City of Seattle

REQUEST FOR QUALIFICATIONS #SIT- 160188

Professional Services Contract

Project Title: Accela Implementation Services

Procurement

Schedule of Events / Date/Time
Solicitation Release / November 10, 2016
Deadline for Questions / November 18, 20162:00 pm PST
Answers to Questions Posted / November 23, 2016
Response Deadline / December 2, 2016 2:00 pm PST
Selection Committee Review / December 5-16, 2016
Interviews / January 4-9, 2017
Announcement of Successful Proposer(s) / January 13, 2017
Anticipated Negotiation Schedule / January 16-27, 2017
Contract Execution / January 31, 2017

The City reserves the right to modify this.

Changes will be posted on the City website or as otherwise stated.

Procurement Contact

Seattle IT Contracting Strategic Advisor: Laura Park – – (206) 733-9595

It is important to use the correct address for the delivery method you chose.

Fed Ex & Hand Delivery - Physical Address / US Post Office - Mailing Address
Laura Park, IT Contracting Strategic Advisor
Department of Information Technology
700 Fifth Avenue, Suite #2700
Seattle, Washington, 98104 / Laura Park, IT Contracting Strategic Advisor
Department of Information Technology
Seattle Municipal Tower
P.O. Box 94709
Seattle, Washington, 98124-4790

Unless authorized by the Project Manager, no other City official or employee may speak for the City regarding this solicitation until award is complete. Any Proposer contacting other City officials or employeesdoes so at Proposer’s own risk. The City is not bound by such information.

Table of Contents

1.Background and Purpose

2.Performance Schedule

3.Solicitation Objectives

4.Minimum Qualifications - Mandatory

5.Scope of Work

6.Pricing Rate Sheet - Mandatory

7.Contract Terms and Conditions

8.Procedures and Requirements

9.Response Materials and Submittal.

10.Selection Process.

11.Award and Contract Execution.

1.Background and Purpose

The City of Seattle is comprised of 29 departments offering more than 55 lines of business to serve the public. Several of these departments administer permitting processes and are responsible for regulatory enforcement. As one of the nation’s fastest growing large cities, Seattle recognizes the opportunity to provide better service to the public and operate more efficiently by integrating its permitting system across departments. As part of this initiative the City has acquired the Accela Civic platform to increase cross-department collaboration, reduce duplication, minimize non-value added steps in existing processes, and implement common technologieswhile meeting the internal needs of each department.

The Citycurrently has two departments, Seattle Department of Construction and Inspections (SDCI) and Seattle Department of Transportation (SDOT), implementing Accela software (Land Management, Accela Citizen Access, GIS) for permitting, regulation, inspections and enforcement. The City is leveraging the enterprise platform and has plans to expand the use of Accela for SDCI, SDOT and other departments and business units over the next several years.

This Request for Qualifications (RFQ) seeks to select a pool of qualifiedconsultant companies to provide professional services to the Cityto support Accela Civic Platform (ACP) implementation projects within the on-premise enterprise platform.Consulting engagements may include end-to-end implementations, specific deliverables within a project (e.g. process analysis, data conversion, configuration, scripting), and/or providing technical resources to augment City staff on Accela Implementation projects.Companies will be selected for engagements based on the best fit for specific projects.

Multiple Award: With this solicitation, the City may build a pool of eligible, qualified and competitive contracts to provide these services. The City may request service with the awarded consultant companies, selecting the consultant that the City wishes to use in any manner that the City department placing the order chooses. The Department can select one, or the Department can ask for quotes or other information to select between the successful consultants. All quotes and work orders must be priced consistent to pricing stipulated in the contract.

No Guaranteed Utilization: The City does not guarantee utilization through any resultant contract. The solicitation may provide estimates of utilization solely to help Consultants prepare their proposals; and does not serve as a guarantee of usage. The City reserves the right to multiple or partial awards, and/or request service of greater or less quantities based on City needs. The City reserves the right to use other appropriate contract sources to obtain services, such as State of Washington Contracts. The City may also periodically re-solicit for new additions to the consultant pool, to invite additional consultants to submit proposals or proposals for award. Use of such supplemental contracts does not limit the right of the City to terminate existing contracts for convenience or cause.

If the City awards multiple contracts to form a consultant pool, this RFQ established competition compliant to City competitive proposal laws; the City Project Manager may place an order with any pool consultant or may solicit multiple quotes to select among the pool consultants. If departments request quotes, the consultants must use the costs and hourly rates in the contract.

2.Performance Schedule

This will be an on-call contract with projects beginning in 2017 and expected to span over at least 5 years. Projects will support multiple departments and may include phasing over several years. Projects will be of varying length depending on scope, but will generally range from 6 months to a maximum of 2 years. Detailed scope, schedule and deliverables will be negotiated in a Statement of Work (SOW) for each project.

3.Solicitation Objectives

The City expects to achieve the following outcomes through this solicitation:

  • Create a pool of skilled consulting companies with comprehensive Accela knowledge and experience to provide support and resources for implementation projects beginning in 2017
  • Identify consulting companies who can provide expertise and guidance on Accela best practices in an enterprise platform environment
  • Supplement City resources as needed to successfully implementAccela projects of varying size and scope

4.Minimum Qualifications - Mandatory

Minimum qualifications are required for a company to be eligible to submit a RFQ response. Your submittal response must show compliance to these minimum qualifications. Those that are not responsive to these qualifications shall be rejected by the City without further consideration. A firm that does not meet all of the minimum qualifications and is interested in acting as sub-consultant should contact Accela partner(s) directly. A partner directory can be found online here: Please do not contact the City's Strategic Advisor. The City's Strategic Advisor will direct you to contact the Accela partners.

  1. Company must be a current service or system integrator for Accela or a partner of Accela
  2. Company must have successfully completeda minimum of three engagements as the primaryfor Accela Civic Platform system implementationswithin the last five years
  3. Company must have successfully completed a minimum of one engagementfor an Accela Civic Platform system implementation with a public agency of similar size to the City of Seattle (29 departments and population of 686,800) with services similar to those expected in this contract

See Attachment A for Minimum Qualification form.

5.Scope of Work

The scope of work will vary and be negotiated for specific projects; however, the following are representative scope areas, deliverables and proficiencies:

  • Technical project management and coordination
  • Accela Civic Platform installation and set-up
  • To-be business process analysis and best practice guidance
  • To-be business process documentation
  • Configuration analysis
  • Configuration and development of work flows, record types, business rules, scripts, and expressions in Accela Civic Platform Land Management, Licensing & Case Management, Asset Management and Environmental Health modules.
  • Unit testing and validation
  • Functional and technical interface requirement definition
  • Interface analysis and development for third party data to/from Accela Civic Platform
  • Data mapping and conversion from one or more legacy data sources to Accela
  • Document, letter, and report design specifications and development
  • Accela Citizen Access configuration and deployment
  • Installation and configurationof Accela mobile applications
  • Comprehensive technical, administrative and end-user training
  • Training/support documentation and materials development
  • Test case development and documentation
  • Usability test planning, coordinationand execution
  • System test planning, coordination and execution
  • User acceptance testing coordination and issue resolution
  • Production go-live planning and dry run
  • Production cut-over on go-live
  • Post-implementation onsite support

Experience with the following is desired:

  • Clients who have an enterprise Accela platform/license with multiple departments or business units utilizing a shared environment
  • Clients who have at least 1,000 employees
  • Implementation of Accela mobile solutions
  • Clients who share use of Accela with one or more external public agencies
  • Regulatory business licensing and enforcement processes (e.g. taxi, marijuana, short term rental)
  • Fire inspection and permitting processes
  • Accela Civic Platform version 8.0 or higher

Examples of proposed and/or representative projects:

Integrated Code Management System (ICMS), Department of Finance and Administrative Services (FAS)

The ICMS project will replace several stand-alone databases and manual processes and implement the Accela solutionin the Regulatory and Consumer Protection Division (RCCP) in FAS. The scope includes application/issuance/renewal of regulatory licenses, billing and payments, inspections, code enforcement, case management, reporting and data analytics, and field mobility solutions. The system will be shared with King County Records and Licensing Services (RALS) division for joint administration of the for-hire industry regulatory program.

The project will be implemented in two phases:

  • Phase 1: The initial system implementation will build the foundational elements of the platform and implement the for-hire company, driver and vehicle regulatory program (includes taxi, for-hire, and transportation network companies).
  • Phase 2: This phase will develop a road map for adding regulatory programs onto the platform and implementthe identified programs, e.g. marijuana, short term rental, adult entertainment.

Inspection Pre-Incident Database (IPD), Seattle Fire Department

This project will implement a system toreplace the Inspection Pre-Incident Database (IPD)currently inAccess.IPD is used to track building inspections performed by Operations as well as some performed by the Fire Marshall’s Office. There are approximately 30,000 inspections tracked and followed up on annually. The system will retain current IPD functionality, add mobile capabilities for field inspections, and electronically generate Notices of Violations. More robust records retention, advanced search capabilities and improved data quality are expected outcomes.

Street Use Permitting Upgrade, Seattle Department of Transportation (SDOT)

The SDOT Street Use Permitting Upgrade project will implement the Accela solution for Street Use permits, Urban Forestry permits and a subset of Traffic permits. This is a complex, highly visible project with multiple external interfaces, data conversion, mobile field access, GIS mapping, electronic plan management, and business process improvements. Requirements gathering is targeted to be completed by August 2017 and a solution vendor selected in the same timeframe.

Environmental Compliance Application, Seattle Public Utilities (SPU)

This project will streamline and modernize data collection and business processes to support SPU business inspections, storm water facility inspections, water quality complaint response and spill response. The project will implement a fully-supported mobile platform that enables inspectors to access email, calendars, GIS, and the inspection databases while in the field. The system must track and report on these inspections to meet management and regulatory requirements.

Inspection work is conducted by a team of 10 Source Control Inspectors who conduct an average of 1,850 inspections per year. Currently, Inspectors fill out paper forms while in the field and then return to the office to input that same data as well as photos into a database, respond to customer calls, write letters, etc. This work is currently supported by two Access databases.

6.Pricing Rate Sheet - Mandatory

Provide your firm’s rate sheet for the City of Seattle. This rate sheet will stand firm until any increase or pricing changes are mutually agreed upon.

7.Contract Terms and Conditions

The City consultant contract is attached (See Attachments Section, Attachment D).

Consultants submit proposals understanding all Contract terms and conditions are mandatory. Response submittal is agreement to the Contract without exception. The City reserves the right to negotiate changes to submitted proposals and to change the City's otherwise mandatory Contract form during negotiations. If the Consultant is awarded a contract and refuses to sign the attached Contract form, the City may reject the Consultant from this and future solicitations for the same work. Under no circumstances shall Consultant submit its own boilerplate of terms and conditions.

8.Procedures and Requirements

This section details City instructions and requirements for your submittal. The City reserves the right in its sole discretion to reject any Consultant response that fails to comply with the instructions.

8.1 Registration into City Registration System.

If you have not previously done so, register at: The City expects all firms to register. Women- and minority- owned firms are asked to self-identify. For assistance, call Julie Salinas at 206-684-0383.

8.2Questions.

Proposers may submit written questions to the Project Manager until the deadline stated on page 1. The City prefers questions be through e-mail to the City Project Manager. Failure to request clarification of any inadequacy, omission, or conflict will not relieve the Consultant of responsibilities under any subsequent contract. It is the responsibility of the interested Consultant to assure they receive responses to Questions if any are issued.

8.3Changes to the RFQ.

The City may make changes to this RFQ if, in the sole judgment of the City, the change will not compromise the City’s objectives in this solicitation. Any change to this RFP/RFQ will be made by formal written addendum issued by the City’s Project Manager and shall become part of this RFP/RFQ.

8.4Receiving Addenda and/or Question and Answers.

It is the obligation and responsibility of the Consultant to learn of addenda, responses, or notices issued by the City. Some third-party services independently post City of Seattle solicitations on their websites. The City does notguarantee that such services have accurately provided all the information published by the City.

All submittals sent to the City may be considered compliant with or without specific confirmation from the Consultant that any and all addenda was received and incorporated into your response. However, the Project Managerreserves the right to reject any submittalthat does not fully incorporate Addenda that is critical to the project.

8.5 ProposalSubmittal.

a.Proposals must be received by the City no later than the date and time on page 1 except as revised by Addenda.
  1. All pages are to be numbered sequentially, and closely follow the requested formats.
  1. Submittals should focus on the questions in the Written Proposal Form and should not include generic marketing materials.
  2. The submitter has full responsibility to ensure the response arrives at the City within the deadline. A response delivered after the deadline may be rejected unless waived as immaterial by the City given specific fact-based circumstances.

8.6 Hard Copy Submittal.

Submit one original (1) unbound, eight(8) bound copies, and one (1) electronic CD copy of the response. The City will not accept Fax and CD copies as an alternative to the paper or electronic e-mail copy submittal. If a CD or fax version is delivered to the City, the paper or electronic e-mail copy will be the only official version accepted by the City. Delivery is to the location specified on Page 2, Table 2.

  1. Hard-copy responses should be in a sealed box or envelope marked and addressed with the City contact person name, the solicitation title and number. If submittals are not marked, the Proposer has risks of the response being misplaced and not properly delivered.
  1. The Submittal may be hand-delivered or otherwise be received by the Program Administrator at the address provided, by the submittal deadline. Delivery errors will result without careful attention to the proper address.
  2. Please do not use plastic or vinyl binders or folders. The City prefers simple, stapled paper copies. If a binder or folder is essential due to the size of your submission, the City encourages you use fully 100% recycled stock. Such binders are available from Keeney’s Office Supply at 425-285-0541 or Complete Office Solutions at 206-650-9195.

8.7 License and Business Tax Requirements.

The Consultant must meet all applicable licensing requirements immediately after contract award or the City may reject the Consultant. Companies must license, report and pay revenue taxes for the Washington State business License (UBI#) and Seattle Business License, if required by law. Carefully consider those costs before submitting an offer, as the City will not separately pay or reimburse such costs.

Seattle Business Licensing and associated taxes.

  1. If you have a “physical nexus” in the city, you must obtain a Seattle Business license and pay all taxes due before the Contract can be signed.
  2. A “physical nexus” means you have physical presence, such as: a building/facility in Seattle, you make sales trips into Seattle, your own company drives into Seattle for product deliveries, and/or you conduct service work in Seattle (repair, installation, service, maintenance work, on-site consulting, etc).
  3. We provide a Consultant Questionnaire Form in our submittal package items later in this RFP, and it will ask you to specify if you have “physical nexus”.
  4. All costs for any licenses, permits and Seattle Business License taxes owed shall be borne by the Consultant and not charged separately to the City.
  5. The apparent successful Consultant(s) must immediately obtain the license and ensure all City taxes are current, unless exempted by City Code due to reasons such as no physical nexus. Failure to do so will cause rejection of the submittal.
  6. The City of Seattle Application for a Business License can be found here:
  1. You can find Business License Application help here:http:/
  2. Self-Filing You can pay your license and taxes on-line using a credit card
  3. For Questions and Assistance, call the Revenue and Consumer Protection (RCP) office which issues business licenses and enforces licensing requirements. The general e-mail is . The main phone is 206-684-8484.
  4. The licensing website is
  5. The City of Seattle website allows you to apply and pay on-line with a Credit Card if you choose.
  6. If a business has extraordinary balances due on their account that would cause undue hardship to the business, the business can contact the RCA office at to request additional assistance.
  7. Those holding a City of Seattle Business license may be required to report and pay revenue taxes to the City. Such costs should be carefully considered by the Consultant prior to submitting your offer. When allowed by City ordinance, the City will have the right to retain amounts due at the conclusion of a contract by withholding from final invoice payments.

State Business Licensing.Before the contract is signed, you must have a State of Washington business license (a “Unified Business Identifier” known as a UBI#). If the State of Washington has exempted your business from State licensing (some foreign companies are exempt and sometimes, the State waives licensing because the company has no physical presence in the State), then submit proof of that exemption to the City. All costs for any licenses, permits and associated tax payments due to the State because of licensing shall be borne by the Consultant and not charged separately to the City. Instructions and applications are at and the State of Washington Department of Revenue is available at 1-800-647-7706.