Construction Contract Administration and Inspection Software

The Vendor is required to provide a proven end-to-end construction contract administration and inspection software program (the “program”) for use by the division
- Objectives:
•    Enhance and automate construction bid preparation for procurement and analysis, and progress payment tracking and processing
•    Automate the transfer of quantity tracking in the field to provide real-time data capabilities for inspection reporting, and expand inspection records to include georeferenced photographs
•    Digitize and incorporate the Municipality’s standard forms and templates into the Program to help ensure consistency and accuracy of information gathering and reporting activities (if necessary).
•    Minimize the risks associated with errors and delays in accessing information due to manual processes
- The Project Manager manually prepares the progress payment in Excel by summarizing and transferring data into the previously created Progress Payment template (Template provided upon award), and a Payment Certificate is generated for signature.
- The Project Manager then circulates the Payment Certificate for review and digital signature by email. Once all signatures have been applied and approved, the Administrative Assistant then processes the payment.
- These manual processes are time consuming and are more likely to result in errors, particularly in progress payments, increasing the time needed to investigate and correct issues, the chance of errors occurring in payment to suppliers, and the risk of liability to the Municipality.
- Provide an overview of how the Program is capable of creating, maintaining, and editing inspection logs through the use of Program functionality or pre-generated templates.
- The Municipality currently utilizes the following programs/software/applications for completing day to day tasks:
•    Autodesk AutoCAD Map 3D – Computer-aided design (CAD) software
•    Esri ArcGIS – geographic information system (GIS) software
•    JD Edwards – enterprise resource planning (ERP) and financial system
•    Microsoft Office Program – word processing and spreadsheet software
•    PDF-XChange – PDF viewer software
- The Program must be accessible through all Commonly Used Devices (including but not limited to; computers, tablets, and smartphones), while utilizing all Commonly Available Browser Interfaces (including but not limited to; Microsoft Edge, Google Chrome, Apple Safari, and Firefox), without requiring the installation of any additional clients, plug-ins, or add-ons.
- The Program must include a native mobile application and be able to be viewed with a full and consistent experience across all common mobile devices (including iOS and Android) without limitation, including all accessibility features and settings.
- The Program must include the ability to send emails with Microsoft Exchange Online.
- The Program must include the ability for Municipal users to create new templates or modify existing templates and save for future use.
- The Program shall be able to send both standard and customizable notifications/alerts to users based on user-defined conditions and actions.
- The Program must have the capability to track addenda and report items and documents added or removed from a project during the Municipality’s tendering process.
- The Program must have the ability to summarize daily construction progress quantities into a monthly progress payment certificate, with the ability to add Extra/Additional Work to the progress payment process.
- The Program must have the ability for inspection reports to connect directly to the awarded bid items, collect observed quantities, add extra details and photos, and submit for daily and weekly progress reporting, including daily quantity tracking.
- The Program must have the ability for multiple users to input data, including notes and field measurements, which are combined by the Program to generate a single daily report (e.g. where there is a different Inspector in the morning than in the afternoon, or when an Inspector and Co-Op Student are on-site the same day).
- The Program shall include IP (Internet Protocol) geolocation with time and date stamp on inspection reports and photos, for X and Y location coordinates.
- The Program must have the ability for users performing site inspections to create, modify, access and complete various inspection reports required for construction projects.
- The Program must include the ability to export all inspection forms and reports to PDF file format.
- All data collected by the Program under this contract will be able to be hosted within state.
- Comment on the Program’s ability to include support for Single-Sign On (SSO) through Entra.