14-0989 Chesterfield Dev Info Sys (CDIS)

CHESTERFIELD COUNTY
PURCHASING DEPARTMENT
CHESTERFIELD, VIRGINIA
Request for Proposals
RFP Number: ....................................................................................................................................14-0989
Title:.......................................................................... Chesterfield Development Information System (CDIS)
Issue Date: .............................................................................................................................. June 25, 2014
Proposals Due No Later Than: ............................................................................. July 30, 2014, 5:00 P.M.
Location for Receipt of Proposals: ...................................... Chesterfield County Purchasing Department
9901 Lori Road
Lane B. Ramsey Building, 3rd Floor, Room 303
Chesterfield, VA 23832
Inquiries: Questions which may arise as a result of this solicitation may be addressed to Bridgette King,
Senior Contract Officer, at (804) 748-1913, or by email to purchasing@chesterfield.gov. Inquiries must
be received at least seven (7) business days prior to the due date in order to be considered. Contact
initiated by an offeror concerning this solicitation with any other County representative, not expressly
authorized elsewhere in this document, is prohibited. Any such unauthorized contact may result in
disqualification of the offeror from this transaction.
My signature below certifies that:

I agree to abide by all conditions of this Request for Proposal (RFP) and that I am authorized to sign
this proposal;
the accompanying proposal is not the result of, or affected by, any unlawful act of collusion with
another person or company engaged in the same line of business or commerce, or any act of fraud
punishable under 18.2-498.1, et. seq. of the Code of Virginia. Furthermore, I understand that fraud
and unlawful collusion are crimes under the Virginia Governmental Frauds Act, the Virginia
Government Bid Rigging Act, the Virginia Antitrust Act, and Federal Law, and can result in fines,
prison sentences, and civil damage awards;
that the accompanying proposal is in compliance with applicable provisions of the State and Local
Government Conflict of Interests Act ( 2.2-3100, et. seq. of the Code of Virginia). Specifically,
without limitation, no County/School Board employee or a member of the employees immediate
family shall have a proscribed personal interest in a contract; and
that the accompanying proposal is in accordance with applicable provisions of the Virginia Public
Procurement Act, Art. 6 Ethics in Public Contracting ( 2.2-4367, et. seq. of the Code of Virginia), and
any other applicable law as set forth therein.
Complete Legal Name of Firm: ________________________________________________________

Address: ________________________________________________________
________________________________________________________
Remit To Address: ________________________________________________________
________________________________________________________
Signature: __________________________________ Email:_____________________________
Name (type/print): ___________________________ Title: _____________________________
Fed ID No.: _____________________ Phone: (____)_______________ Fax: (____)______________
Proposal Dated: ___________________________
Please refer to Clause F of the General Terms and Conditions:
Minority-Owned Business: Yes No Chesterfield Business: Yes No
Women-Owned Business: Yes No
TABLE OF CONTENTS
I. PURPOSE............................................................................................................... 3
II. BACKGROUND3
III. SCOPE OF WORK/SPECIFICATIONS4
IV. INSTRUCTIONS13
V. GENERAL TERMS AND CONDITIONS16
VI. SPECIAL TERMS AND CONDITIONS. 24
VII. PRICING SCHEDULE 30
VIII. EVALUATION CRITERIA.. 36
IX. AWARD PROCEDURE. 37
ATTACHMENT A - Virginia State Corporation Commission (SCC) Registration

Information..38
ATTACHMENT B - Functional Business Requirements..39
ATTACHMENT C - Process Overview - RFP Scope of Services Prioritization..51
ATTACHMENT D - System View - Current State52
ATTACHMENT E - System View - Future State..53
ATTACHMENT F - Technical Information Security Requirements...54
ATTACHMENT G - Current Systems and Integrations used by Community

Development..59
ATTACHMENT H - Table of Current Systems and Integrations Used by

Community Development.60
Page 3 of 61
I. PURPOSE
The intent of this Request for Proposals (RFP) and resulting contract is to obtain the services
of a qualified firm to provide an enterprise land development information system for
Chesterfield County hereinafter referred to as the County. The desired solution will greatly
improve the Community Development divisions ability to share information across processes.
II. BACKGROUND
A. Overview
The Community Development Division of the County is comprised of six departments:
Building Inspection, Economic Development, Environmental Engineering, Planning,
Transportation, and Utilities. Major business processes within each department are
integrated with other departments and State agencies including but not limited to:
Budget, Health, Real Estate Assessor, Fire, and Virginia Department of Transportation
(VDOT). In 2013, the County processed over 16,000 applications for a variety of
development processes to include, but not limited to, land use, site and subdivision
plans, building and auxiliary permits, engineering permits, and utility permits.
The County began development of the Chesterfield Development Information System

(CDIS) project in 1999. The goal of the project was to provide a shared information
system for all of the departments within the Community Development division due to the
interconnected nature of their processes. Although portions of the original project have
been completed, there are still functions that are needed. Many disparate systems and
manual processes still exist to accomplish the business of the Community Development
division.
Community Development employees spend much of their time doing manual,

administrative tasks such as looking for documents, researching simple project status
and creating staff reports. Systems in use today to automate major business processes
include Micro Focus, Access, Excel, and several client/server applications. Processes
throughout the division rely heavily on shared information; however, there is very little
ability to share due to the antiquated systems in use.
B. Existing Applications
Following are the existing systems that are currently being used to perform the
functional requirements.
Page 4 of 61
Department Application Technology

Platform
Building Inspection POSSE Client/Server
(multiple user Proprietary
departments) Software
(Computronix)
Environmental Program Access Database
Engineering Administration Status
System (PASS)
Planning Planning Information Micro Focus
Management System
(PIMS)
Planning Re-Zoning application Web Application
Planning Zoning Opinion Client/Server
Application
Utilities Utilities Project Client/Server
Tracking System Application
Utilities Hansen Client/Server

Proprietary
Software (Infor)
Multiple Various smaller Access Databases,

department systems Microsoft Excel
spreadsheets
III. SCOPE OF WORK/SPECIFICATIONS

A. System Deliverables
Desired enterprise system should provide a unified and integrated solution to manage
the complete land development process. The desired system should be a web based
application with the following features:
Laserfiche integration for document management

Integration with current Microsoft Office and Office 365 applications
GIS integration with existing ESRI GIS system
Ability to submit and review plans electronically
Provide an internal and external on-line, internet based, browser compatible
customer portal for business functions
Provide a mobile enabled enterprise solution
Departments should be able to utilize one system for the land development process and
eliminate the need for multiple, outdated systems that are not integrated. The scope of
services is divided into four priorities. Priority one and two functions should integrate
Page 5 of 61
seamlessly. The system should also integrate with existing systems that may not be
replaced.
1. Priority One:
Land Development Processes The land development process includes projects
submitted to the County to begin construction. The process tracks applications,
fees, plans, reviews, notifications, and proffers from time of submittal until a plan is
approved to allow construction. Certain requirements are necessary to begin
construction which should also be tracked by desired solution. These requirements
include land use permit, land disturbance permit, Virginia Stormwater Management
Program (VSMP) permit, etc. After permits are issued, a construction system should
track the inspection processes followed by each department as detailed in Priority 2
(Construction Processes).
2. Priority Two:
Construction Processes Inspections for building permit, Erosion and Sediment
Control regulations, Virginia Stormwater Management Program (VSMP) regulations,
Planning field inspections and Utilities field inspections.
3. Priority Three:
Concerns and Compliance Tracking Concern and compliance tracking and
response to include zoning, pollution, property maintenance, stormwater, and utilities
concerns.
4. Priority Four:
Operations and Maintenance - Operations and Maintenance is defined as the re-
occurring work the County completes after an asset is built. For this project we are
referring to the assets maintained by the Community Development division. These
assets include all parts of the water, sewer and storm sewer systems, materials and
supplies for maintenance and the parts of the water treatment plants themselves.
Major processes include work requests and work order tracking, test plans and
results tracking, inspections scheduling and customer notice tracking.
For informational purposes, the following diagrams are being provided:

Process Overview RFP Scope of Services Prioritization (Attachment C)
System View Current State (Attachment D)
System View Future State (Attachment E)
Current Systems and Integrations used by Community Development
Departments (Attachment G)
B. Contractor Expectations
The County requires a high level of planning and participation from the Contractor to
ensure successful implementation of a new enterprise solution. At a minimum the
Contractor should provide the following services:
process analysis
data conversion from multiple systems
Page 6 of 61
installation of software
loading of data
application configuration
project management
functional training
system administration training
ongoing technical support and maintenance
Contractor expectations have been classified into three primary categories: Project
Implementation, Data Conversion and Training.
1. Project Implementation:
a. Contractor should perform the process analysis, installation, data conversion,

and configuration activities.
b. Contractor should provide a detailed implementation plan which includes the

following:
Plan for information storage and archival including structured and

unstructured data
Information on scalable performance of the transactional system, provide

access to archived information for reporting or other needs, and conform to
State of Virginia records retention laws and County retention policies
Timeline for all stages of the implementation
c. Contractor should conduct a review of the full set of requirements (Functional

Business Requirements as provided n Attachment B), current County
environment and the associated as-is business processes in use.
d. The County anticipates significant cultural changes will be required within the
organization for proper implementation of the system. The Contractor will be
expected to participate extensively in process design efforts. The Contractors
participation will be focused primarily on providing expertise, recommendations,
and Best Practices for use of the system and restructuring of processes to best
leverage the systems capabilities.
e. Contractor should engage in analysis of current work processes to be included in

the proposed solution. The County will supply as-is process maps and subject
matter experts during the analysis. Contractor should review in detail each
process to be included and leverage technical and domain experience to
implement best practices and suggest process change recommendations where
applicable. The County will adopt the concept of Process Reengineering to
conform to process best practices and the Contractors domain expertise.
Special configurations should be limited to regulatory and County ordinance
requirements.
f. Provide an on-site presence during the analysis and implementation, as well as

Page 7 of 61
an on-site presence following the go-live cut over time.
g. Communication with the key stakeholders and those impacted by the project are
vital to keeping and retaining positive attitudes about the new system.
Appropriate user involvement for process changes and planning should be part
of the Offerors plan for implementation. Continuous communications with the
project team and those impacted by the system should be coordinated carefully
to ensure all parties are informed about what is happening with the system
implementation and how it may affect them.
h. Install a Development, Quality Assurance, and Production environment within the

County current environment for user acceptance testing.
i. Create a development environment to facilitate development of interfaces and

product customization.
j. Provide a backup plan for system breakages, upgrades, and outages. The
system should be available 99.9% of the time when measured on a 24 hour per
day, seven days a week basis for 365 days with no more than a 24 hour
consecutive downtime.
k. Contractor should offer a software maintenance plan with up to nine one-year

annual renewal options.
2. Data Migration
a. The County anticipates that a significant amount of data conversion will be

required from existing applications as listed in Background, Section B Existing
Applications into the new system.
b. It is the Countys preference that the Contractor lead the conversion strategy and
execution. The County will assist the Contractors technical resources to help in
the conversion effort. The Contractor should provide the most complete estimate
of data conversion requirements, resources, expenses, and rates. Any
resources the Contractor anticipates being provided by the County should be
indicated.
c. Provide a detailed implementation plan for transitioning data in the current

systems into the purchased system in order to allow for searching, reporting, and
editing needs.
d. The County will support the Contractors data conversion teams data extract
approach and execution for conversion. The County anticipates converting both
current and historical project records.
e. Conversion routine exception reports should reflect the legacy data and new
system data in such a manner to allow manual, side-by-side comparison of data
to identify the specific error and conduct the research required to correct it.
3. Training
Page 8 of 61
a. Training should be sufficient to prepare the County system administration staff to
fully and completely administer and maintain the proposed solution without
further reliance on Contractor staff beyond normal assistance covered by the
maintenance agreement.
b. Formal training sessions and cross-training is desired to transfer detailed

knowledge regarding system setup, configurations and out of the box
functionality. It is expected that County staff will have the necessary knowledge
to continue maintenance of configurable components after go-live.
c. User training should include detailed documentation and reference materials for
each end-user.
C. Functional Business Requirements

General and prioritized business functionality includes overall system functions,
administration, reporting, current system integrations, and detailed business
requirements as described in Attachment B.
D. Regulatory Compliance
At a minimum, proposed solution should comply with the following federal, state and
local regulations :
Virginia Storm Water Management (VSMP)

Municipal Separate Storm Sewer Permit (MS4)
Virginia Statewide Building Code
Safe Drinking Water Act, Virginia Department of Health
Partnership for Safe Water (EPA and American Water Works Association)
Various County Ordinances (Zoning, Subdivision, and Chesapeake Bay
Preservation Ordinance)
E. Technical Specifications
Following are the technical specifications to be considered for the desired solution.
1. Web Application & Usability:
a. Client Browser System should be compatible with current and most previous
release of the following browsers: Internet Explorer, Firefox, Chrome, and Safari.
b. Server Server side components of system should be hosted on Internet

Information Services 7.0 or later versions. No client software should be required
or installed on the server, e.g. Microsoft Office.
c. Mobile user interface should utilize HTML5 and CSS3 standards for responsive
design.
d. Usability User interface design should be responsive for display on multiple

device types (smart phones, tablets, laptops, desktop monitors).
e. System should use usability standards for designing and developing user
Page 9 of 61
interface.
f. Web aspects of system should not use Java Applets and OCX controls.
g. System should not make use of permanent cookies on external web

components.
h. External web components of system should be 508 compliant.
i. System should use Windows Active Directory authentication for authenticating

users.
j. System should have role based authorization for features in the software.
k. System should adhere to the OWASP top ten lists of applications vulnerabilities
recommendations, e.g. Cross Site Scripting, Injection Flaws, Malicious File
Execution, Insecure Direct Object Reference, Cross Site Request Forgery,
Information Leakage and Improper Error Handling, Broken Authentication and
Session Management, Insecure Cryptographic Storage, Insecure
Communications, Failure to restrict URL access.
2. Database Services:
a. System should store its information on a Microsoft SQL Server 2012 (or higher)
database server.
b. System should follow naming standards for database objects, file naming and
structure.
c. System should encrypt all data in transit and at rest.
3. Software:
a. All software should be compliant with Microsoft Windows 7 Professional and

newer 64-bit operating systems.
b. All software should be fully functional with standard user rights and not require
elevated or administrative rights.
c. All software should be fully functional without modification to installed anti-virus

software (Sophos Endpoint).
d. All software should be functional without modification to installed firewall software

(Sophos Endpoint).
e. All software should be fully functional without modification to installed disk

encryption software (Sophos Safeguard).
4. Operating System:
a. Client Client components of system should install and work on Windows 7 64-
Page 10 of 61
bit and greater operating systems without conflict with other software.
b. Server Server components of system should install and work on Windows 2008
(or higher) operating system.
5. Laserfiche:
a. All documents and Electronic Content should be stored in the Countys

document management system, Laserfiche.
b. Laserfiche storage requirements are as follows:
(1) Integrations use Laserfiche Version 9.
(2) Documents should be stored in TIFF image format, natively in Laserfiche.
(3) All access to documents should be done through the Laserfiche APIs
available through the Laserfiche toolkit, purchased and licensed by the
Contractor from Laserfiche. No direct access to the documents, images, or
Laserfiche database are acceptable.
(4) The documents should be stored with meaningful metadata so that the
documents may be accessed, searched, etc. from outside of the system or
integrated with other systems.
(5) Appropriate indexes should be generated and used to reference the

documents in Laserfiche and not the internal DocID.
(6) The documents should be stored using the Records Management features of
Laserfiche so that our document retention and destruction requirements may
be satisfied for each document type. The system should not automatically
delete any documents (and will not be given the security permissions to do
so).
(7) All access of documents should be handled by the individual user accounts
and not be service accounts wherever possible to preserve the audit record of
the documents.
(8) Authentication should be performed by Windows Authentication with Single

Sign-on so that any integrations will appear seamless.
(9) Configuration options should be in place to govern the rate at which the
system can add documents to Laserfiche. (documents per minute, etc.)
(10) Configuration options should be in place to set the options for Laserfiche
server, repository, templates, fields, and other configuration options
necessary for the integration with Laserfiche such that the County may
maintain flexibility to make changes to the Laserfiche environment in the
future.
(11) The document searching criteria should be designed to limit the load put
Page 11 of 61
(12) The Countys Information System Technology department and the

customer departments should have final approval on the design of the
document storage, templates and index fields, records management design,
and other aspects of electronic content management.
6. Geographic Information System:
a. ESRI ArcGIS for Desktop, Server and Workflow 10.1 should be used for data
editing, authoring maps and map services and performing analysis.
b. Python 2.7.2 is the standard scripting language for geo-processing and geo-
database ETLs.
c. Integrations with GIS resources should be accomplished through geo-enabled

web services.
7. Interfaces:
a. Real time All real-time interfaces between different systems should be

developed using web services compatible with SOA policy manager software.
b. Batch All non-real-time interfaces between different systems which make use
of batch processing should use Microsofts SSIS technology compatible with
Microsoft SQL Server 2012 (or higher).
c. Proposed solution should include administrative features that will provide the
ability to add, edit, and modify data feeds to external data sources. These
modifications may be tracked, audited, rolled back; and will not require an
additional deployment of software.
8. Data Warehouse:
a. Proposed solution should have out of the box components for integration with
industry standard Business Intelligence tools.
9. Reporting:
a. Microsoft SQL Server Reporting Services (SSRS) 2012 (or higher) should be
used as a reporting platform wherever a need arises for a separate reporting tool
within a system.
Page 12 of 61
10. Performance:
a. Proposed solution should meet testing requirements to determine acceptable

performance under typical load
11. Additional System Requirements:
a. For solutions based on .NET, the technology should be compliant with .NET
framework 4.0 and above.
b. Proposed solution is subject to a penetration test and changes will be required if

the results of this penetration test indicate security or server issues.
c. Proposed solution should minimize risk by limiting dependence on open source

development tools and methodologies.
d. System should have the ability to register web services with SOA policy
manager.
e. System should provide standard and consistent error and exception handling and
should have means to notify administrator of critical errors.
f. System should implement standard and consistent logging.
g. System should use Microsofts Team Foundation Server for version control and
builds.
h. Unit tests should be performed on system code consistently covering at least

80% of code. All unit tests should be delivered with code.
12. Preferred Architecture:
a. A hosted or on-premise, or a combination, system is acceptable.
b. An on-premise system should conform to the following architectural diagram:

Page 13 of 61
IV. INSTRUCTIONS
A. Submission and Receipt of Proposals
1. Submittals, in 1 original, 6 copies, and 6 CD ROMS marked Chesterfield

Development Information System (CDIS) will be received no later than 5:00 p.m.,
Local Time Prevailing, on July 30, 2014, in:
Chesterfield County Purchasing Department
9901 Lori Road
Lane B. Ramsey Building, 3rd Floor, Room 303
P.O. Box 51
Chesterfield, Virginia 23832-0001
Monday-Friday 8:30 a.m. 5:00 p.m.
2. Should you decide to utilize an express delivery service, please note that we are
located at the intersection of Ironbridge Road (State Route 10) and Lori Road.
3. Mark the outside of the envelope with RFP# 14-0989 and proposal subject,
Chesterfield Development Information System.
4. It is the sole responsibility of the offerors for ensuring that their proposals are
stamped by Purchasing Department personnel before the deadline indicated in
Paragraph A of the instructions. Proposals and/or any addenda pertaining thereto,
received after the announced time and date of receipt, by mail or otherwise, will be
returned. However, nothing in this RFP precludes the County from requesting
additional information at any time during the procurement process.
5. In the event that Chesterfield County government offices are not operating under
normal staffing levels or if the location for pre-proposal meetings or receipt of
Page 14 of 61
proposals is inaccessible due to inclement weather or other emergency situations at
the published time, the proposal submission or pre-proposal meeting will default to
the next regular business day at the same time.
6. If you are an individual with a disability and require a reasonable accommodation,

please notify the Purchasing Department at (804) 748-1617, three working days
prior to need.
7. Nothing herein is intended to exclude any responsible firm or in any way restrain or
restrict competition. On the contrary, all responsible firms are encouraged to submit
proposals. Any requirements listed herein are intended to describe qualifications,
certifications and/or experience considered to be vital and should be used as
guidelines for proposal submission. Firms not meeting specific requirements listed
herein are encouraged to list and/or demonstrate alternate qualifications,
certifications and/or experience for consideration.
8. Any proposal submitted MUST include the cover sheet which has been signed by an
individual authorized to bind the offeror. All proposals submitted without such
signature will not be considered.
9. Proposals shall not be accepted via fax or E-mail.
10. For information pertaining to the decision to award and/or award on this procurement
transaction, offerors may access public notification electronically at
www.chesterfield.gov/purchasing
B. Submittal Format
In order to facilitate the analysis of responses to this RFP, offerors should prepare the
proposal with the instructions outlined in this section and should structure the proposal
so that it contains individual tabs/sections detailing proposed services.
1. Offerors responses should be prepared as simply as possible with straightforward,

concise descriptions of their capabilities to satisfy the requirements of this RFP.
2. Expensive bindings, color displays, promotional materials, demo CDs, etc., are not
needed. Emphasis should be concentrated on accuracy, completeness, and clarity
of content. All information should be presented in a non-technical format to ensure
understanding. All responses should be tailored specifically for Chesterfield County.
3. Chesterfield County encourages proposals that provide innovative alternatives to

addressing the Countys existing needs as described in the solicitation. Information
which the offeror desires to present that does not fall within any of the requirements
of the RFP should be inserted at an appropriate place or be attached at the end of
the proposal and designated as additional material.
4. Detailed Submittal Format
a. Introduction letter, signed cover sheet, Attachment A Virginia State Corporation

Commission (SCC) Registration Information form, and addenda
Page 15 of 61
acknowledgement, if applicable.
b. Executive summary Provide a narrative, prepared in non-technical terms,

summarizing the offerors proposal. The executive summary should identify the
primary contact for the offeror including name, address, telephone number and e-
mail address.
c. A detailed description of the services to be provided which addresses each of the

topics listed in the Scope of Work/Specifications. Clearly state your ability to
meet or exceed the requested services.
d. Statement of Qualifications and Capacity of firm to provide services required.

The offeror should include a description of the organizational and staff
experience as it relates to meeting the Countys needs to include experience
administering similar contracts for government entities. The response should
address firms size, structure, and number of years in business.
e. Key Individuals The offeror should provide a list of key individuals to be

assigned to the Countys contract, specify their role in administering the contract,
and provide a current biography/resume for each individual.
f. References - All offerors should include a list of a minimum of five (5) references,
from similar projects/contracts, who could attest to the firms knowledge, quality
of work, timeliness, diligence, flexibility, and ability to meet budget constraints.
Include names and addresses, contact persons, phone numbers and e-mail
addresses of all references. The County reserves the right to contact references
other than, and/or in addition to those furnished by an offeror. References may or
may not be reviewed or contacted at the discretion of the County.
g. Cost - Offerors should complete and return the Pricing Schedule in Section VII
providing a deliverable based schedule that supports the prioritized
implementation.
h. Response to Functional Business Requirements as outlined in Attachment B. In

responding, Offerors should indicate the ability score for each requirement listed
in the column provided. Description and explanation of Response Codes are
outlined in Attachment B.
i. Plan All Offerors should supply an implementation project plan with delineation
of responsibilities for analysis, custom programming, report creation, system
integrations, testing, and legacy data migration.
j. A detailed installation timetable including details on the approach to providing

project management for system installation and transition to continued operation.
k. A list of expected Project Management deliverables with sample documents for

the system implementation processes. Quality assurance status/progress,
reporting, and communication plans should be specified.
l. Description and outline of the proposed training program.

Page 16 of 61
m. Describe how training materials will be created or customized for the County.
n. Describe available support services and response time for assistance.
o. Describe proposed systems usability standards.
p. An Entity Relationship Diagram of the proposed systems database entities.
q. Documentation for the proposed systems naming standards for database

objects, file naming and structure.
r. Documentation of proposed systems architecture.
s. Documentation on standards for consistent error and exception handling.
t. Documentation on standards for consistent logging.
u. Document any third party products used / included in the proposed system.
v. Warranty provisions.
V. GENERAL TERMS AND CONDITIONS

A. Addenda: Any changes or supplemental instructions to this solicitation shall be in the
form of written addenda. All addenda are downloadable from the Purchasing
Department web site at: www.chesterfield.gov/purchasing. Each offeror is responsible
for obtaining all addenda posted at the Purchasing Department website or by calling
(804) 748-1617. Acknowledgement of receipt of all addenda shall be in the space
provided within the solicitation or by returning a copy of each signed addendum. Failure
to do so may result in rejection of the proposal. All addenda issued shall become part
of the solicitation and all resulting contract documents.
B. Appropriation of Funds: The continuation of the terms, conditions, and provisions of a

resulting contract beyond June 30 of any year, the end of the Countys fiscal year, are
subject to approval and ratification by the Chesterfield County Board of Supervisors and
appropriation by them of the necessary money to fund said contract for each
succeeding year. In the event of non-appropriation of funds, the contract shall be
automatically terminated with no recourse for the Contractor.
C. Assignment of Contract: The County and Contractor bind themselves and any
successors and assigns to the contract. The employees of the Contractor will perform
the work necessary to fulfill the contract. The Contractor shall not assign, sublet,
subcontract or transfer any of its interest in the contract without written consent of the
County. Nothing herein shall be construed as creating any personal liability on the part
of any officer or agent of the County, nor shall it be construed as giving any rights or
benefits hereunder to anyone other than the County and Contractor.
D. Audit of Vendor Records: Contractor shall maintain full and accurate records with
respect to all matters covered under the contract including, without limitation,
accounting records, written policies and procedures, time records, telephone records,
Page 17 of 61
reproduction cost records, travel and living expense records and any other supporting
evidence necessary to substantiate charges and compliance related to the contract.
Contractor's records shall be open to inspection and subject to audit and/or
reproduction, during normal working hours by the County and its employees, agents or
authorized representatives to the extent necessary to adequately permit evaluation and
verification of any invoices, payments or claims submitted by Contractor pursuant to this
contract. Such records subject to examination shall also include, without limitation,
those allocations as they may apply to costs associated with the contract. The County
shall have access to such records from the effective date of the contract, for the
duration of the contract, and until two (2) years after the date of final payment by the
County to the Contractor pursuant to this contract. The County's employees, agents or
authorized representatives shall have access to the Contractor's facilities, shall have
access to all necessary records, and shall be provided adequate and appropriate work
space, in order to conduct audits in compliance with this paragraph.
E. Change Orders: Change orders must be approved by the County prior to work being
performed.
F. Commitment to Diversity and Chesterfield Businesses: Chesterfield County is a

growing progressive community consisting of an increasingly diverse population. This
diversity provides for a dynamic and robust community that promotes growth.
Chesterfield County believes that all of its citizens should benefit from this economic
growth without regard to race, color, religion or economic status. The County is
committed to increasing the opportunities for participation of minority-owned
businesses, women-owned businesses, and businesses located in Chesterfield County
to ensure diversity in its procurement and contract activities. These businesses are
encouraged to respond to all solicitations. In addition, the County strongly encourages
each Contractor and/or supplier with which the County contracts to actively solicit
minority-owned businesses, women-owned businesses, and businesses located in the
County as subcontractors/suppliers for their projects.
Upon award/completion of work, the County will require the Contractor to furnish data
regarding subcontractor/supplier activity with minority-owned businesses, women-
owned businesses, and businesses located in Chesterfield County on a Certification of
Subcontractor/Supplier Activity form. The form will be provided to the Contractor by the
Purchasing Department. This information will enable the County to document the dollar
level of activity and measure the success of its purchasing and contracting efforts in this
endeavor.
Definitions:
Chesterfield Business (CB) - any private business enterprise, located within the
jurisdictional boundaries of Chesterfield County.
Minority-Owned Business (MOB) a business that is at least 51% owned by one or

more minority individuals who are U.S. citizens or legal resident aliens, or in the case of
a corporation, partnership, or limited liability company or other entity, at least 51% of the
equity ownership interest in the corporation, partnership, or limited liability company or
other entity is owned by one or more minority individuals who are U.S. citizens or legal
Page 18 of 61
resident aliens, and both the management and daily business operations are controlled
by one or more minority. (Code of Virginia 2.2-4310)
Women-Owned Business (WOB) - a business that is at least 51% owned by one or

more women who are U.S. citizens or legal resident aliens, or in the case of a
corporation, partnership, or limited liability company or other entity, at least 51% of the
equity ownership interest is owned by one or more women who are U.S. citizens or
legal resident aliens, and both the management and daily business operations are
controlled by one or more women. (Code of Virginia 2.2-4310)
G. Contractor Background Checks: In order to preserve the integrity and security of

County government operations, contract workers may be required to undergo a criminal
background check conducted by Chesterfield County. The County will conduct these
checks for any worker it believes will have unsupervised access to County designated
Security Sensitive areas. Contract workers providing goods, services or construction in
these designated areas are required to confine themselves to the area of the work.
Based on the results of the background check, the contract worker may be disqualified
from providing work/services for Chesterfield County.
H. Contractors Authorization To Transact Business: In accordance with 2.2-4311.2

of the Code of Virginia, any offeror organized as a stock or nonstock corporation, limited
liability company, business trust, or limited partnership or registered as a registered
limited liability partnership shall be authorized to transact business in the
Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or
Title 50 of the Code of Virginia, or as otherwise required by law. Any offeror organized
or authorized to transact business in the Commonwealth of Virginia pursuant to Title
13.1 or Title 50 of the Code of Virginia shall include in its proposal the identification
number issued to it by the State Corporation Commission. Any offeror that is not
required to be authorized to transact business in the Commonwealth as a foreign
business entity under Title 13.1 or Title 50 of the Code of Virginia, or as otherwise
required by law, shall include in its proposal statement describing why the offeror is not
required to be so authorized. This information shall be provided on the attached form
titled Virginia State Corporation Commission (SCC) Registration Information. Failure
to provide the required information may result in the rejection of the proposal. The
Contractor shall not allow its existence to lapse or its certificate of authority or
registration to transact business in the Commonwealth of Virginia, if so required under
Title 13.1 or Title 50 of the Code of Virginia, to be revoked or cancelled at any time
during the term of the contract. The County may void any contract with a Contractor if
the Contractor fails to remain in compliance with the provisions of this section. SEE
ATTACHMENT A.
I. Copyrights and Patent Rights: The offeror certifies by submission of a proposal that
there has been no violation of copyrights or patent rights in manufacturing, producing, or
selling the product or services shipped or ordered as a result of this solicitation. The
Contractor shall, at his own expense, defend any and all actions or suits charging such
infringement, and will save Chesterfield County, its officers, employees, and agents
harmless from any and all liability, loss, or expense incurred by any such violation, or
alleged violation.
Page 19 of 61
J. Default: In case of failure to deliver goods or services in accordance with the contract
terms and conditions, the County may, without prejudice to any other right or remedy,
and after giving the Contractor seven (7) calendar days written notice, terminate the
employment of the Contractor and procure such goods or services from other sources.
In such event, the contractor shall be liable to the County for any resulting additional
purchase and administrative costs. This remedy shall be in addition to any other
remedies which the County may have.
K. Drug Free Workplace: (Code of Virginia 2.2-4312) This provision only applies to
contracts valued in excess of $10,000.
During the performance of this contract, the Contractor agrees to (i) provide a drug-free
workplace for the Contractor's employees; (ii) post in conspicuous places, available to
employees and applicants for employment, a statement notifying employees that the
unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled
substance or marijuana is prohibited in the Contractor's workplace and specifying the
actions that will be taken against employees for violations of such prohibition; (iii) state
in all solicitations or advertisements for employees placed by or on behalf of the
Contractor that the Contractor maintains a drug-free workplace; and (iv) include the
provisions of the foregoing clauses in every subcontract or purchase order of over
$10,000, so that the provisions will be binding upon each subcontractor or vendor.
For the purposes of this section, drug-free workplace means a site for the performance
of work done in connection with a specific contract awarded to a contractor in
accordance with this chapter, the employees of whom are prohibited from engaging in
the unlawful manufacture, sale, distribution, dispensation, possession or use of any
controlled substance or marijuana during the performance of the contract.
L. Employment Discrimination: (Code of Virginia 2.2-4311) This provision only applies

to contracts valued in excess of $10,000.
1. During the performance of the contract, the Contractor agrees as follows:
a. The Contractor will not discriminate against any employee or applicant for
employment because of race, religion, color, sex, national origin, age, disability,
or any other basis prohibited by state law relating to discrimination in
employment, except where there is a bona fide occupational qualification
reasonably necessary to the normal operation of the Contractor. The Contractor
agrees to post in conspicuous places, available to employees and applicants for
employment, notices setting forth the provisions of this nondiscrimination clause.
b. The Contractor, in all solicitations or advertisements for employees placed by or

on behalf of the Contractor, will state that such Contractor is an equal opportunity
employer.
c. Notices, advertisements and solicitations placed in accordance with federal law,

rule or regulation shall be deemed sufficient for the purpose of meeting the
requirements of this section.
2. The Contractor shall include the provisions of the foregoing paragraphs a, b, and c in
Page 20 of 61
every subcontract or purchase order of over $10,000, so that the provisions will be
binding upon each subcontractor or vendor.
M. Environmental Management Procedures: The Contractor shall comply with all

federal, state and local environmental laws and regulations and any additional
requirements that may be included in or attached to the solicitation. For work done for
the County, the Contractor must also meet all Chesterfield County Environmental
Management System (EMS) requirements. For questions or additional information
regarding environmental requirements for the County, please contact Chesterfield
Countys General Services Environmental Division at (804) 717-6531. For
questions regarding environmental requirements for the Chesterfield County Public
Schools, please contact Environmental Health and Safety at (804) 318-8048.
N. ePayables: Chesterfield County recognizes the importance of timely payments to our

vendors. Therefore, we offer our vendors the opportunity to enroll in our ePayables
program. This program allows us to make card payments to our vendors and features
an online portal to facilitate payments as well as reduce payment processing times. Our
ePayables program is mutually beneficial and is our preferred method of payment. If
you choose not to enroll in this program, payments will be made by check and mailed
through the postal service which could impact how quickly you receive payments. No
action is required for vendors already enrolled in the program. Please contact the
Accounting Department at (804) 748-1673 with questions.
O. Faith-Based Organizations: (Code of Virginia 2.2-4343.1) Chesterfield County does

not discriminate against faith-based organizations.
P. Finance/Interest Charges: Finance and/or interest charges imposed by the Contractor

on any invoice shall not be paid by the County.
Q. Governing Law: Contracts shall be governed by the provisions hereof and by the laws
of the Commonwealth of Virginia, excepting the law governing conflicts of laws.
Disputes arising out of this contract shall be resolved in the Courts of the
Commonwealth of Virginia, in and for Chesterfield County.
R. Illegal Aliens: (Code of Virginia 2.2-4311.1) The Contractor agrees that he does not,
and shall not during the performance of the contract, knowingly employ an unauthorized
alien as defined in the federal Immigration Reform and Control Act of 1986.
S. Indemnification: The Contractor shall hold harmless and indemnify the County, the
School Board, if applicable, and its officers, officials, employees and agents against any
and all injury, loss or damage arising out of the Contractors negligent or intentionally
wrongful acts or omissions.
T. Modification of the Contract: The contract shall not be amended, modified, or

otherwise changed except by the written consent of the Contractor and the County
given in the same manner and form as the original signing of the contract.
U. Online Terms of Service: The offeror shall submit Terms of Service with the proposal
for any online activity (i.e., hosted, online, portal, website, support site, etc.) that are
required to use or support the product or service being provided.
Page 21 of 61
V. Payment: If the Contractor performs all of the obligations of the contract to the
satisfaction of the County, the County shall pay the Contractor for the performance of
the work in the manner and within the time specified in the contract documents, which
shall be consistent with the provisions of Section 2.2-4352 and 2.2-4354 of the Code of
Virginia.
Furthermore, the Contractor shall, within seven days after receipt of payment by the
County, take the following actions:
1. Pay the subcontractor for the proportionate share of the total payment received from
the County attributable to the work performed by the subcontractor under that
contract; or
2. Notify the County and subcontractor, in writing, of his intention to withhold all or a
part of the subcontractor's payment with the reason for nonpayment.
W. Precedence of Terms: All Special Conditions contained in this solicitation that may be
in variance or conflict with these General Terms and Conditions shall have precedence
over these General Terms and Conditions. If no changes or deletions to General Terms
and Conditions are made in the Special Conditions, then the General Terms and
Conditions shall prevail in their entirety.
X. Proprietary Information: Section 2.2-4342(F) of the Code of Virginia states: Trade

secrets or proprietary information submitted by a bidder, offeror, or Contractor in
connection with a procurement transaction or prequalification application submitted
pursuant to subsection B of 2.2-4317 shall not be subject to the Virginia Freedom of
Information Act (2.2-3700 et seq.); however, the bidder, offeror, or contractor shall (i)
invoke the protections of this section prior to or upon submission of the data or other
materials, (ii) identify the data or other materials to be protected, and (iii) state the
reasons why protection is necessary. If the exemption from disclosure provided by
Section 2.2-4342(F) of the Code of Virginia is not properly invoked then the proposals
will be subject to disclosure pursuant to applicable law.
Y. Quality Initiative: In order to continuously improve the efficiency and effectiveness of

all public services provided, Chesterfield County has adopted and implemented the
National Baldridge Criteria for Performance Excellence in its approach to organizational
management. Listed herein for all prospective offerors to the County is an overview of
the Countys quality initiative. Offerors should review this information in order to
familiarize themselves with the management philosophies and environment of the
County prior to responding to Requests for Proposal.
The Countys quality initiative is led by front line workers, supervisors, department
directors, and the Countys Leadership Team. Their intensive involvement in
improvement demonstrates the countys commitment to its values and principles.
The quality initiative includes guidelines for values and principles regarding the
involvement of every employee within the organization. Implementation of these quality
initiatives demonstrates the Countys commitment to the importance of each individual.
A high standard of ethics, fairness, integrity, trust, responsibility, and creativity are
Page 22 of 61
integral concepts of the quality initiative. The Countys organizational values center on
customer focus, ethical behavior, teamwork, leadership, continuous improvement, open
communications, employee involvement, progressive thinking, and data driven
decisions. Adherence to these values is expected of all employees of the County, and
the County, therefore, expects that all vendors will strive for and continuously improve
their customer service.
The Countys definition of quality improvement: Quality Improvement is the employee,

customer, and team oriented approach to work, problem solving, and decision making
that depends upon individual employee commitment to improving work processes
through the analysis and utilization of data.
Chesterfield Countys Quality System Mission Statement: Providing a first choice

community through excellence in public service. To achieve excellence, all employees
of the County will participate in the continuous evaluation and quality improvement of
our services in order to meet or exceed customer expectations.
Z. References: If requested, the offeror shall provide references which substantiate past
work performance and experience in the type of work required for the contract. The
County may contact all references furnished by offerors. The right is further reserved by
the County to contact references other than, and/or in addition to, those furnished by the
offeror.
AA. Schools: When goods and/or services are for the benefit of Chesterfield County
Schools, the contract shall be entered into on behalf of the Chesterfield County Public
Schools.
BB. Sensitive Information Handling: Any information in the possession of the

County/Schools which is specific to an employee, student, citizen, County/School
business function, private business entity or other government entity which is not
generally available to the public shall be designated Sensitive Information. Contract
workers will under no circumstances remove Sensitive Information from County/Schools
facilities. Any Sensitive Information which must reside temporarily on a hard drive or
portable storage device (USB Key, CD ROM, memory card, etc.) for processing must
remain within the County/Schools facility, or utilize strong encryption methods such as
AES with a minimum key size of 128, but a preference for 256 or higher. No Sensitive
Information may be remotely accessed by contract workers by dial in, VPN, web
interface or other means without expressed consent of the department head and the
Information Security Manager (County) or Director of Technology (Schools). Any
access to County/Schools information by contract workers from outside the
County/Schools intranet shall be in accordance with existing Information Systems
Technology (IST)/Chesterfield County Public Schools (CCPS) Technology department
security policies and procedures. Contract worker network connected computer
equipment will be subject to all applicable IST/CCPS policies and procedures. Any
exception to this application of policies shall be approved by the CCPS Department of
Technology/County Information Security Manager and Chief Information Officer or
designees.
CC. Taxes: Chesterfield County is exempt from payment of Federal Excise Tax and State
Page 23 of 61
and Local Sales and Use Tax on all tangible personal property purchased or leased by
Chesterfield County for its use or consumption. Tax exemption certification will be
furnished upon request. Sales tax, however, is paid by Chesterfield County on
materials and supplies that are installed by a contractor and become a part of real
property. Contractors are not exempt from paying taxes on these materials and
supplies, as they are considered to be a cost of doing business and should be
considered in pricing when preparing a proposal.
DD. Termination: It shall be the sole right of the County to terminate the contract upon
written notification to the Contractor.
EE. Termination for Breach or Non-Performance: If the Contractor fails to perform the
work promptly and diligently, or if the Contractor breaches the Contract in any other
way, the County may:
1. after providing the Contractor with 15 days written notice, supply any workmen,
equipment or materials necessary to ensure that the work is performed promptly and
diligently. The County may deduct the cost of supplying additional workmen,
equipment or materials from payments due to the Contractor;
2. terminate the contract, enter upon the premises, take possession of all equipment,
materials or appurtenances, and employ any person or persons to finish the work.
If the contract is terminated by the County, the Contractor shall not be entitled to receive
any further payment from the County until completion of the work has occurred. After
completion of the work, the County shall pay to the Contractor the amount of the unpaid
balance due to the Contractor at the time the contract was terminated minus the cost
incurred by the County to complete the work. If the cost incurred by the County to
complete the work exceeds the unpaid balance due to the Contractor, the Contractor
shall be due no money from the County and, instead, the Contractor shall pay to the
County the difference between the unpaid balance due and the Countys cost to
complete the work.
FF. Vendor Rewards/Gift Programs: It is the policy of the County not to participate in any
rewards programs offered by vendors and not to accept any gifts or gift cards, or other
rewards from vendors for purchases made by the County. If you customarily provide, or
if you plan to provide, rewards programs, gifts or gift cards, or other rewards to your
customers for purchases made by such customers, you must identify this fact in your
proposal and demonstrate in the proposal how you have applied the value of such
rewards to a reduction in the price of the goods and/or services being offered to the
County.
GG. Waiver of One Breach Not Waiver of Others: No waiver by the County or its agents
or employees of any breach of this contract by the Contractor shall be construed as a
waiver of any other or subsequent breach of the contract by the Contractor. All
remedies provided by this contract are cumulative, and in addition to each and every
other remedy under the law.
Page 24 of 61
VI. SPECIAL TERMS AND CONDITIONS
A. Renewal of Contract for Maintenance
The resulting contract may be renewed by the County for nine (9) successive one year
periods under the terms and conditions of the original contract except as stated in 1.
and 2. below. Price increases may be negotiated only at the time of renewal. Upon a
determination by the County to renew this contract for an additional term, written
notification will be given to the Contractor.
1. If the County elects to exercise the option to renew the contract for an additional
one-year period, the contract price(s) for the additional one year shall not exceed the
contract price(s) of the original contract increased by more than the percentage
increase/decrease of Table 4 Other Services category of the Consumer Price
Index (CPI) of the United States Bureau of Labor Statistics for the latest twelve
months for which statistics are available. The source for this index shall be
http://www.bls.gov/cpi.
2. If during any subsequent renewal periods, the County elects to exercise the option to
renew the contract, the contract price(s) for the subsequent renewal period shall not
exceed the contract price(s) of the previous renewal period increased by more than
the percentage increase/decrease of Table 4 Other Services category of the
Consumer Price Index (CPI-U) of the United States Bureau of Labor Statistics for the
latest twelve months for which statistics are available. The source for this index
shall be http://www.bls.gov/cpi.
B. Cooperative Procurement: This procurement is being conducted by Chesterfield

County in accordance with the provisions of 2.2-4304 Code of Virginia. Except for
contracts for architectural and engineering services or construction in excess of
$200,000 by a local public body from the contract of another local public body that is
more than a straight line distance of 75 miles from the territorial limits of the local public
body procuring the construction, if agreed to by the Contractor, other public bodies may
utilize this contract. The Contractor shall deal directly with any public body it authorizes
to use the contract. Chesterfield County, its officials and staff are not responsible for
placement of orders, invoicing, payments, contractual disputes, or any other
transactions between the Contractor and any other public bodies, and in no event shall
the County, its officials or staff be responsible for any costs, damages or injury resulting
to any party from use of a Chesterfield contract. Chesterfield County assumes no
responsibility for any notification of the availability of the contract for use by other public
bodies, but the Contractor may conduct such notification.
C. Demonstrations: Shortlisted Offerors will be required to present an on-site scripted

demonstration of the proposed solution. Offeror should be available to present the
information for a period of up to two days.
Demonstration sessions may include a subsequent demonstration of day-in-the-life
scenarios to functional teams and may be required for multiple groups.
D. Information Security General Protection: The Contractor will develop, implement,

Page 25 of 61
maintain, and use appropriate administrative, technical, and physical security measures
to preserve the confidentiality, integrity and availability of all electronically maintained
and transmitted sensitive information received from, or on behalf of a county or school
employee, student, citizen, or county/school business function. These measures will be
extended to all subcontractors used by the Contractor.
The purchase and implementation of a new county solution requires use of a formal
assessment review process which evaluates a Contractors system/solution security
and risk level prior to finalizing acquisition. The Security Review includes a due
diligence Risk Analysis which is conducted prior to final acquisition by Chesterfield
County Information Security and Technical staff in consultation with the Contractor. The
review will analyze minimum information security requirements as described in the
Technical Information Security Requirements Questions - ATTACHMENT F. Response
to Attachment F shall only be required upon notification by the County.
1. The Offeror agrees to follow county procedures for performing the information
security risk analysis and providing answers to the Technical Information Security
Requirements to ensure compliance with Federal and State laws and regulations,
County policies and security standards and baselines for the data classification level.
2. If notified, the Offeror shall respond to the questionnaire to determine the extent to
which security controls are implemented, operate as intended, and produce the
desired outcome with respect to meeting security requirements.
3. Information Systems Technology (IST) staff will review the results and reserves the
right to verify the Offeror responses prior to an award recommendation.
4. Identified gaps between required information security controls for the data
classification level and the Offeror implementation as documented in the System
Risk Assessment Report shall be tracked by the Offeror for mitigation. Depending on
the severity of the gaps, the County may require the gaps to be remediated before
contract award.
5. The Offeror is responsible for mitigating all system specific security risks identified in
the vulnerability analysis within the time frames reported in the System Risk
Assessment Report. Chesterfield County IST will determine the risk rating of
vulnerabilities.
E. Insurance Requirements: The Contractor and insurance company should

carefully review the insurance requirements set forth below. The Contractor shall
furnish a copy of a certificate of insurance in accordance with the requirements
before the County will execute a contract. The Contractor shall be responsible
for maintaining current certificates of insurance on file with the County. The
certificate of insurance does not need to accompany the Proposal.
The Contractor shall purchase and maintain in force, at his own expense, such
insurance as will protect him and the County from claims which may arise out of or
result from the Contractor's execution of the work, whether such execution be by
himself, his employees, agents, subcontractors, or by anyone for whose acts any of
Page 26 of 61
them may be liable. The insurance coverages shall be such as to fully protect the
County, the Consulting Professional (if applicable) and the general public from any and
all claims for injury and damage resulting by any actions on the part of the Contractor or
his forces as enumerated above.
The Contractor shall furnish insurance in satisfactory limits, and on forms and of
companies that are acceptable to the Countys Attorney and/or Risk Management
Director and shall require and show evidence of insurance coverages on behalf of any
subcontractors (if applicable), before entering into any agreement to sublet any part of
the work to be done under this contract.
The Contractor shall maintain during the initial term and any additional terms of this
contract the following equivalent coverage and minimum limits:
1. Commercial General Liability $1,000,000 Combined Single Limit per occurrence.
2. Automobile Liability $1,000,000 Combined Single Limit per occurrence
3. Workers Compensation Virginia Statutory limits
4. Employers Liability $100,000 each accident
5. Technology Errors and Omissions: $1,000,000 per occurrence or claim, $2,000,000

aggregate
If an insurance certificate is used as evidence of the required insurance the insurance

certificate:
a. Must reflect that the Commercial General Liability policy names the Chesterfield
County Board of Supervisors, their officers, employees, and agents or the
Chesterfield County School Board, Chesterfield County Board of Supervisors,
their officers, employees, and agents as an additional insured by endorsement
to the policy;
b. Must reflect that the policies are endorsed to require no less than 30 days notice
of cancellation or other change in coverage to the County;
c. Must have an authorized signature;
d. The Certificate Holder should be listed as:

Chesterfield County
c/o Purchasing Department
P.O. Box 51
Chesterfield, VA 23832-0001
RFP No 14-0989
F. Loss and/or Disclosure of Personally Identifiable Information (PII) Breach

Notification
The Contractor shall be responsible for reporting all incidents involving the loss and/or
disclosure of Contractor maintained or hosted County PII Information or County PII
Page 27 of 61
information system. Notification shall be made to the County within one hour of
discovering the incident. In the event of a breach requiring notification based upon
federal, state or local laws or statutes, the Contractor shall bear all costs associated
with required notifications and subsequent remediation actions for each individual
impacted.
G. Negotiating Contract Reductions: The County reserves the right, at any time during
the contract term or any extension of the term, to renegotiate with the Contractor a
reduction in the compensation paid to the Contractor that is less than the compensation
initially agreed to by the Contractor and the County at the time of contract
execution/issuance of the purchase order. The County may initiate such negotiations
whenever the County determines that it is in the Countys best fiscal interests to do so.
Notwithstanding any other provision of this contract/purchase order to the contrary; the
County may terminate the contract/purchase order immediately and without penalty if
the County is unable to renegotiate the compensation with the Contractor to an amount
which the County determines to be appropriate.
H. Performance Bond and Labor and Material Payment Bond: If the proposed price is
over $100,000, a labor and material payment bond and a performance bond, each in
the amount of 100% of the contract price, with a corporate surety authorized to do
business in the Commonwealth of Virginia and otherwise acceptable in all respects to
the County Attorney, or his designee will be required for the faithful performance of the
contract. (A sample of the contract is included for review).
The party to whom the contract is awarded will be required to execute the contract and
obtain the labor and material payment bond and the performance bond within fifteen
calendar days from the date when the Notice of Award together with the contract is
delivered to the Contractor for execution.
Attorneys-in-fact who sign labor and material payment bonds and performance bonds
must file with each bond a certified and effective dated copy of their power of attorney.
Performance bond and the accompanying power of attorney should bear the same date
as the date of the contract.
I. Protection of County Data: The Contractor shall maintain efficient and effective
processes in place to approve access requests to systems containing County data, shall
promptly remove access upon relevant personnel actions (hire, termination, transfer,
contract ending, etc.), and shall monitor access accounts for dormant or inactive
accounts. The Contractor shall utilize encryption technologies to ensure County data in
any form cannot be compromised in any way if the data was sniffed, hi-jacked, lost,
stolen, or otherwise compromised.
The Contractor shall utilize secure mailing services for sensitive media such as certified
courier systems, WINZip or PGP Password Protected files, Secure FTP or other such
industry secure transmission methods.
Page 28 of 61
The Contractor shall ensure that any media identified for disposal shall have all County
data erased, whether by degaussing activities, file re-write, physical destruction of the
media (shattering), or other such information technology industry approved disposal
methods.
The Contractor shall notify the County of an incident immediately as soon as it is known
that County data potentially has been exposed or compromised.
J. Security & Technology Architecture Review: All technical solutions will be evaluated
by a Security & Technology Architecture Review process and Offerors may be required
to submit architectural documentation. The required level of conformity to the technical
standards will be dependent upon the degree of application and data integrations and
customizations necessary.
K. Site Visits: Site visits may be conducted with the Offerors site and/or current users as
deemed necessary.
L. Software License(s): All software license(s) included with required software product
shall be on a non-exclusive, irrevocable perpetual basis and shall commence upon the
acceptance of the Software Product by the County. Notwithstanding the foregoing, the
County may terminate the license at any time. All licenses granted to the County are for
the use of the Software Product at the site specified herein on any equipment, by the
number of users indicated, and for any purposes for which it is procured. The license is
perpetual and in no event shall Contractors remedies for any breach of the contract
include the right to terminate any license or support services hereunder.
M. Software Support: As part of the software purchase price, one year software support
for each item shall be included. Support shall include phone support and all software
updates. Updates shall include Correction Releases, Point Releases, and Level
Releases. Support begins on the first day of the month after the software is installed by
Contractor. Purchase price for third party products shall also include one year software
support.
Space has been provided in the Pricing Schedule for pricing for Year(s) 2 - 10 Software
Support.
N. Software Title: The Contractor represents and warrants that it is the sole owner of the
software product, or if not the owner, has received all proper authorizations from the
owner to license the software product, and has the full right and power to grant the
rights contained in this contract. Contractor further warrants and represents that the
software product is of original development, and that the package and its use will not
violate or infringe upon any patent, copyright, trade secret or other property right of any
other person. The Contractor agrees to hold the County harmless in this regard.
O. Source Code Escrow
1. For each of the conditions defined in a and b below, CONTRACTOR hereby agrees
to place into an escrow account with a mutually agreed upon third party escrow
Page 29 of 61
agent two (2) copies of the source code for each such item of Application Software,
in a form necessary for a programmer of ordinary skill to modify and maintain and
convert the Application Software into object code and install and execute the
Application Software without further assistance from CONTRACTOR.
CONTRACTOR will also place into escrow the data dictionary and entity relationship
diagrams, compilation instructions in a written format or recorded on video format, a
list of maintenance tools and third party systems with their manufacturers name and
contact information used in development and maintenance, etc and all manuals not
previously provided to the COUNTY that are used in development and maintenance
of the Application Software, as well as a running object code version submitted on a
virus free media, compiled and ready to be read by a computer, so that the escrow
agent can verify the contents of the deposit in good working order and certify good
condition to the COUNTY. All referenced documentation shall be provided in the
English language.
a. Not later than 15 Days after the COUNTYs giving notice to CONTRACTOR of
Acceptance of each item of Application Software licensed under this Agreement.
b. Not later than 15 Days after the shorter of: (1) COUNTYs installation in either a
production or non-production environment of any new major release of any
application previously accepted by the COUNTY in an earlier release, and which
COUNTY has purchased a license to use such new version release or was
granted such license under the terms herein; or (2) a quarter yearly basis.
2. All costs associated with the set-up and maintenance of the escrow account shall be
paid for by the CONTRACTOR.
3. The escrow agent shall be authorized to release the source code to the COUNTY
solely upon the occurrence of any of the following events: (1) CONTRACTORs
cessation, for any reason, to do business; (2) the COUNTYs purchasing of the
source code outright; (3) CONTRACTOR's failure to install and certify any item of
Application Software; (4)CONTRACTORs generally making such source code
available to other licensed users of the Application Software; (5) CONTRACTOR's
failure to fulfill any of its material obligations under this Agreement; or (6)
CONTRACTORs failure or refusal to continue to support or offer further
development for any one or more items of Application Software where COUNTY is
up-to-date in its payment of all Application Support for each such item(s) of
Application Software pursuant to this Agreement. Upon such release of the source
code, Customer shall receive a nonexclusive, nontransferable, perpetual, license to
use the source code solely for the maintenance, enhancement, improvement and
updating of the Application Software Product in connection with Customers use of
the Application Software.
4. A form of escrow agreement among the COUNTY, CONTRACTOR and the escrow
agent shall be agreed upon and executed simultaneous with the execution of this
agreement. Materials should be shipped to the COUNTY via traceable courier or
electronically. Upon receipt, escrow agent should contact CONTRACTOR and
COUNTY to verify receipt.
Page 30 of 61
P. Travel: The County shall not be liable for any reimbursement costs associated with
travel. Offerors are encouraged to forecast any relevant travel expense and include as
a part of the total solution cost.
Q. Warranty: The Contractor should warrant that Software proposed shall be substantially
free from errors. Subsequent contract should conform to the requirements set forth in
this RFP. Contractor should also warrant that the services performed by the Contractor
shall be performed in a timely and professional manner by qualified personnel.
Contractor should respond to requests for warranty service within four hours and should
remedy any programming errors, defects, or breach of warranty as soon as practicable
and with minimal down-time at no charge. The warranty should remain in effect for a
minimum of one year after the date of final acceptance of the software. In the event that
the software, in whole or in part, does not perform in accordance with the contractual
requirements, the Contractor should promptly, and in no case any later than twenty-four
(24) hours after notification thereof, correct, modify, or improve the software, a the
Contractors sole expenses, to ensure that the Software complies with the software
availability and response of the software or any part of it to meet these standards and
requirements set following such a correction, modification, or improvement may
constitute a default by the Contractor. In the case of any dispute involving the software,
the Contractor should have burden of proving that the software meets all standards and
requirements. In the even the software is inoperable; the Contractor should
immediately apply the necessary resources to correct the problem.
VII. PRICING SCHEDULE

A. Pricing should represent a turnkey solution which includes all software, maintenance,
implementation, training, travel, and conversion costs.
In effort to allow the County an opportunity to select the option that best coincides with
funding availability, Offerors should provide pricing based on the functional requirement
priorities identified by Attachment B, in accordance with the three (3) scenarios outlined
below (All priorities indicated for each scenario should include all general
requirements):
Scenario 1 Per Priority:

DESCRIPTION PROVIDED AND INSTALLED HOSTED BY OFFEROR
AT CHESTERFIELD
COUNTY
Priority 1:
Chesterfield Development
Information System (Total Solution $___________________ $___________________
Cost; Turnkey Project)
Priority 2:
Chesterfield Development $___________________ $___________________

Information System (Total Solution
Page 31 of 61
Priority 3:

Priority 4:

ANNUAL SOFTWARE MAINTENANCE
YEAR 2 Priority 1: $______________ Priority 1: $______________

Priority 2: $______________ Priority 2: $______________






Page 32 of 61


TOTAL RECURRING COST: Priority 1: $______________ Priority 1: $______________

YEARS 2 - 10 Priority 2: $______________ Priority 2: $______________
GRAND TOTAL SOLUTION

COST: YEARS 1 10 $______________________ $______________________
Scenario 2 Combined Priorities:

AT CHESTERFIELD
COUNTY
Priority 1 and 2:
Priority 3:

Priority 4:

Page 33 of 61
ANNUAL SOFTWARE MAINTENANCE
YEAR 2 Priority 1 & 2:$___________ Priority 1 & 2:$___________

Priority 3: $___________ Priority 3: $___________








Page 34 of 61
TOTAL RECURRING COST: Priority 1 & 2:$___________ Priority 1 & 2:$___________

YEARS 2 - 10 Priority 3: $___________ Priority 3: $___________
GRAND TOTAL SOLUTION

COST: YEARS 1 10 $______________________ $______________________
Scenario 3 All Priorities:

AT CHESTERFIELD
COUNTY
Priorities 1 - 4:
ANNUAL SOFTWARE SUPPORT MAINTENANCE
YEAR 2 $___________________ $___________________
YEAR 3 $___________________ $___________________
YEAR 4 $___________________ $___________________
YEAR 5 $___________________ $___________________
YEAR 6 $___________________ $___________________
YEAR 7 $___________________ $___________________
YEAR 8 $___________________ $___________________
YEAR 9 $___________________ $___________________

Page 35 of 61
YEAR 10 $___________________ $___________________
TOTAL RECURRING COST: $___________________ $___________________

YEARS 2 - 10
GRAND TOTAL SOLUTION $___________________ $___________________

COST: YEARS 1 10
B. Offerors should provide as an attachment, a detailed cost breakdown to include but not
limited to:
1. Initial cost; include base price, fee for add-ons, interfaces, etc.
2. Cost for version upgrades
3. Application software
4. Optional software
5. Third party software
6. Application hardware requirements (if applicable for self-hosted solution)
7. Services (installation, implementation and training)
8. Data conversion services for existing applications as listed in Background, Section

B, Existing Applications into the new system
9. Customization Costs
10. Configuration Costs
11. Description of when maintenance fees commence, and how system customizations,
if any, may impact maintenance costs.
C. Offerors should provide a deliverable-based payment schedule that defines proposed

payment intervals.
Page 36 of 61
VIII. EVALUATION CRITERIA
These criteria are to be utilized in the evaluation of qualifications for development of the
shortlist of those offerors to be considered for negotiations. Individual criteria will be assigned
varying weights at the County's discretion to reflect relative importance.
EVALUATION CRITERIA
1 Functional And Technical Requirements
Extent to which the proposed system meets the requirements for Priority 1-4 as
stated within the RFPs functional requirements
Compliance with the RFPs technical requirements
Extent to which the proposed solution meets federal, state, and local regulations
Extent of custom modifications required to meet requirements
2 Ability to Provide an Enterprise Class Solution

Demonstrated ability to support enterprise needs across multiple departments and users
Extent to which the solution can be expanded to provide a greater enterprise level of
service among the division
Scalability of the solution
3 Implementation Services
Demonstrated ability to provide oversight and implementation services using
proven project management methodologies
Ability to interface with existing systems and proposed systems
Ability to provide training of the proposed system for multiple users, workflows
and scenarios
Ability to conduct thorough system and user acceptance testing
Ability to provide services and complete required work within the mutually agreed
upon schedule
4 Experience and Qualifications of Firm
Demonstrated ability to conduct a successful implementation for like
organizations
Stability of Firm
5 Price
Base price
Recurring costs
Page 37 of 61
IX. AWARD PROCEDURE

Selection shall be made of two or more offerors deemed to be fully qualified and best suited
among those submitting proposals, on the basis of the factors involved in the Request for
Proposal, including price if so stated in the Request for Proposal. Negotiations shall then be
conducted with each of the offerors so selected. Price shall be considered, but need not be
the sole determining factor. After negotiations have been conducted with each offeror so
selected, the County shall select the offeror which, in its opinion, has made the best proposal
and award the contract to that offeror. When the terms and conditions of multiple awards are
so provided in the Request for Proposal, awards may be made to more than one offeror.
Should the County determine in writing and in its sole discretion that only one offeror is fully
qualified or that one offeror is clearly more highly qualified than the others under consideration,
a contract may be negotiated and awarded to that offeror.
Page 38 of 61
ATTACHMENT A
Virginia State Corporation Commission (SCC) Registration Information

The offeror shall check one of the following. The offeror is:
a corporation or other business entity with the following SCC identification number:
___________ -OR-
not a corporation, limited liability company, limited partnership, registered limited liability
partnership, or business trust -OR-
an out-of-state business entity that does not regularly and continuously maintain as part of
its ordinary and customary business any employees, agents, offices, facilities, or inventories in
Virginia (not counting any employees or agents in Virginia who merely solicit orders that
require acceptance outside Virginia before they become contracts, and not counting any
incidental presence of the offeror in Virginia that is needed in order to assemble, maintain, and
repair goods in accordance with the contracts by which such goods were sold and shipped into
Virginia from offerors out-of-state location) -OR-
an out-of-state business entity that is including with this proposal an opinion of legal
counsel which accurately and completely discloses the undersigned offerors current contacts
with Virginia and describes why those contacts do not constitute the transaction of business in
Virginia within the meaning of 13.1-757 or other similar provisions in Titles 13.1 or 50 of the
Code of Virginia.
**NOTE** >> Check the following box if you have not completed any of the foregoing options
but currently have pending before the SCC an application for authority to transact business in
the Commonwealth of Virginia and wish to be considered for a waiver to allow you to submit
the SCC identification number after the due date for proposals. No award shall be issued to an
offeror who fails to provide the required information unless a waiver of these requests is
granted by the chief executive of the local governing body (the County reserves the right to
determine in its sole discretion whether to allow such waivers):
Page 39 of 61
ATTACHMENT B
Functional Business Requirements
Ability Score - Please score each requirement as to the level of effort according to:
1 -- Out of the Box Functionality
2 Configurable (ability to meet requirement by setting system configurations within the current
application without any program code modifications)
3 -- Customization Required (ability to meet requirement with application program code modifications)
4 -- Not Available
Note: A table detailing current systems used by the County to include system architecture and
Contractor is contained in Attachment H.
General Overall Requirements

General functionality includes overall system functions, administration, reporting, and current system
integrations.
Ability Requirement
Score
System Integrations
G.1 Ability to integrate with ESRI GIS via a web interface or web services. The
system should provide for a two-way navigation between the land
development system and the GIS interface. Requirements for GIS are
included in the technical portion of this document.
G.2 Ability to integrate with the ESRI GIS Workflow Manager product (WMX)
to initiate a GIS job from a Community Development workflow.
G.3 Ability to integrate with the Building Inspections solution (POSSE).
G.4 Ability to integrate with the county's Utilities Billing system (CIS). Data
from the new system to send to the CIS system would include payment of
connection fees for new water and sewer assets.
G.5 Ability to integrate with the county's document management system,
Laserfiche. Requirements for Laserfiche are included in the technical
portion of this document.
G.6 Ability to integrate with the countys Utilities Hansen system. Data from
the concern handling of the system to the Hansen system for work order
creation.
G.7 Ability to integrate with the county's Enterprise Address Service to
validate county addresses and gather additional geographically related
data based on location.
G.8 Ability to integrate with the county's internally developed Real Estate and
Assessment system (CALIAS). Data from the CALIAS system is stored
in a Micro Focus VSAM file format.
G.9 Ability to integrate with the countys Tax Management System.
G.10 Ability to schedule inspections via Interactive Voice Response.
G.11 Data migration - combine data where necessary from multiple systems
including, but not limited to Rezoning, Zoning Opinion, PIMS, PASS,
Page 40 of 61
Ability Requirement
Score
POSSE, Hansen, Project Tracker, etc. In some systems, historical data
ranges back to the 1990s.
Overall Customer External/Internal Portal & System Functions
G.12 Ability for users to view various GIS feature classes and attributes from
within the application.
G.13 Ability for plans to be submitted online and reviewed by county staff via an
electronic plans process and reviewing/editing tools such as measuring,
commenting, etc.
G.14 Ability to upload various documents of varying sizes and file types such
as but not limited to Microsoft Office document types, various image
formats, and .pdf.
G.15 Ability to accept electronic signatures on multiple documents.
G.16 Ability to calculate fees for applications and permits using specific
formulas depending on the fee type and department.
G.17 Ability to accept fees from the customer online for various applications
and permits.
G.18 Ability to track any reimbursed fees.
G.19 Ability for external partners such as Virginia Department of
Transportation, Health Department, and Department of Conservation and
Recreation to access the application.
G.20 Ability to maintain and allow edits of a single customer account for
residents to interact with Community Development processes. Ability for
staff to view customer account information.
Data to be maintained include: customer number, name, business name,

phone number, fax number, email address, site address, mailing address,
customer type (relationship with community development). Allow
customer to determine the best contact method for notifications from the
county (email, mail, and phone). Ability within specific application types to
define relationships between customers.
G.21 Ability to track certified specifications on the customer accounts. For
instance, certified land disturber, electrical contractors, etc.
G.22 Ability to access GIS mapping through the online portal and mobile
devices.
Overall System Functions
G.23 Provide all functionality through a robust web interface.
G.24 Ability to perform work in the field with real-time data with any standard
mobile device using mobile applications or mobile web.
G.25 Ability to automatically gather geographically related data based on the
location of the project and includes the data within the record.
Project includes case, application, and permit. Data to be retrieved

include Magisterial District, zoning, acreage, ownership, in addition to
data determined by user.
G.26 Ability to identify and select geographically related projects. Allow staff to
link between these projects and view through GIS. For example, zoning
Page 41 of 61
Ability Requirement
Score
cases can lead into site plan and/or subdivision cases.
G.27 Ability to manage all communications between the applicant, owning
department and reviewers (ex. items to be reviewed, comments, project
status, project approval).
G.28 Ability to allow dynamic display of current and historic data on a map
recorded on a particular property at the time that the property address is
entered. Historical information can include zoning, land use, description,
inspections, concerns, zoning conditions, proffered conditions, and
subdivision conditions. Staff must be able to determine if development is
appropriate for a parcel based on prior conditions, as well as to determine
if cash proffers are due.
G.29 Ability to filter a dynamic display of current and historic data based on
type, status, project manager, date range, and other fields as determined
by the user.
G.30 Ability to validate external addresses by interfacing with the County
licensed address validation tool (QAS).
G.31 Ability to validate county street addresses and parcel information by
interfacing with the county's enterprise address system.
G.32 Ability to undo any function.
G.33 Ability to record measurements in metric as well as feet/inches throughout
the system.
G.34 Ability for the system to do beginning to end fee tracking, online fee
payments and fee reimbursement. Staff shall have the ability to view fees
associated with projects as well as add fees due, record receipts not paid
online, modify fees and/or process refunds.
G.35 Ability for custom home page definition per individual user preferences.
Components of the system can be added or removed from a user's home
page depending on their access to those components. (Examples, staff
to do list, analytics dashboard, GIS maps, department activity, active
projects).
G.36 Ability to provide routing and driving directions for field staff.
G.37 Ability to provide work assignments to staff members based on locations.
G.38 Ability to conduct multiple process activities simultaneously without
hindering any processes.
G.39 Ability for staff to select pre-formatted comments and modify as needed
via an intuitive text editor.
G.40 System help documentation to include online access to code manuals
and ordinances to assist the customer. Sample cases and standard
conditions for different types of zoning cases could be made available to
the public.
Administration / Reporting
G.41 Using role based authorization provides functionality for data edits for
most records and advanced data edits by limited staff.
G.42 Ability to run automated reports by department's needs as well as
expanded reporting functionality for adding new reports as needed.
G.43 Ability to modify processes, applications, requirements, code tables,
Page 42 of 61
Ability Requirement
Score
notifications etc. as needed by department's using configuration tools.
G.44 Ability to customize each application by type.
G.45 Ability for staff to generate final documents. Staff's comments/conditions
shall be pulled into reports that project managers can edit to create staff
reports, approval letters, permits, certificates of occupancy, concern
receipts, proactive receipts, etc.
G.46 Ability to report on aspects of operational work, performance, metrics,
mandates or other. Where applicable the system should support
advanced ad-hoc reporting for managerial and strategic level reporting.
Non-technical staff should be able to run canned reports & some staff
shall be able to create ad-hoc reports on all of the data within the system.
G.47 Ability for view only (all employees and/or interested parties shall have
access to the system even if they are not actively working on projects in
the system).
G.48 Ability to track record retention rules and enable purging of data based on
those rules. Rules may change due to legal requirements, in which case,
retention rules should be overwritten.
G.49 Ability to provide auditing of all record adds, updates and deletes by staff
member with a timestamp.
G.50 Ability to track workflow time frames throughout the project. For example,
document the time the project is being reviewed by the County versus
time the project is waiting on customer feedback.
Priority 1 - Land Development - Pre-Application and Application Intake, Case and

Plans Review, Permit Issuance
The land development process includes projects submitted to the county to begin construction of
something. The process tracks applications, fees, plans, reviews, notifications, proffers from
submittal until a plan is approved to allow construction. Certain requirements are necessary to begin
construction which shall also be tracked by this system which includes land use permit, land
disturbance permit, VSMP permit, etc. After permits are issued, a construction system shall track the
inspection processes followed by each department as detailed in Priority 2 (Construction Processes).
Ability Requirement
Score
1.1 Ability for customers to submit requests for a pre-application meeting
before a proposal is submitted, if applicable.
1.2 Ability for staff to enter comments in response to a request.
1.3 Ability for the customer to view anticipated action dates
(Board/Commission hearing dates, plan review dates, plan review
completion dates).
1.4 Ability for customer to complete and submit various application types and
all related documents required online. Application types include but are
not limited to: Zoning, ReZoning, Conditional Use, Amend Prior Case,
CUPD, Substantial Accord, Variance, Mobile Home, Site Plan, Minor Site
Plan, Subdivision, Tentative Subdivision, Final Check, Record Plat, Parcel
Line Modification, Family Split, Historic Preservation, Temporary Banners,
Page 43 of 61
Ability Requirement
Score
Vesting, Water Quality, Timbering, EER, EED, Roads, Single Lot, Land
Disturbance Permit, Virginia Stormwater Management Program, New
Water/Sewer service, Resizing Water/Sewer service, Right of Way,
Easements. Related documents include but are not limited to: power of
attorney, disclosure affidavit, proffer conditions, textual statements.
1.5 Ability for applicant to select the track a case takes (administrative or
public hearing), if applicable. Staff can edit this after a case is submitted.
1.6 Ability for customers to submit various other requests for information via
online interface (for examples, zoning certification letters, parcel
information).
1.7 Ability for customers to apply for multiple types of permits and pay permit
fees online. Permit types include but are not limited to: land disturbance,
commercial building, residential building, multi-unit, electrical, fire,
demolition.
1.8 Ability for applicants to view status of application, plan reviews, and
comments.
1.9 Ability for citizen feedback/comments on cases.
1.10 Ability to resubmit applications and plans multiple times depending on
results of reviews.
1.11 Ability for system to track pre-requisites for permit issuance and allow
customer to view them, submit and track the status throughout the
process.
Internal Portal
1.12 Ability to see a complete project list that can be sorted, searched, and
filtered by all users of the system to include view only users. Projects
can include cases, plans, permits, applications.
1.13 Ability to generate a project number depending on type. This should be
defined by the county.
1.14 Ability for county staff to submit cases/projects to the system without
external customer involvement.
1.15 Ability for management staff to track and modify work assignments as
needed.
1.16 Ability to version the submittal of an application/permit and any supporting
documentation. For example, each time an application/permit is
submitted, the program shall save that version and mark it with a
date/time stamp so that staff can view various versions of
applications/permits that have been submitted.
1.17 Ability to compare submitted documents for differences. Documents can
include applications/permits, proffers/conditions, text documents, site
plans, building plans, staff comments.
1.18 Ability for staff to route cases to appropriate reviewing staff in over 19
departments depending on type of case or situation and to modify the
default routing for an individual case, application, review, and permit as
required.
1.19 Ability to schedule and complete a site or development plan review
inspection.
Page 44 of 61
Ability Requirement
Score
1.20 Ability for multiple reviewing staff to review a single case, application or
plan simultaneously.
1.21 Ability for staff to enter comments for a case and mark for public or
internal consumption.
1.22 Ability for reviewing staff to geographically enter, track, and enforce
zoning and development conditions/proffers including cash proffer
throughout the development process until payment of proffer or
completion of condition.
1.23 Ability to track conditions/proffers including cash proffer by geography
which can include lot, subdivision or section.
1.24 Ability to notify reviewers that changes have been made to
documents/plans attached to an application or that new documents have
been uploaded.
1.25 Ability to track the requirement for sign postings depending on case type.
Automate the due date of sign posting dependent upon public hearing
date or other requirement and allow staff to indicate status of a sign
(pending, posted, removed etc.). Allow staff to modify status of a sign via
a mobile interface in the field. Prevent approval of a case until a sign has
been posted for the appropriate number of days.
1.26 Ability for reviewers to determine and track fulfillment of requirements for
various permit issuances. For example, pre-requisites for a land
disturbance permit include certain approvals, other external permits
(Virginia Stormwater Management Program) and payment of fees (BMP
maintenance fee, water quality enhancement fee).
1.27 Ability to add multiple marketing names to a project and be able to query
any marketing name for any project.
1.28 Ability to schedule and reschedule hearings (possibly from multiple
boards/commissions) as well as update the hearing result on a case by
case basis. Boards/commissions include Board of Supervisors,
Chesterfield Planning Commission, Board of Zoning Appeals and Historic
Preservation Committee.
1.29 Ability to track appeals to board decisions for any case. Allow staff to
prevent an appeal on a case at any time depending on situation.
1.30 Ability to provide notifications to the public regarding various land
development activities. For required notifications, allow staff to indicate
notices have been sent whether via mail or email.
1.31 Ability to allow staff to select parcels and owner information to produce
notification lists. Using GIS, staff can enter a distance buffer around a
parcel of interest to select parcels to receive notification. Retrieve owner
information through parcels identified through an interface with the
County's Real Estate System. The list of notified owner's can be added to
or removed from manually by staff to include adding owner's requiring
mailings outside of the county. Allow staff to indicate if required notices
have been sent.
1.32 Ability for each owning department to create their own unique workflow
process for each type of project to include multiple stages of approval.
Page 45 of 61
Ability Requirement
Score
Workflows can include but not be limited to: initial case review, case
routing, detailed case and plans review, site inspection, public hearings,
final decision, case wrap up, permit issuance, construction, state road
acceptance, water/sewer connection and closure of case.
1.33 Ability for each owning department and/or project manager to define the
business to be followed for their project workflow rules (time constraints,
sign-offs, reviews, requirement documentation, fees, forms, etc) and issue
automatic notices when respond by dates are past due.
1.34 Ability to issue a single or multiple permits associated with a project.
1.35 Ability to track requirements needed for right of way, for example,
easements.
1.36 Ability to track recordation information related to constructed elements
such as easements, subdivisions, etc. For example, tracking of a
recordation of a drainage easement before the issuance of a land
disturbance permit.
1.37 Ability for staff to enter best management practice facilities and data
related such as design elements and type at time of plan review.
1.38 Ability to track necessary and required sureties (bonds) between the
county and customers for necessary projects.
1.39 Ability to allow for modification of sureties (bonds) to include the amount,
issuing agency, owner, and status (active, release, etc).
1.40 Ability to automate county attorney approval of sureties submitted.
1.41 Ability to track the approval and creation of street name, street type, and
street direction (prefix or suffix) combinations for residential and
commercial developments.
1.42 Ability to track street name history and modifications, including the
disposal of street names if the name has been changed or the street has
been fully vacated or abandoned.
1.43 Ability to present a pick list of concatenated street names to the ESRI GIS
system to be used when creating new street centerline geography.
1.44 Ability to track the addressing process within the land development
process so that addresses can be associated with their respective site
plan or subdivision developments.
1.45 Ability to create addresses with multiple attributes, including whether the
address is for residential or commercial use.
1.46 Ability to create a range of addresses for a parcel or building that is
incremented by a variable value.
1.47 Ability to create unit addresses, or a range of unit addresses, incremented
by a variable value on a building address which could be alpha, numeric,
or alpha-numeric.
1.48 Ability to support multiple processes that initiate an addressing workflow.
For example, addressing is required as a part of site plan and subdivision
development as well as real estate parcel recordation.
1.49 Ability to support an address change process that will maintain the history
of address changes on both parcels and buildings.
1.50 Ability to change a street name on one or more street segments such that
Page 46 of 61
Ability Requirement
Score
each address related to the street segment(s) being renamed is also
renamed.
1.51 Ability to create addresses that contain multiple parts including building
number, building number suffix, suite/apartment number, street prefix,
street name, street type, street suffix.
1.52 Ability to track address history and modifications including disposal of an
address if it is no longer in use.
Priority 2 - Construction Processes: Erosion & Sediment Control Inspections,

VSMP Inspections, Utility Inspections, Planning Inspections
Upon the approval of a submitted plan and issuance of a permit, as required in Priority 1, the
construction phase begins. Construction tracking occurs in all departments depending on the type of
construction and permit. Once permits are issued a project site is generally inspected on a scheduled
basis depending on the type of permit and stage of permit issuance.
Ability Requirement
Score
External Portal
2.1 Ability for customers to track status of projects/permits in the construction
process.
2.2 Ability to notify and allow customers to view required actions to be taken
throughout the inspection process such as violations, fees, meetings etc.
2.3 Ability for customers to request, schedule, modify, and cancel inspections
for projects.
Internal Portal
2.4 Ability for the owning department to assign inspectors and modify, as
needed, for projects/permits.
2.5 Ability to configure data elements required for various permit and
inspection types.
2.6 Ability for the system to assign projects/permits to inspector based on
location of other work already in progress.
2.7 Ability for each owning department to create their own unique workflow
process for the review and approval of their specific permits/licenses.
Workflow stages are different once a permit is issued than stages during
plan review. Workflow stages include but are not limited to: Seeding,
Grading, 1 Year Maintenance and Warranty, Construction release,
Temporary Certificate of Occupancy, Certificate of Occupancy, Certificate
of Completion, State Road Acceptance etc.
2.8 The ability for staff to adjust extensions for automated timeframes.
2.9 The owning agency can modify the default routing list for an individual
permit as conditions require.
2.10 Ability to create threshold triggers for subsequent requirements to be met
for multiple project stages and final closure. For example, 60% of permits
issued within a subdivision require state road acceptance and proffer
payment.
2.11 The system will implement different inspection frequency depending on
Page 47 of 61
Ability Requirement
Score
the stage of construction of a project/permit, county, state, and federal
regulations, and the inspecting department and allow staff to scheduled
inspections as needed. For example, once a project/permit is in the 1
year maintenance period only one inspection is required when the year is
up. The project is sometimes not closed until this year has been reached.
Different departments inspect project sites for different purposes, the
system should track inspections per department and be able to show all
inspections related to a project at a given time.
2.12 Ability for inspectors to schedule follow-up inspections related to other
workflow stages such as state road acceptance or project closure.
2.13 Ability for county staff to enter inspection results in the field.
2.14 The system will generate a list of required inspections for each permit type
issued. Staff should have the ability to modify this list if needed at time of
permit issuance.
2.15 Ability for the system to track building inspections by address, structure,
building, apartment or sub-unit.
2.16 Ability for inspection staff to enter, edit and close discrepancies, defects or
other violations related to a permit or inspection. Issue notices of
compliance and collect civil penalties assessed.
2.17 Ability for inspection staff to enter remarks related to a permit or project
and determine if they are for internal or external consumption.
2.18 Ability for staff to generate a procedural document to send to customers
such as stop work notice, permit issuance notice, violation notice.
2.19 Ability to track civil penalties or fines assessed due to work violations (i.e.
land disturbance violations).
2.20 Ability to hold construction progress based on unfulfilled requirements.
For example, holding a building permit until easements are recorded.
2.21 The system can schedule re-inspections based on a designated due date.
2.22 The system will track all the necessary elements for state road
acceptance to include VDOT and inspector punch list.
2.23 The system will track the payment of utility connection fees before issuing
a Certificate of Occupancy.
2.24 Ability to track individual building units during and after construction.
2.25 The system will notify customers when project completion has been
reached.
2.26 Ability to print permits or send electronically from the application or mobile
device.
2.27 Ability to issue approval documents such as Certificates of Occupancy
and revoke at any time.
2.28 The system can support real-time routing assignments at the time of
entering a permit application from a pre-defined routing list (i.e. during
system configuration a routing list is assigned to each permit and during
creation of that permit, a pick-list is available to select which
departments/divisions on the routing list is required to review/approve that
particular application) to include external agencies such as VDOT.
2.29 Ability to integrate with the countys GIS to retrieve new and existing
Page 48 of 61
Ability Requirement
Score
addresses with their corresponding attributes for permit processing and
other construction workflows.
2.30 Ability to assign a state route number to a street segment and all
addresses related to the street segment as a part of the State Road
Acceptance process.
Priority 3 - Concern Handling and Code Enforcement

A centralized concern handling and code enforcement system is desired. There are currently
multiple, departmental concern tracking systems which handle zoning concerns, ordinance violations,
building code violations, and general citizen concerns. Often more than one department handles the
same concern, requiring routing of concern information and tracking of resolution.
Ability Requirement
Score
Ability for citizens to enter concerns regarding zoning, unpermitted land
3.1 disturbance, buildings, pollution etc. via a web-based, browser compatible
online portal.
Ability to track multiple contacts related to a concern including address
3.2
and contact information. Ability to allow for citizens to remain anonymous.
3.3 Ability for citizens to view the status of a concern they have submitted.
Ability for the system to manage different workflows depending on type of
3.4
concern.
The system should assign concerns to staff based on location and
3.5
concern type.
Ability for staff to schedule inspections related to concerns and modify the
3.6
date as needed.
Ability for staff to manage documents and images as they create a case
3.7
related to a concern.
Ability for staff to print receipts and notices from a field device or
3.8
application (i.e., violation notices, status updates)
3.9 Ability for staff to track various violations after investigating a concern.
3.10 Ability to automatically send requests for court dates related to a concern.
Ability to schedule automated proactive property inspections determined
3.11
by neighborhood, address or area in the county.
The system should provide pre-generated 'comments' related to concerns.
3.12 These comments can be picked from a list and modified for publishing to
the online portal or keeping in draft format.
The system should automatically schedule re-inspections or allow staff to
3.13
enter a re-inspection date.
The system should provide tracking for court dates and outcomes for
3.14
violations cases.
Ability for county staff to initiate a concern record without citizen
3.15
involvement.
The system should track the time between workflow stages and for total
3.16
resource time for a concern - from concern entry until closure.
3.17 The system should track the address of the concern and the address of
Page 49 of 61
Ability Requirement
Score
the person initiating the concern, if needed.
Ability for owning department to assign additional courses to help with the
3.18
concern.
The ability to set triggers for state and federal reporting based on an
incident and location. For example, quantities of a pollutant may trigger
3.19
an immediate report to state or federal environmental agencies. General
Services works with EE on this - "SPILL RESPONSE"
The system should allow concerns to be combined by project managers in
3.20
the case of multiple concerns related to a single issue.
Priority 4 - Operations and Maintenance

Operations and Maintenance is defined as the reoccurring work the County completes after an asset
is built. For this project we are referring to the assets maintained by Community Development
including, but not limited to, water, sewer, storm sewer and best management practice facilities. This
may also include a warehousing inventory process for parts and supplies.
Ability Requirement
Score
Ability to track all infrastructure assets after they are built or installed. For
4.1 instance, best management practice (BMP) facilities, water/sewer pipes,
connections, man-holes, etc.
Ability to enter or transfer requests for work on an asset from residents or
4.2
from staff.
Ability to schedule work related to a request and assign to different staff or
4.3
teams of staff.
4.4 Ability to track all work orders related to an asset from entry to closure.
Ability to define different workflows depending on the type of request,
4.5
asset, or work order.
4.6 Ability for staff to modify and re-assign requests and work as needed.
Ability to track the owner and additional contacts of an asset. The owner
4.7 may be the County or a private owner. The County is sometimes
responsible for maintaining assets which are owned by private entities.
4.8 Ability to record test results of an asset.
Ability to configure data elements required depending on the asset and
4.9
required inspections/test results.
Ability to send a notice to the owner of the asset regarding required
4.10
inspections, required test results, billing, concerns, etc.
Ability to define different notices for different assets and their respective
4.11
rules for notification.
Ability to automatically generate scheduled inspections based on
preventive maintenance schedules, federal, state or county regulations for
each kind of asset. Inspection schedules can vary depending on the age
4.12 of the asset. Preventive maintenance may include hydrant and valve
flushing, mowing, etc. For instance, the first year of installation one
inspection is required; thereafter, only one inspection every three years is
required.
Page 50 of 61
Ability Requirement
Score
Ability to track staff time spent on maintenance, repairs, work orders, etc.
4.13
Multiple staff may work on a single item.
4.14 Ability to track costs of supplies for maintenance activities and/or repairs.
Ability to track parts used for maintenance and repair activities such as
4.15
pumps, generators, motors.
Ability to estimate the cost of a repair or maintenance activity. For
4.16
example, replacement of a fire hydrant.
Ability to track warehouse inventory for maintenance and repairs to
4.17
include rolling warehouses (trucks) and warehouse facility.
Ability to attach documents or other media files for work orders,
4.18
maintenance, assets and repairs.
Page 51 of 61
ATTACHMENT C
Process Overview RFP Scope of Services Prioritization
Page 52 of 61
ATTACHMENT D
System View Current State
Current State System View External

Chesterfield.gov
Building Building Utilities

Plan Plans Inspections Utilities Bill Internet Bill
Review Re-Zoning and Permit Display Pay
Review
Comments Comment Data (Hosted)
Internal
Selectron
Selectron
Customer
Project
Info
Zoning Re- Tracking SWIFT
System
Opinion Zoning POSSE (New)
(CIS)
Project
PIMS Tracking Hansen PASS
(Old)
Page 53 of 61
ATTACHMENT E
System View Future State

Page 54 of 61
ATTACHMENT F - Technical Information Security Requirements
I. Compliance/Certification
A. Please describe your organizations ISO 27001/ISO 27002 certification or compliance
status.
B. Please describe your organizations SSAE No. 16 Attestation status.
C. Please describe this systems compliance with NIST 800-53 v4 controls.
D. Please describe any third party licenses required for the software. Please describe the
process for upgrading, fixing and supporting the third party software.
E. Please confirm that exchanges of sensitive data shall be approved in writing by
Chesterfield County before any sensitive data is released to others by the Contractor.
Please verify where data will reside.
II. Authentication
A. Please describe how the application authenticates users.
B. Please describe how the application interfaces with Active Directory.
C. Does the solution require unique authentication in order to access the system?
D. Please describe any single sign on capabilities of the system.
E. Please describe the ability to accommodate enhanced security requirements, such as
dual authentication.
III. Role-Based Access

A. Please describe the systems ability to set access based on role within the system.
B. Please describe the systems ability to set access based on department within the
system.
C. Please describe the systems ability to allow users to designate certain fields as
confidential and restrict access to those fields.
D. Please describe how the solution allows for the designation of a system administrator
separate from the security administrator or data users.
E. Please describe how the solution restricts access by user id.
F. Please describe how the solution restricts access by database table.
G. Please describe how the solution restricts access by transaction type.
H. Please describe how the solution restricts access by screen or menu.
I. Please describe how the solution restricts access by report type.
J. Please describe the systems security controls to define users authorized to perform the
following:
1. Log On
2. Add Data
Page 55 of 61
3. Delete Data
4. Change Data
5. View Data
6. Search data
7. Approve data
K. Please describe security reports showing:
1. Authorized system use
2. Unauthorized system use
3. Security profiles by user (indicates multiple profiles)
4. Effective dates security changes
IV. General Security

A. Please describe your organizations process to assign clearance levels to internal or
sub-contract positions, for accessing sensitive data.
B. Please describe employment and background check processes on employees and
subcontractors that will be involved in the direct support or custody of data and
processes associated with the proposed solution.
C. Please describe your segregation of duties for staff performing key functions which if not
separated may create security collusion or other social engineering risks.
D. Please verify data is secure through the entire life cycle of the system to include data
entry or data collection, data manipulation, data reporting or publishing, data transfer or
transmission, data storage and data disposal.
E. Please verify the ability to conduct testing with test or fictitious data (not LIVE data).
F. Please describe policies and procedures for emergency software fixes and patches.
G. Please describe any software escrow assurance.
H. Please verify organization utilizes software for continuous detection and elimination of
viruses.
I. Please describe system reconciliation methods to verify consistency and accuracy of
data.
J. Please describe information security incident response capability.
K. Please verify Chesterfield County shall be notified within 24 hours of any confirmed data
breach.
L. Provide change control processes that document baseline configuration and change
control processes over the baseline configuration to ensure only approved and
authorized changes are implemented in the system.
M. Please verify use of performance monitoring tools to ensure business solution/system
availability.
N. Please describe workforce information security awareness training.
Page 56 of 61
O. Please describe any vulnerability scanning or penetration testing on your system.
P. Solution has industry standard protection against injection attacks Please describe
your secure coding methods and use of Open Web Application Security Project
recommendations to minimize web application security threats (i.e. SQL, OS, PHP,
ASL, Shell, HTML/Script, etc).
Q. Please describe any certifications and/or secure coding certifications held by your staff.
V. Password Management
A. Please verify that you can provide the following password management functionality (by
security administrator):
1. Password length can be defined to a minimum number of positions.
2. Password aging is a defined maximum number of days.
3. Password lock-out after defined number of failed attempts.
4. Notification when number of failed attempts is exceeded.
5. Passwords can be reset by specified levels of administrators.
6. Passwords can be changed by users if access password is correct.
7. Passwords must be case sensitive.
8. Password must contain alpha-numeric and special characters.
9. Please describe if passwords should be randomly generated by the system and be
sent in an encrypted e-mail to the user so the administrator resetting does not know
password.
10. Secure self-serviced password reset should be allowed. Please describe.
11. Password cannot be the same as the account name.
B. Please describe ability to disconnect or automatically logs out user session during
designated periods of Inactivity.
C. Please describe if system warns user that they will be disconnected before
automatically logging off user.
D. Please verify users can be inactivated verses deleted when access is no longer needed.
E. Enforces a limited number of consecutive invalid attempts by a user during an
organization defined time period.
F. Please describe ability to limit the number of concurrent sessions for each user to an
organization defined number.
VI. Encryption
A. Describe encryption method and strength for passwords in motion.
B. Describe encryption method and strength for passwords at rest.
C. Please describe encryption type and level for data in motion.
Page 57 of 61
D. Please describe encryption type and level for data at rest.
E. Describe the methods used to encrypt back-up data, if applicable.
VII. Audit Trails

A. Please describe audit records containing information that establish what type of event
occurred, when the event occurred, where the event occurred, the source of the event,
the outcome of the event and the identity of any individuals or subjects associated with
the event.
B. Please verify all system administrator changes are tracked in audit trails.
C. Please verify all security administrator changes are tracked in audit trails.
D. Please verify there is an audit trail of login attempts.
E. Please verify audit trails can be maintained for a user defined time period.
F. Please verify inactivation of users does not alter audit logs.
G. Please verify: the audit trails can support on-demand audit review, analysis and
reporting requirements and after-the fact investigations of security incidents; the
generation of audit reports does not alter the original content or time ordering of audit
records.
H. Please verify configuration transactions are contained in the audit trails.
I. Please verify all workflow transactions are contained in the audit trails.
J. Please verify audit trails contain the following and cannot be edited:
1. User ID
2. Name
3. IP Address (source or destination)
4. Date
5. Time stamps
6. Event descriptions
7. Data before changes
8. Data after changes
9. Success/fail indications
10. Access control or flow control rules invoked
11. Filenames involved
K. 1. Please verify audit reports show the following about interfaces:
a. Documents
b. Type of transaction
Page 58 of 61
c. Source of transaction
d. Error reports
e. E-mail address if interface fails or is successful

2. Ability to track system generated documents that have been generated for an
account/customer.
3. Ability to capture the date and recipients information for files sent to external
recipients.
L. Please verify audit information cannot be altered using any software utility.
M. Please verify metadata, if it exists, is included in the audit trail.
VIII. Life Cycle & Disaster Recovery

A. Please describe backup, redundancy and disaster recovery protection from risk of fire,
utility failure, structural collapse, plumbing leaks or other such man-made or natural
disasters.
B. Please describe how you maintain and test contingency plans.
C. Please describe any service level agreements associated with the information system.
Page 59 of 61
ATTACHMENT G
Current Systems and Integrations Used by Community Development Departments

Page 60 of 61
ATTACHMENT H
Table of Current Systems and Integrations Used by Community Development

Departments
System Contractor Architecture Description
CALIAS Chesterfield Micro Focus Real Estate land

County assessment
records
Customer AUS Client Server Utilities billing

Information SQL Server system
System Database
(CIS)
Enterprise Address Chesterfield Web Service Service to validate

Service County SQL Server current County
Database addresses used for
multiple
applications
Hansen Infor Client Server Utilities work order

SQL Server system
Database
Planning Chesterfield Micro Focus Used by Planning

Information County for land/site plan
Management tracking
System (PIMS)
POSSE Computronix Client/Server Primarily used by

Oracle Database Building
Inspection for
inspection records
Program Chesterfield Access Database Used by

Administration County Environmental
Status System Engineering
(PASS)
Project Tracker Chesterfield VB.NET Utilities for project

County SQL Server tracking
Rezoning Chesterfield Web Application Multiple

SQL Server departments use
Page 61 of 61
County Database for plans review,
application
submittal for
property rezoning,
application
reviews,
application
processing
Internal and
External facing
Zoning Opinion Chesterfield Client Server Multiple

County Application departments use
SQL Server for preliminary
Database plan review of
proposed zoning
cases

14-0989 Chesterfield Dev Info Sys (CDIS)

Hochgeladen von

Dokumentinformationen

Copyright

Verfügbare Formate

Dieses Dokument teilen

Dokument teilen oder einbetten

Freigabeoptionen

Stufen Sie dieses Dokument als nützlich ein?

Sind diese Inhalte unangemessen?

Copyright:

Verfügbare Formate

14-0989 Chesterfield Dev Info Sys (CDIS)

Hochgeladen von

Copyright:

Verfügbare Formate

CHESTERFIELD COUNTY

My signature below certifies that:

Complete Legal Name of Firm: ________________________________________________________

V. GENERAL TERMS AND CONDITIONS16

VI. SPECIAL TERMS AND CONDITIONS. 24

VII. PRICING SCHEDULE 30

VIII. EVALUATION CRITERIA.. 36

IX. AWARD PROCEDURE. 37

ATTACHMENT A - Virginia State Corporation Commission (SCC) Registration

ATTACHMENT C - Process Overview - RFP Scope of Services Prioritization..51

ATTACHMENT D - System View - Current State52

ATTACHMENT E - System View - Future State..53

ATTACHMENT F - Technical Information Security Requirements...54

ATTACHMENT G - Current Systems and Integrations used by Community

ATTACHMENT H - Table of Current Systems and Integrations Used by

The County began development of the Chesterfield Development Information System

Community Development employees spend much of their time doing manual,

Department Application Technology

Utilities Hansen Client/Server

Multiple Various smaller Access Databases,

III. SCOPE OF WORK/SPECIFICATIONS

Laserfiche integration for document management

For informational purposes, the following diagrams are being provided:

a. Contractor should perform the process analysis, installation, data conversion,

b. Contractor should provide a detailed implementation plan which includes the

Plan for information storage and archival including structured and

Information on scalable performance of the transactional system, provide

Timeline for all stages of the implementation

c. Contractor should conduct a review of the full set of requirements (Functional

e. Contractor should engage in analysis of current work processes to be included in

f. Provide an on-site presence during the analysis and implementation, as well as

h. Install a Development, Quality Assurance, and Production environment within the

i. Create a development environment to facilitate development of interfaces and

k. Contractor should offer a software maintenance plan with up to nine one-year

a. The County anticipates that a significant amount of data conversion will be

c. Provide a detailed implementation plan for transitioning data in the current

b. Formal training sessions and cross-training is desired to transfer detailed

C. Functional Business Requirements

Virginia Storm Water Management (VSMP)

1. Web Application & Usability:

b. Server Server side components of system should be hosted on Internet

d. Usability User interface design should be responsive for display on multiple

g. System should not make use of permanent cookies on external web

h. External web components of system should be 508 compliant.

i. System should use Windows Active Directory authentication for authenticating

c. System should encrypt all data in transit and at rest.

a. All software should be compliant with Microsoft Windows 7 Professional and

c. All software should be fully functional without modification to installed anti-virus

d. All software should be functional without modification to installed firewall software

e. All software should be fully functional without modification to installed disk

a. All documents and Electronic Content should be stored in the Countys

b. Laserfiche storage requirements are as follows:

(1) Integrations use Laserfiche Version 9.

(2) Documents should be stored in TIFF image format, natively in Laserfiche.

(5) Appropriate indexes should be generated and used to reference the

(8) Authentication should be performed by Windows Authentication with Single

(12) The Countys Information System Technology department and the

6. Geographic Information System:

c. Integrations with GIS resources should be accomplished through geo-enabled

a. Real time All real-time interfaces between different systems should be

a. Proposed solution should meet testing requirements to determine acceptable

11. Additional System Requirements:

b. Proposed solution is subject to a penetration test and changes will be required if

c. Proposed solution should minimize risk by limiting dependence on open source

Chesterfield Development $_ $_

Chesterfield Development $_ $_

Chesterfield Development $_ $_

YEAR 2 Priority 1: $ Priority 1: $

YEAR 3 Priority 1: $ Priority 1: $