserves the right to make purchases elsewhere. M.S.D.S. SHEETS Vendors are required to provide MSDS information. As may be required by State or Federal regulations, the successful vendor must provide the M.S.D.S. sheets to the Risk Management Division and to the requesting department. INDEMNITY Vendor shall indemnify, defend, and hold harmless New Castle County from and against any and all claims, demands, suits, judgments, costs, and expenses asserted by a person or persons, including, but not limited to, agents, employees, or volunteers of vendor, by reason of death or injury to persons, or loss or damage to property, resulting from operations or use of services, products, and/or equipment purchased hereunder, or sustained in or upon the premises of New Castle County. 5/14/14 BID #15S-001 Page 22 of 25

23 FUNDING OUT Vendors will require include information such as the continuation of that contract being contingent upon funding appropriated by County Council. SUPPLIER DIVERSITY New Castle County encourages supplier diversity among firms. Please provide information on your firm s effort to encourage supplier diversity in your workforce and in the selection of sub-contractors. DELAWARE LABOR New Castle County encourages the use of Delaware Labor. Vendors are required to provide Delaware labor information. Vendors will provide Delaware labor information which will require applicants to specify the office location(s) and percentage of the primary and sub-consultant (if applicable) that will be provided by each office. BASIS OF AWARD The award will be made to the bidder who, in the County s sole judgment, submits a proposal which best meets the terms, conditions, and required evaluation criteria set forth herein. New Castle County reserves the right to make multiple awards, partial awards, award by types, award by sections, item by item, or lump sum total whichever may be most advantageous to New Castle County. NOTE Pursuant to County Code, New Castle County reserves the right to purchase goods, contractual, and professional services from other governments and cooperative purchasing agreements when it is determined by the Office of Administrative Services to be in the best interest of the County. 5/14/14 BID #15S-001 Page 23 of 25

24 17. EVALUATION CRITERIA Based on the criteria established pursuant to the New Castle County Code, an evaluation committee will be selected to read, screen, and rank in writing all proposals. The New Castle County Chief of Administrative Services and requesting agency shall have the right to negotiate with individual offerors after their proposals are ranked. The Chief of Administrative Services shall establish procedures and schedules for conducting negotiations. Disclosure of an offerors price(s) to another and any information derived from competing proposals is prohibited. The Chief of Administrative Services shall issue a written request for best and final offer. The request shall set forth the date, time and place for the submission of best and final offer. At any point in the negotiation process, the Chief of Administrative Services and the requesting agency may, at his or her discretion, terminate negotiations with any and all offerors. Submitted proposals will be evaluated on the following criteria. formula will be utilized. A weighted average 1. RFP Submission (Includes Hansen knowledge; responses to the 8 elements found in section 4 of this RFP; identified business partners; warrantees; and the time to fully implement the Electronic Plan Review System) 2. Reference (Includes evaluation of submitted reference responses) 3. Location of firm (Includes evaluation of the vendors location) 4. Distribution of work among firms; economic considerations may be included, but the purpose shall be to broaden the base from which selections are to be made Price /14/14 BID #15S-001 Page 24 of 25

25 NEW CASTLE COUNTY, DELAWARE PROCUREMENT AFFIDAVIT AUTHORIZED REPRESENTATIVE I HEREBY AFFIRM THAT: I am the (title), and I am duly authorized to represent and bind (business) ) (the Business ), and that I possess the legal authority to make this Affidavit on behalf of myself and the Business for which I am acting. I FURTHER AFFIRM THAT: Neither I, nor to the best of my knowledge, information, and belief, the Business, nor any of its officers, directors, partners, members, affiliates, or any of its employees directly involved in obtaining or performing contracts with public bodies has been excluded from receiving Federal contracts, certain subcontracts, and certain Federal financial and non-financial assistance and benefits, pursuant to the provisions of 31 U.S.C. 6101, note, E.O , E.O , 48 CFR 9.404, and each agency s codification of the Common Rule for non-procurement suspension and debarment. I DO SOLEMNLY DECLARE AND AFFIRM UNDER THE PENALTIES OF PERJURY THAT THE CONTENTS OF THIS AFFIDAVIT ARE TRUE AND CORRECT TO THE BEST OF MY KNOWLEDGE, INFORMATION, AND BELIEF, AFTER DILIGENT INQUIRY. Date: By: Name: Title: (Authorized Representative and Affiant) 5/14/14 BID #15S-001 Page 25 of 25