DBI delays permit-tracking RFP deadline; staff lays out multi-step schedule

Vivian Day, director of the Department of Building Inspection, and Pamela Levin, deputy director for administrative services, told the Building Inspection Commission that the department has extended the permit-tracking system request-for-proposals (RFP) submission date from March 2 to March 11 after issuing addenda to address vendor questions and a compatibility concern reviewed with the City Attorney’s Office.

The department outlined a multi-step procurement timetable: a minimum-qualification check of bidders (several days), written evaluations (about one to two weeks), scripted vendor demonstrations scheduled for mid to late April, an intent‑to‑award expected in mid‑May, contract negotiations that Levin said could take up to three months, and a target implementation period of no more than 24 months from contract award.

Why it matters: DBI officials said the extra week and the addenda are intended to reduce the risk of protests and to ensure vendors receive complete documentation; commissioners and members of the public said the schedule has been repeatedly delayed and urged more transparency and regular updates from staff.

Levin said many of the questions raised by vendors were process‑oriented rather than functional to the proposed system and involved differences in Office versions; “we are extending the date for submission from the March 2 to the March 11,” she said. She described the selection process: vendors will be narrowed to roughly three after written evaluations, then two after demonstrations, with final review by a Joint Coordinating Committee made up of city employees.

Commissioners repeatedly pressed staff about the longer timeline. One commissioner said the project’s expectations “have been continued to be reset back” and described the repeated slippage as “very disturbing.” Public commenters including a planning‑industry representative urged the commission to keep the project on its agenda as a standing item and to request a presentation by technical staff or architects so the commission can see what the system will look like.

DBI said it will report progress to the commission and that it is seeking to minimize delay while protecting procurement integrity; staff emphasized vendors must not contact city employees or commissioners outside the RFP process to preserve a fair competition. The department also noted hiring, interdepartmental memorandum‑of‑understanding negotiations and coordination with the Department of Technology have contributed to the length of the procurement process.

Next steps: DBI will proceed with the revised timeline, notify the commission of material changes and return with additional information on staffing and technical demonstrations when those dates are set.