Department of Community Development
Reference: Approving the Procurement of 22-007557 Online Permit Software
To: Mayor Gregory Mills and Members of City Council
Through: Michael P. Martinez, City Manager
Prepared By: Tara Cisneros, Permit Counter Supervisor
Matt Rowland, Chief Building Official
Date Prepared: September 7, 2022
PURPOSE
Requesting City Council’s approval of the procurement of 22-007557 Online Permit Software by awarding a contract to OpenGov, deemed the most responsive and responsible bidder of the three (3) bids received in response to the posted solicitation. Per Brighton Municipal Code Section 3-8-30, “All materials, services, and construction contracts, except as otherwise provided in this Article, with an estimated cost greater than one hundred thousand dollars ($100,000.00), shall be awarded through the formal solicitation procedure or the formal RFP process by the City Council. After due notice inviting bids, purchase orders and contracts shall be awarded to the lowest responsive and responsible bidder.”
BACKGROUND
The current software used by the City has become obsolete and does not have the capability to perform the necessary functions to provide excellent customer service, accuracy, and expedience to meet the City’s needs and, more importantly, meet the needs of the Brighton community. After careful review and discussions with City staff, management, contractors, and other stakeholders, staff requested the budget that was appropriated in 2022 to purchase software and the appropriate installation, training, and engineering for a successful transition. This software will allow the permit applicant to receive information and updates, apply for permits, review permit and inspection statuses, schedule inspections, pay all necessary fees, and obtain permits online.
The City performed the formal bidding process, which was completed through a Request for Proposal and by advertising for bids through the City’s “BidNet” process. The city received a total of three bids and evaluation by staff was performed through demonstrations of the software by various members of the departments involved in the review and approval process of the city’s permits and then analysis of the vendors was completed using a comprehensive matrix and reference checks.
The three bid proposals that were received had a wide range of pricing from $129,900 up to $326,500.00. The selection process was narrowed down using scoring of historic customer satisfaction, responsiveness, responsibility, price, reliability, and finances.
Staff determined that the bid from the second lowest bidder, OpenGov in the amount of $145,898.00 best meets the city’s needs based on its qualifications and pricing. Note: The lowest bidder did not have as much experience or the capabilities to perform several of the tasks required in the request for qualifications.
FINANCIAL IMPACT
According to the Budget Division, sufficient appropriation exists for the project in the 2022 budget and funds have been placed in the proposed budget for 2023 for fees and maintenance costs that are incurred annually and are typical with this type of software.
STAFF RECOMMENDATION
After careful consideration and examination, it is recommended that the City Council approve the bid from OpenGov in the amount of $145,898.00. As previously noted, this bid is the second lowest out of the three bids received and staff feels the qualifications and pricing are the most responsive and responsible for the City’s purposes.
OPTIONS FOR COUNCILS’ CONSIDERATION
Ø Approve the bid.
Ø Reject the bid; or
Ø Require new proposals be prepared.
Attachments
Ø (Draft) Resolution