Environmental Public Health Inspection and Permitting Software

The City of Cleveland, Department of Public Health, Division of Environment ("Division") is seeking proposals for an inspection and permitting system, with the potential for integration with existing City software, including Verint, Advantage, and Open Data Commons. The Division intends to utilize this system to better meet the needs of its users, by providing reduced permit processing times and a more streamlined experience for the public.

The Division serves a municipal population of over 360,000 residents and currently has 16 field and 7 office staff working in the food safety, public swimming pool, and body art programs, with future expansion of the programs planned. The Division is responsible for issuing approximately 3000 annual licenses and conducting over 5000 inspections in these programs and adhering to the reporting standards mandated by the Ohio Departments of Health and Agriculture ("ODH" and "ODA").

The scope of this Request for Proposal encompasses all tasks associated with the development and implementation of the software product. [...]

The Division of Environment is seeking a web-based inspection and permitting software solution that will:

• Provide full functionality to be able to conduct all permitting, inspection, data collection, reporting, and management needs for the food, recreational water, body art, and complaint program areas.
• Generate reports for the above programs and offer an Ad-Hoc report builder.
• Allow citizens to view inspection reports online and provide a full service portal for operators to submit applications and payments and track existing licenses.
• Track time by activity and allow for time-based billing.
• Provide an off-line mobile/tablet application.
• Store data, including photos and other relevant inspection or facility record attachments
• Be capable of creating alerts in addition to automatic e-mails for notifications of updates, events and communications workflow.
• Allow for maintenance by designated City of Cleveland employees. Administrator-level users shall have the ability to add, delete, modify, and unlock users, as well as any other tasks the City of Cleveland deems necessary.
• Display audit logs for system/record changes.
• Provide web hosting and cloud storage.
• Provide comprehensive training materials for standard operations.

Vendor Requirements

• The vendor must be able to provide comprehensive training to enable administrator level staff to configure and customize the system.
• The vendor must comply with all applicable federal, state, and local regulations regarding data privacy and security.

Proposers must submit a preliminary draft of the project plan as part of their response. The preliminary project plan must provide specific details including project staffing and the proposed master implementation milestone and deliverable schedule.

**RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:** https://secure.procurenow.com/portal/clevelandoh

LATE PROPOSALS WILL NOT BE ACCEPTED

The Vendor whose proposal is found to be the "Most Advantageous" to the City will be selected and offered the opportunity to enter into an Agreement with the City.

The standard subcontracting goal for professional services contracts is 10% Cleveland Area Small Business ("CSB") subcontractor participation. Proposers are required to make a good-faith effort to subcontract portions of the work to certified Minority Business Enterprise ("MBE"), Female Business Enterprise ("FBE"), and CSB firms, consistent with the subcontracting goal(s) applicable to this RFP.

Each proposer must complete Schedules 1 through 4 found in the *Cleveland Area Business Code - Notice to Bidders and Schedules*. Failure to submit complete schedules may result in the rejection of a proposal.

By submission of a proposal, the proposer agrees that its proposal will remain effective and eligible for acceptance by the City until the earlier of the execution of a final contract or 180 calendar days after the proposal submission deadline.

The successful proposer shall, within ten (10) business days after receipt of a contract prepared by the City Director of Law, execute and return the contract to the City together with evidence of proper insurance.