The purpose of this bid is to establish a contract, by means of sealed bids, with qualified firm(s) for the 1) backfile drawings & documents and 2) preliminary drawings & supporting documents services required by the Building Department. Backfile drawings & documents are part of a paper only plan review process. The customer submits drawings and documents on paper and the entire review process is conducted utilizing paper documents. Once the drawings and documents are approved by all disciplines, a set is given back to the customer, and the other set is submitted to the scanning vendor to be scanned for future use. Preliminary drawings & supporting documents are part of an electronic plan review process. The customer submits drawings and documents on paper and the permit clerk sends these to the vendor to be scanned. The scanned documents are uploaded to a network to begin the electronic plan review process.
The City currently acquires the required services through an Invitation-to-Quote (ITQ) with a one (1) year term, which requires staff to process quotes every year. In order to streamline operations, the department is seeking to establish a contract for the services for a three (3) year term period, with two (2) one (1) year options to renew.
ITB PROCESS
The ITB was issued on March 27, 2019, with bid opening date of April 26, 2019. The Procurement Department issued bid notices to 249 companies utilizing www.publicpurchase.com website. 54 prospective bidders accessed the advertised solicitation. The notices resulted in the receipt of four (4) responses from: Advanced Data Solutions, Inc. (“ADS”), Complete Payment Recovery Services, Inc, (“Complete Payment Recovery Services”), Forensis Technologies, LLC (“Forensis”), and DRS Imaging Services LLC (“DRS”).
See Attachment A for a tabulation of bids received. The bid submitted by DRS was deemed non-responsive for failure to execute “Appendix “A” Proposal Certification, Questionnaire, and Requirements Affidavit” and received no further consideration. Staff has verified that the bids submitted by three (3) remaining firms met the requirements of the ITB and can be considered.
ADS and Complete Payment Recovery Services submitted bids for some, but not all groups. The Building Department has determined that, in order to maintain operational efficiencies and keeping with the department's current practice, it is not in the department’s best interest to award multiple bidders as the services are related and the coordination efforts among multiple bidders can lead to inefficiencies. Staff has determined that the overall lowest responsive and responsible bidder (for all groups) meeting all terms and conditions of the ITB is Forensis. The cost for the services as proposed by Forensis is lower than the cost the City is currently paying for these services.