HomeMy WebLinkAboutLTC 018-2026 - Request for Qualifications (RFQ) 2026-174-WG for Artificial Intelligence (Al) Platform for Permit and Plan Review_ MIAMBEACH
OFFICE OF THE CITY MANAGER
LTC # 2026-018 LETTER TO COMMISSION
TO: Honorable Mayor Steven Meiner and Members of the City Commission
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FROM: Eric Carpenter, City Manager � T111c
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DATE: January 20,205
SUBJECT: The purpose of this LTC is to update the Mayor and City Commission on the status of
Request for Qualifications (RFQ)2026-174-WG for Artificial Intelligence (Al) Platform
for Permit and Plan Review.
On December 17, 2025, the Mayor and City Commission, as a result of discussion pursuant to
Item No. R9 AL, the "FROM THE GET-GO" initiative that aims to overhaul the building permit
review process by ensuring that necessary items are identified during the initial submission and
review,the City Commission directed the Administration to expedite the issuance of a solicitation
exploring Artificial Intelligence technology to assist in reforming the City's permitting process, by
developing and implementing a streamlined, efficient, and transparent permitting system.
Therefore, the administration developed Request for Qualifications (RFQ) 2026-174-WG for
Artificial Intelligence (AI) Platform for Permit and Plan Review, Attachment A.
The City of Miami Beach is undertaking a digital transformation initiative to modernize how
contractors, developers, businesses, and residents interact with the City's permitting and
development services. The City seeks to pilot an Al driven self-service platform(s) to automate
the permit review process and test the permit completeness forthe commercial interior renovation
permit process with the intent to expand the solution to other permitting processes.
The Al Driven Client platform for Permit Completeness Check will operate in parallel with the
City's existing permitting system and is currently not intended to replace the current system of
record. The solution will provide applicants with an option to utilize the solution with the pre-
submittal readiness review capabilities designed to identify missing documentation, deficiencies,
and potential compliance issues prior to formal permit intake. City reviewers will retain full
authority over all permitting decisions through the City's system of record, Tyler Technology's
EnerGov.
The City reserves the right to select a firm(s)with whom it may negotiate and execute a contract,
subject to City Commission approval. The City intends to award an agreement to one or more
firms capable of delivering production-ready, enterprise-grade solutions that meet the
requirements of this solicitation. After the award, and as the initial step, the City will conduct a
pilot with the awarded firm(s) for up to 30 days to deploy and evaluate the commercial interior
renovation permit type review process, developing an AI-driven tool for permit completeness
verification.
At the conclusion of the pilot, the City will select the awarded firm that provided the solution that
best meets the City's requirements. The agreement may include expanding the Al solution to
other permitting processes and will have a three (3) year term, with the option to extend for two
(2) additional one-year periods at the City's sole discretion.
During this solicitation process, firm(s)will be required to provide pilots, as outlined above, after
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the initial award, or demonstrations of the proposed solution for City evaluation. Such
demonstrations or evaluations may include hands-on review, technical validation, and scenario-
based testing using City-provided, representative permit documents. Evaluations may be
conducted in a live testing environment at the discretion of the City. The City expressly reserves
the right to conduct one or more evaluation rounds and to require additional demonstrations or
testing as necessary to fully assess the proposer's capabilities and solution performance.
Through this Request for Qualifications process, the City of Miami Beach seeks to identify
qualified providers capable of delivering a production-ready, self-service Citizen Portal and
Automated Permit Completeness Check solution. The initial focus is to implement supporting
Commercial Interior renovation projects, with the objective of improving submission
completeness, minimize review cycles, and accelerating the overall permitting process while
maintaining regulatory integrity and City oversight.
The solution shall provide applicants with an optional, pre-submittal Completeness Check
capability that operates in parallel with the City's existing permitting system. While the initial scope
is limited, the City seeks an enterprise-grade, scalable platform that can be expanded in future
phases to support additional permit types, review disciplines, and related municipal services.
Proposers shall demonstrate how their solutions support interoperability, enterprise integration,
and long-term scalability, even if full system integrations are not required from the inception.
Proposing firm(s) will be required to demonstrate or provide access to a working solution for City
evaluation, as further described in this solicitation. Following evaluation of qualifications,
demonstrations, and working solutions, the City anticipates selecting a proposer with whom it may
negotiate and execute a contract, subject to City approval.
The scope of work requirements of the RFQ are more fully defined in the RFQ attached as
Attachment A. Following the receipt of proposals, an Evaluation Committee will review proposal
responses in accordance with the criteria established in the draft RFQ. After the Committee has
evaluated the proposals, the City Manager will present an award recommendation to the City
Commission for approval.
Services pursuant to the award of this RFQ shall be subject to successful negotiations and the
availability of funds approved through the City's budgeting process. It is not anticipated that grant
funding will be utilized for this project.
The attached RFQ will be issued concurrently with this LTC, marking the commencement of the
Cone of Silence period.
Thank you.
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MiAMIBEACH
ATTACHMENT A
Request for Qualifications (RFQ)
2026-174-WG
ARTIFICIAL INTELLIGENCE (AI) PLATFORM FOR PERMIT AND
PLAN REVIEW
TABLE OF CONTENTS
SOLICITATION SECTIONS:
0100 INSTRUCTIONS TO RESPONDENTS
0200 GENERAL CONDITIONS
0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT
0400 PROPOSAL EVALUATION
APPENDICES:
APPENDIX A CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT
APPENDIX B SPECIAL CONDITIONS
APPENDIX C INSURANCE REQUIREMENTS
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SECTION 0100 INSTRUCTIONS TO RESPONDENTS &GENERAL CONDITIONS
1.GENERAL.This Request for Qualifications (RFQ) is issued by the City of Miami Beach, Florida (the "City"), as the
means for prospective Bidders to submit proposals for the City's consideration in evaluating qualifications to select a
firm with whom it may negotiate an agreement for the purpose noted herein.
The City utilizes Bidnet Direct(Government Bids Opportunities and RFP I BidNet Direct) for automatic notification of
competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this RFQ.
Any prospective Bidder who has received this RFQ by any means other than through Bidnet Direct must register
immediately with Bidnet Direct to ensure it receives any addendum issued to this RFQ.Failure to receive an addendum
may result in disqualification of the Proposal submitted.
2. BACKGROUND AND PURPOSE. The City of Miami Beach is undertaking a digital transformation initiative to
modernize how contractors,developers, businesses,and residents interact with the City's permitting and development
services. The City seeks to pilot an Al driven self-service platform(s) to automate the permit review process and test
the permit completeness for the commercial interior renovation permit process with the intent to expand the solution
to other permitting processes.
The Al Driven Client platform for Permit Completeness Check will operate in parallel with the City's existing permitting
system and is currently not intended to replace the current system of record. The solution will provide applicants with
an option to utilize the solution with the pre-submittal readiness review capabilities designed to identify missing
documentation, deficiencies, and potential compliance issues prior to formal permit intake. City reviewers will retain
full authority over all permitting decisions through the City's system of record, Tyler Technology's EnerGov.
The City reserves the right to select a firm(s) with whom it may negotiate and execute a contract, subject to City
Commission approval.The City intends to award an agreement to one or more firms capable of delivering production-
ready,enterprise-grade solutions that meet the requirements of this solicitation.After the award,and as the initial step,
the City will conduct a pilot with the awarded firm(s) for up to 30 days to deploy and evaluate the commercial interior
renovation permit type review process, developing an AI-driven tool for permit completeness verification.
At the conclusion of the pilot, the City will select the awarded firm that provided the solution that best meets the City's
requirements; all other firm(s) will be terminated. The agreement may include expanding the Al solution to other
permitting processes and will have a three (3) year term, with the option to extend for two (2) additional one-year
periods at the City's sole discretion.
During this solicitation process, firm(s) will be required to provide pilots, as outlined above, after the initial award, or
demonstrations of the proposed solution for City evaluation. Such demonstrations or evaluations may include hands-
on review, technical validation, and scenario-based testing using City-provided, representative permit documents.
Evaluations may be conducted in a live testing environment at the discretion of the City. The City expressly reserves
the right to conduct one or more evaluation rounds and to require additional demonstrations or testing as necessary
to fully assess the proposer's capabilities and solution performance.
2.1 INTERESTED PARTIES
Interested parties are invited to submit Statements of Qualifications in accordance with the requirements set
forth in Section 0300 of this RFQ. A Pre-Proposal Conference will be conducted in accordance with the
schedule and procedures identified in Section 0100. All responses will be evaluated in accordance with the
evaluation process and criteria outlined in Section 0400.
Through this Request for Qualifications process, the City of Miami Beach seeks to identify qualified providers capable
of delivering a production-ready,self-service Citizen Portal and Automated Permit Completeness Check solution. The
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initial focus is to implement supporting Commercial Interior renovation projects, with the objective of improving
submission completeness, minimize review cycles, and accelerating the overall permitting process while maintaining
regulatory integrity and City oversight.
The solution shall provide applicants with an optional, pre-submittal Completeness Check capability that operates in
parallel with the City's existing permitting system.While the initial scope is limited, the City seeks an enterprise-grade,
scalable platform that can be expanded in future phases to support additional permit types, review disciplines, and
related municipal services. Proposers shall demonstrate how their solutions support interoperability, enterprise
integration, and long-term scalability, even if full system integrations are not required from the inception.
Proposing firm(s)will be required to demonstrate or provide access to a working solution for City evaluation, as further
described in this solicitation. Following evaluation of qualifications, demonstrations, and working solutions, the City
anticipates selecting a proposer with whom it may negotiate and execute a contract, subject to City approval.
3.STATEMENT OF WORK REQUIRED.
The City of Miami Beach seeks a production-ready, self-service, customer-friendly, and automated permit
completeness check solution for commercial interior renovation projects. This solution is intended to address a high-
volume, multiple review cycles of the permitting process by enabling applicants to assess submission completeness
prior to formal intake by the Building Department,while minimizing operational risk and maintaining full City oversight.
Currently, a significant percentage of commercial interior permit submissions are returned due to incomplete
documentation, missing information, or deficient plan elements.These resubmittals create delays for contractors and
developers, increase administrative workload for City staff, and negatively impact customer satisfaction. The solution
shall operate in parallel with the City's existing permitting system and provide an optional, pre-submittal Completeness
Check capability that does not replace or supersede the City's system of record.
At a minimum, the solution shall allow applicants to:
a. Self-assess Commercial Interior permit application packages for completeness
b. Identify missing or deficient documentation prior to formal submission
c. Receive clear, actionable feedback regarding completeness issues
d. Reduce rejection rates and improve overall permitting efficiency
The City expects the solution to achieve measurable business outcomes, including a targeted reduction in incomplete
permit submissions within the first thirty(30)days of operation,improved applicant satisfaction,and a reduction in staff
time spent on initial intake reviews.The solution must also establish a scalable foundation capable of supporting future
expansion to additional permit types, review workflows, and related digital services.
Providers must furnish verifiable information that the proposed solution leverages modern technology, including
artificial intelligence and machine learning capabilities, to automate document analysis and completeness evaluation.
The City is not interested in beta products, proof-of-concept offerings, or solutions without demonstrated operational
use, nor does it wish to adopt outdated technologies that limit future flexibility.
The City has identified the Commercial Interior permit Completeness Check as an immediate operational need.
Proposers must demonstrate the capability to meet this accelerated deployment timeline and provide evidence of
similar rapid implementations in government or other regulated environments.
The City requires an integrated solution architecture consisting of:
a. An enterprise-grade, cloud-based portal platform capable of supporting applicant self-service, configurable
intake workflows, document management, automated communications, reporting, and analytics
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b. An AI-powered document analysis module capable of evaluating uploaded permit documents and plan sets
for completeness based on City-defined requirements and generating itemized Completeness Check outputs
These components must function as a unified solution with automated, bi-directional data and document exchange,
providing a seamless experience for applicants and City staff. While deep system integrations may not be required
during the pilot phase, enterprise integration capabilities, interoperability with municipal systems, and architectural
scalability will be considered as part of the City's evaluation.
4.ANTICIPATED RFQ TIMETABLE. The tentative schedule for this solicitation is as follows:
RFQ Issued January 20, 2026
Pre-Proposal Meeting February 3, 2026 at 10:00 am ET
Join the meeting now
Meeting ID: 280 223 581 098 2
Passcode: GN7fD6gS
Dial in by phone
+1 786-636-1480„118161475#United States, Miami
Phone conference ID: 118 161 475#
Deadline for Receipt of Questions February 20, 2026, at 5:00 pm ET
Responses Due March 3, 2026, at 3:00 pm ET
Join the meeting now
Meeting ID: 216 733 188 788 4
Passcode: 9K8Fu6Cf
Dial in by phone
+1 786-636-1480, United States, Miami
Find a local number
Phone conference ID; 352 073 709#
Evaluation Committee Review TBD
Tentative Commission Approval TBD
Contract Negotiations Following Commission Approval
5. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the
Procurement Contact noted below:
Procurement Contact: Telephone: Email:
William Garviso 305 673-7490 WilliamGarviso miamibeachfl. ov
The Proposal title/number shall be referenced on all correspondence. All questions or requests for clarification must
be received no later than fifteen (15) calendar days prior to the date proposals are due as scheduled in Section 0100-
5. All responses to questions/clarifications will be sent to all prospective Bidders in the form of an addendum.
6. PRE-PROPOSAL MEETING OR SITE VISIT(S). A pre-proposal meeting or site visit(s) may be scheduled.
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Attendance for the pre-proposal meeting shall be via web conference and recommended as a source of information
but is not mandatory. Bidders interested in participating in the Pre-Proposal Meeting must follow these steps:
Join the meeting now
Meeting ID: 280 223 581 098 2
Passcode: GN7fD6gS
Dial in by phone
+1 786-636-1480„118161475#United States, Miami
Phone conference ID: 118 161 475#
Bidders who are participating should send an email to the contact person listed in this RFQ expressing their intent to
participate.
7. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective
Bidders are not binding on the City and will be without legal effect, including any information received at pre-submittal
meeting or site visit(s).The City, by means of Addenda,will issue interpretations or written addenda clarifications that
are considered necessary by the City in response to questions. Only questions answered by written addenda will be
binding and may supersede terms noted in this solicitation. Addendum will be released through Bidnet Direct. Any
prospective bidder who has received this RFQ by any means other than through Bidnet Direct must register
immediately with Bidnet Direct to ensure it receives any addendum issued to this RFQ. Failure to receive an addendum
may result in disqualification of the Proposal. Written questions should be received no later than the date outlined in
the Anticipated RFQ Timetable section.
8.CONE OF SILENCE.This RFQ is subject to, and all bidders are expected to be or become familiar with, the City's
Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Bidders shall be solely responsible for
ensuring that all applicable provisions of the City's Cone of Silence are complied with and shall be subject to any and
all sanctions,as prescribed therein, including rendering their response voidable, in the event of such non-compliance.
Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein
with a copy to the City Clerk at rafaelgranado(a�miamibeachfl.gov
9.ADDITIONAL INFORMATION OR CLARIFICATION.After proposal submittal,the City reserves the right to require
additional information from Bidders (or Bidder team members or sub-consultants) to determine qualifications
(including, but not limited to, litigation history, regulatory action, or additional references) and financial capability
(including, but not limited to,annual reviewed/audited financial statements with the auditors notes for each of their last
two complete fiscal years).
10. BIDDER'S RESPONSIBILITY. Before submitting a response, each Bidder shall be solely responsible for making
any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and
requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or
failure to make such evaluations, investigations, and examinations, will not relieve the Bidder from any obligation to
comply with every detail and with all provisions and requirements of the contract and will not be accepted as a basis
for any subsequent claim whatsoever for any monetary consideration on the part of the Bidder.
11.DETERMINATION OF AWARD.The City Manager may appoint an evaluation committee to assist in the evaluation
of proposals received.The evaluation committee is advisory only to the city manager.The city manager may consider
the information provided by the evaluation committee process and/or may utilize other information deemed
relevant. The City Manager's recommendation need not be consistent with the information provided by the evaluation
committee process and takes into consideration Miami Beach City Code Section 2-369, including the following
considerations:
(1)The ability, capacity, and skill of the Bidder to perform the contract.
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(2) Whether the Bidder can perform the contract within the time specified, without delay or
interference.
(3)The character, integrity, reputation,judgment, experience, and efficiency of the Bidder.
(4)The quality of performance of previous contracts.
(5)The previous and existing compliance by the Bidder with laws and ordinances relating to the
contract.
The City Manager may recommend to the City Commission the Bidder(s) s/he deems to be in the best interest of the
City or may recommend rejection of all proposals. The City Commission shall consider the City Manager's
recommendation and may approve such recommendation. The City Commission may also, at its option, reject the
City Manager's recommendation and select another Proposal or Proposals that it deems to be in the best interest of
the City, or it may also reject all Proposals.
12.NEGOTIATIONS. Following selection,the City reserves the right to enter into further negotiations with the selected
Bidder. Notwithstanding the preceding,the City is in no way obligated to enter into a contract with the selected Bidder
in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Bidders that no
property, contract, or legal rights of any kind shall be created at any time until and unless an Agreement has been
agreed to, approved by the City, and executed by the parties.
13. E-VERIFY. As a contractor, you are obligated to comply with the provisions of Section 448.095, Fla. Stat.,
"Employment Eligibility." Therefore, you shall utilize the U.S. Department of Homeland Security's E-Verify system to
verify the employment eligibility of all new employees hired by the Contractor during the term of the Contract and shall
expressly require any subcontractors performing work or providing services pursuant to the Contract to utilize the U.S.
Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by
the subcontractor during the Contract term.
14. BIDNET DIRECT. The Procurement Department utilizes Bidnet Direct, as its electronic bidding (e-Bid) platform. If
you would like to be notified of available competitive solicitations released by the City,you must register through Bidnet
Direct, www.bidnetdirect.com/florida/cityofmiamibeach. Registration is easy and will only take a few minutes. For
detailed instructions on registering and submitting electronic bids, visit https://www.miamibeachfl.gov/city-
hall/procurement/for-approval-how-to-become-a-vendor/.
If you have any questions regarding this system or registration, please visit the link above or contact Bidnet Direct at
support@Bidnet.com or 1-800-835-4603 option 2.
15. HOW TO MANAGE OR CREATE A VENDOR PROFILE ON VENDOR SELF SERVICE (VSS). In addition to
registering with Bidnet Direct,the City encourages vendors to register with our online Vendor Self-Service web page,
allowing City vendors to easily update contacts, attachments (W-9), and commodity information. The Vendor Self-
Service (VSS) webpage (https://selfservice.miamibeachfl.gov/vss/Vendors/default.aspx) will also provide you with
purchase orders and payment information.
Should you have any questions or comments, do not hesitate to submit them to vendorsupport(a-�,miamibeachfl.�
16. SUPPLIER DIVERSITY. The City has established a registry of LGBT-owned businesses, as certified by the
National LGBT Chamber of Commerce (NGLCC), and small and disadvantaged businesses, as certified by Miami-
Dade County. See authorizing resolutions here.
If your company is certified as an LGBT-owned business by NGLCC or as a small or disadvantaged business by
Miami-Dade County, click on the link below to be added to the City's supplier registry (Vendor Self-Service) and bid
system (Bidnet Direct, Supplier-to-Government). These are two different systems, and it is important that you register
for both.
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Click to see acceptable certification and to register: https://www.miamibeachfl.gov/city-hall/procuremenVhow-to-
become-a-vendor/.
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SECTION 0200 GENERAL CONDITIONS
FORMAL SOLICITATIONS TERMS & CONDITIONS - GOODS AND SERVICES. By virtue of submitting a proposal
in response to this solicitation, the Bidder agrees to be bound by and in compliance with the Terms and Conditions for
Services (dated 12.17.2025), incorporated herein,which may be found at the following link:
https://www.miainibeaclifl.lzoN-/city-hal l/procui-ement/standard-terms-and-conditions/
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SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT
1. ELECTRONIC RESPONSES (ONLY). Proposals must be submitted electronically through Bidnet Direct on or
before the date and time indicated. Hard copy proposals or proposals received through email or facsimile are not
acceptable and will be rejected.
A bidder may submit a modified proposal to replace all or any portion of a previously submitted proposal until the
deadline for proposal submittals.The City will only consider the latest version of the bid.
Electronic proposal submissions may require the uploading of attachments. All documents should be attached as
separate files in accordance with the instructions included in Section 4 below. Attachments containing embedded
documents or proprietary file extensions are prohibited. It is the Bidder's responsibility to ensure that its bid, including
all attachments, is uploaded successfully.
Only proposal submittals received and time stamped by Bidnet Direct prior to the proposal submittal deadline shall be
accepted as submitted in a timely manner. Late bids cannot be submitted and will not be accepted. Bidders are
cautioned to allow sufficient time for the submittal of bids and uploading of attachments. Any technical issues must
be submitted to Bidnet Direct by contacting support(C,Bidnet.com or 1-800-835-4603 option 2. The City cannot assist
with technical issues regarding submittals and will in no way be responsible for delays caused by any technical or
other issue.
It is the sole responsibility of each Bidder to ensure its Proposal is successfully submitted in Bidnet Direct
prior to the deadline for proposal submittals.
2. NON-RESPONSIVENESS. Failure to submit the following requirements shall result in a determination of non-
responsiveness. Non-responsive proposals will not be considered.
1.Certification, Questionnaire & Requirements Affidavit(Appendix A, uploaded separately to Bidnet Direct).
2. Failure to comply with the Minimum Eligibility Requirements (if applicable).
3. OMITTED OR ADDITIONAL INFORMATION. Failure to complete and submit the Certification, Questionnaire
&Requirements Affidavit(uploaded separately to Bidnet Direct)with the bid and by the deadline for submittals
shall render a proposal non-responsive. Non-responsive proposals will not be considered. With the exception
of the Certification, Questionnaire & Requirements Affidavit (uploaded separately to Bidnet Direct), the City reserves
the right to seek any omitted information/documentation or any additional information from the Bidder or other
source(s), including but not limited to any firm or principal information, applicable licensure, resumes of relevant
individuals, client information, financial information, or any information the City deems necessary to evaluate the
capacity of the Bidder to perform in accordance with contract requirements. Failure to submit any omitted or additional
information in accordance with the City's request shall result in the Proposal being deemed non-responsive.
4. ELECTRONIC PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process, and assist
the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed
in accordance with the tabs and sections as specified below.The electronic submittal should be tabbed as enumerated
below and contain a table of contents with page references. The electronic Proposal shall be submitted through the
"Documents" attachment tab in Bidnet Direct.
Cover Letter&Table of Contents, Minimum Qualifications Requirements, and
Proposal Certification, Questionnaire & Requirements Affidavit
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1.1 Cover Letter and Table of Contents. The table of contents should indicate the tabs, sections with tabs, and
page numbers to facilitate the evaluation committee's review. The cover letter must be signed by a principal or
agent able to bind the firm.
1.2 Minimum Qualification Requirement. Provide evidence that the proposed platform is enterprise production
ready and deployed in other public sector agencies or suitable for use in public sector regulatory environments
and includes a customer portal combined with Al assisted permit completeness check technology.
Submittal Requirement:
For each project that the Proposer submits as evidence,the following is required:
1) project description,
2) application platform furnished &implemented,
3) agency name,
4) agency contact,
1.3 5) contact telephone&email. Proposal Certification,Questionnaire&Requirements Affidavit(Appendix
A) (Attached Separately to Bidnet Direct). Failure to complete and submit the Certification, Questionnaire &
Requirements Affidavit with the bid shall result in the bid beingdeemed non-responsive.
Experience and Qualifications
Qualifications of Proposing Firm. Submit detailed information regarding the relevant experience and proven
track record of the firm or its principals in providing the scope of services similar to those identified in this
solicitation, including experience in providing similar scope of services to public sector agencies. For each
project that the Proposer submits as evidence of experience for the firm and/or any principal, the following is
required:
1) project description,
2) application platform furnished & implemented,
3) agency name,
4) agency contact,
5) contact telephone&email. For each project, identify whether the experience is for the firm or fora principal
(include name of principal).
2.1 Qualifications of Proposer Team. Provide an organizational chart of all personnel and consultants to be used
for this project if awarded, the role that each team member will play in providing the services detailed herein,
including but not limited to system development,installation,implementation,and support of the platformproduct
and each team members' qualifications.A resume of each individual, including education,experience, and any
other pertinent information, shall be included for each team member to be assigned to this contract.
System Ca abilities & Demonstrations
Responses shall be in sufficient detail and include supporting documentation, as applicable,which allows
the Evaluation Committee to complete a full review and score the proposed product.
Proposers shall provide a detailed description of the proposed solution and its capabilities. Responses shall be
sufficiently detailed and include supporting documentation, diagrams, or references as necessary to enable the
Evaluation Committee to conduct a complete technical and functional review of the proposed solution.
3.1 Solution Overview and Core Capabilities
The City seeks a comprehensive, integrated solution consisting of two primary components that must function as
a unified system from the user's perspective.
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a.An enterprise-grade, cloud-based citizen self-service portal platform capable of supporting applicant
access, configurable intake workflows, document management, automated communications, reporting,
and analytics.
b.An AI-powered document analysis module capable of evaluating uploaded permit documents and plan
sets for completeness based on City-defined requirements and generating itemized Completeness Check
outputs.
c.Automated, bi-directional data and document exchange between the portal platform and the Al analysis
module without manual intervention.
d.An architecture that supports deployment while enabling future expansion to additional permit types,
review disciplines, and digital services without re-platforming.
3.2 User Experience and Workflow
Proposers shall describe how the solution supports a complete end-to-end Completeness Check workflow,
including the following capabilities:
a. Secure,web-based portal access for contractors and applicants using modern authentication methods.
b.Account creation, credential management, and profile maintenance, with support for future integration
with City identity systems.
c. Clear navigation for initiating a Completeness Check for Commercial Interior renovation permits.
d. Configurable application intake forms that may be maintained by City staff without custom
development.
e. Upload of permit application documents and plan sets, including support for multiple files, consolidated
files, and large file sizes.
f. Automated processing of submitted documents and routing to the Al analysis module.
g. Generation of clear, itemized Completeness Check outputs identifying missing or deficient elements.
h.Automated notifications to applicants upon completion of the Completeness Check.
i.Applicant access to submission history, status, and downloadable Completeness Check outputs.
3.3 Enterprise Portal Platform Capabilities
Proposers shall describe the capabilities of the enterprise portal platform, including but not limited to the following:
a. Cloud-native, Software-as-a-Service delivery model with multi-tenant architecture and City data
isolation.
b. Role-based access control, audit logging, and secure authentication for applicants and City users.
c. Workflow automation and configurable business rules to support current and future permit workflows.
d. Native document management and file repository functionality with association to application records.
e.Automated communications and notifications to applicants and City users.
f. Reporting and analytics tools that provide visibility into submission volumes, common deficiencies,
turnaround times, and system usage trends.
g. Compliance with accessibility standards, including WCAG 2.1 Level AA, and support for mobile and
browser-based access.
h. Multilingual support,with Spanish as a minimum secondary language.
i. Configurable portal branding consistent with City standards.
3.4 Al Document Analysis Capabilities
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Proposers shall describe the AI-powered document analysis module in detail, including:
a.Automated analysis of uploaded permit documents and plan sets for completeness.
b. Identification of missing or deficient required elements based on City-defined requirements.
c. Support for Commercial Interior renovation projects at initial deployment,with architectural capability to
expand to additional permit types.
d.Alignment with Florida Building Code, applicable International Code Council standards,ADA
requirements, and City-specific amendments.
e. Near-real-time processing with defined turnaround expectations.
f. Generation of professional, itemized Completeness Check outputs suitable for applicant use.
g. Explainability and transparency of automated findings, including traceability and auditability.
h. Demonstrated accuracy and maturity of Al and machine learning models, including use of OCR and
document interpretation techniques.
3.5 Architecture, Security, and Integration
Proposers shall describe the overall technical architecture and security posture of the proposed solution,
including:
a. Hosting model, infrastructure, and system architecture.
b. Security controls, certifications, and compliance with public sector requirements, including data
encryption, access controls, and monitoring.
c. Data ownership, data residency within the continental United States, and compliance with Florida
Public Records Law.
d.Application programming interfaces and integration readiness to support future interoperability with City
enterprise systems, including the City's permitting environment.
e. Scalability and performance characteristics, including support for concurrent users, availability targets,
and disaster recovery capabilities.
3.6 System Capabilities Demonstration
Proposers shall provide a live demonstration of the proposed solution during the Evaluation Committee meeting.
The demonstration must showcase core functionality, user experience, and workflow capabilities as described in
this solicitation.Demonstrations should include a working solution or prototype and demonstrate the system
through scenario-based testing using City-provided representative permit documents.The City will provide
the required documentation at the time of the Evaluation Committee meeting.
The demonstration must include, but is not limited to, the following:
• Showcase the core functionality and user experience of the proposed solution, including the citizen self-
service portal and AI-powered document analysis module.
• Illustrate the end-to-end workflow for the Completeness Check process.
• Demonstrate system performance, usability, and integration between solution components.
• Provide access to a working solution or prototype that reflects production-ready capabilities.
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Approach and Methodology
Proposers shall provide detailed information describing how the proposed solution will be implemented, deployed,
supported, and maintained in accordance with the Scope of Work and technical requirements outlined in this
RFQ.
4.1 Project Planning and Implementation
Proposers shall describe their approach to project planning and implementation, including:
a. Project governance structure, communication approach, and stakeholder engagement.
b. Roles and responsibilities of proposer staff and City personnel.
c. Project management methodology and tools.
d. Risk identification and mitigation strategies, including risks associated with accelerated deployment.
e. Configuration, integration, testing, and deployment approach.
f. Approach to ensuring the solution is fully operational within thirty (30) calendar days of contract
execution.
4.2 Project Schedule and Milestones
Proposers shall provide a representative project schedule identifying key milestones and deliverables, including:
a. Project kickoff and initiation.
b. Environment setup and platform configuration.
c.Al module configuration and integration.
d. User acceptance testing and validation.
e.Training and knowledge transfer.
f. Production deployment and post-go-live stabilization.
4.3 Training Approach
Proposers shall describe their training approach for City staff, including:
a.Administrator and power-user training.
b.Training delivery methods, including live, virtual, recorded, and written materials.
c. Availability of user guides, reference documentation, and ongoing training resources.
4.4 Support, Maintenance, and Service Levels
Proposers shall describe their ongoing support and maintenance model, including:
a. Support availability, channels, and response procedures.
b. Escalation processes for unresolved issues.
c. Service level commitments and system availability targets.
d. Platform maintenance, updates, and upgrade processes.
e.Warranty coverage and any applicable Service Level Agreements.
4.5 Future Expansion Support
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Proposers shall describe how their approach and methodology support future expansion , including:
a.Addition of new permit types and review workflows.
b. Expansion to other municipal services without re-platforming.
c. Long-term alignment with the City's digital transformation objectives.
d. Planned enhancements or additional modules expected to be available within the next twelve months.
e. Release and upgrade cadence and how updates are delivered to clients.
f. Approach to incorporating client feedback and evolving regulatory or operational requirements.
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SECTION 0400 PROPOSAL EVALUATION
1. EVALUATION COMMITTEE. An Evaluation Committee, appointed by the City Manager, may
meet to evaluate each Proposal in accordance with the qualitative criteria set forth below. In doing
so,the Evaluation Committee may review and score all proposals received,with or without requiring
presentations. It is important to note that the Evaluation Committee is advisory only and does not
make an award recommendation to the City Manager or the City Commission. The City Manager
will utilize the results to take one of the following actions:
a. In the event that only one responsive Proposal is received, the City Manager, after
determination that the sole responsive Proposal materially meets the requirements of
the RFQ, may, without an evaluation committee, recommend to the City Commission
that the Administration enter into negotiations or
b. The City Manager may recommend that the City Commission authorize negotiations or
award a contract to one or more firms in accordance with Section 0100, Sub-section 12,
or
c. The City Manager may Recommend that the City Commission short-list one or more
firms for further consideration by the Evaluation Committee or
d. The City Manager may recommend to the City Commission that all firms, if more than
one (1) responsive submittal is received, be rejected.
2. PRESENTATIONS BY SHORT-LISTED FIRMS. If a short-listing of firms responding to this RFQ
is approved, the short-listed firms may be required to make presentations to and be interviewed by
the Evaluation Committee. In further considering the short-listed firms,the Evaluation Committee will
utilize the criteria set forth in Sub-section 4 below.
3. TECHNICAL ADVISORS. The City, at its discretion, may utilize technical or other advisers to
assist the evaluation committee or the City Manager in evaluating proposals.
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4. EVALUATION CRITERIA. Responsive, responsible proposals will be evaluated in accordance
with the following criteria:
Qualitative Criteria Maximum Points
(Points Assigned by Evaluation Committee)
Experience &Qualifications (Tab 2) 35
System Capabilities and Demonstrations (Tab 3) 45
Approach &Methodology (Tab 4) L 20
PointsTOTAL AVAILABLE POINTS for Qualitative Criteria 100
Quantitative Criteria Maximum
(Points Assigned by Procurement Department)
Veteran's Preference Points 5
TOTAL AVAILABLE POINTS for • Quantitative I
5. QUALITATIVE CRITERIA. The Evaluation Committee shall review responsive, responsible
proposals and assign points for the qualitative factors only. The Evaluation Committee shall not
consider quantitative factors (e.g., veteran's preference) in its review of proposals. The Evaluation
Committee shall act solely as an advisory to the City Manager. The results of the Evaluation
Committee process do not constitute an award recommendation. The City Manager may utilize, but
is not bound by, the results of the Evaluation Committee process, as well as consider any feedback
or information provided by staff, consultants, or any other third party in developing an award
recommendation in accordance with Section 0100, Sub-section 10. in its review of proposals
received,the Evaluation Committee may review and score all proposals, with or without conducting
interview sessions, in accordance with the evaluation criteria.
6. Quantitative Criteria. Following the results of the evaluation of the qualitative criteria by the
Evaluation Committee,the Bidders may receive additional points, which will be added by City staff.
Veterans' Preference points will be assigned in accordance with Section 2-374 of the City Code.
7. DETERMINATION OF FINAL RANKING. The sum of the evaluation criteria points will be
converted to rankings in accordance with the example below:
Qualitative Points 82 74 80
Committee Quantitative Points 10 5 0
Member 1 Total 92 79 80
Rank 1 3 2
Qualitative Points 82 85 72
Committee Quantitative Points 10 5 0
Member 2 Total 92 90 72
Rank 1 2 3
Qualitative Points 90 74 66
Committee Quantitative Points 10 5 0
Member 2 Total 100 79 66
Rank 1 2 3
AggregateLow
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It is important to note that the results of the proposal evaluation process in accordance with Section
0400 do not represent an award recommendation. The City Manager will utilize the results of the
proposal evaluation process and any other information he deems appropriate to develop an award
recommendation to the City Commission,which may differ from the results of the proposal evaluation
process and final rankings.
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