Request for Quote (RFQ): Municipal Software Suite
| Location: | Illinois |
|---|---|
| Posted: | Jun 2, 2026 |
| Due: | Jul 24, 2026 |
| Agency: | Westmont village |
| Type of Government: | State & Local |
| Category: |
|
| Publication URL: | To access bid details, please log in. |
| Bid Title: |
Request for Quote (RFQ): Municipal Software Suite
|
| Category: | Information Technology |
| Status: | Open |
|
Attachment Preview
Request for Quote (RFQ): Municipal
Software Suite
Permitting, Licensing, 311/Service Requests, and Asset Management
1. Introduction & Project Overview
The Village of Westmont is seeking quotes from qualified software vendors to provide solutions
for major components of municipal operations. Our goal is to replace components of our current
legacy systems (Tyler Technologies) with a modern, user-friendly platform that streamlines
internal workflows and enhances citizen engagement. The more integration available the better,
but full integration is not a requirement and we realize that most vendors may not provide the
entire scope, so we may consider taking some pieces from some vendors and finding other
solutions for other pieces.
2. Scope of Services & Functional Requirements
Vendors must indicate their ability to meet the following requirements. Please use the following
key for your response: (Y) Yes/Standard; (C) Customization Required; (T) Third-Party
Integration; (N) Not Available.
Requirement ID
Module / Feature Set
Response (Y/C/T/N)
A
Community Development:
Permitting & Inspections
(Building, Engineering,
Planning & Zoning
entitlements, Contractor
registration, Plan reviews,
public portal requests)
B
Business & Misc Licensing
& Permitting
(Business/Liquor
licenses/registration
applications and renewals,
Solicitor permits, Special
events permits, Raffle
permits, Sound amplification,
certificate generation)
Requirement ID
Module / Feature Set
Response (Y/C/T/N)
C
Code Enforcement (Case
management, citations,
mobile field entry,
adjudication, public portal
requests)
D
Asset Management & Work
Orders (Infrastructure
tracking, fleet, facilities,work
order management, IT
helpdesk, resource
management)
E
311 & Citizen Service
Requests (Mobile app,
public portal, automated
routing)
3. Technical Objectives
Please provide a detailed narrative response or technical documentation explaining how your
solution addresses the following specific needs:
3.1. System Integration & Unified Platform
● Internal Communication: Describe how the system facilitates "cross-talk" between
departments (e.g., Code Enforcement seeing active Building permits).
● 311 Integration: Describe how the customer facing portal interacts with the back end
systems including access in the code case module to pictures submitted in the citizen’s
portal and bidirectional communication with residents.
● Single Source of Truth: How does the system handle shared entities (contractors,
addresses, business owners) to prevent duplicate records?
● Tyler ERP (Munis) System Integration: Describe how the system would interface with
the Village’s financial software, Tyler ERP (formerly known as Munis) including the use of
APIs if available.
● GIS Integration: Explain your bi-directional integration with Esri/ArcGIS Online for
location-based data.
● Other Village Systems: Please describe your systems’ integration with Laserfiche and
Bluebeam
3.2. User Experience & Mobility
● Field Operations: Detail the mobile capabilities for inspectors and crews working offline
or in the field, including any specific hardware requirements and indicate if we could utilize
ipads.
● Online Citizen Self-Service: Describe or provide links to examples of the online portal
for each module and feature.
● Reporting & Dashboards: Detail the ease of creating custom reports and executive
dashboards without advanced programming.
● Customer Service: Provide information about what kinds of changes or adjustments the
Village can make on its own without having to rely on the vendor’s support staff and
timeframes for resolution of issues.
● Village Employee Apps and Interface: Provide information on how Village employees
interact with the system.
3.3. Project Management & Workflow
● Automated Workflows: How does the system automate task routing, notifications, and
deadline reminders?
● Electronic Plan Review: Describe integrations or native tools for digital plan markup and
submittals with Bluebeam.
4. Vendor Qualifications & Experience
The Village is specifically interested in vendors with a proven track record in the public sector.
Please include:
● Company Profile: Years in business and primary focus area.
● Municipal Client List: Provide a list of at least 5 municipal clients of similar
size/population which use the features identified in this document.
● Chicago-Metro Regional Presence: Highlight clients located within the
Chicago-metropolitan area. Please list the specific modules utilized by these regional
partners.
● Implementation Methodology: A high-level overview of your data migration and
training strategy.
5. Proposed Project Schedule
Vendors should provide an estimated timeline for the implementation of all modules. The Village
anticipates a phased rollout but is open to vendor recommendations. Please include key
milestones such as:
● Kick-off and Discovery
● System Configuration and Data Migration
● User Acceptance Testing (UAT)
● Staff Training
● Go-Live Date(s)
6. Submission & Evaluation
6.1. Submission
Proposals must be submitted via email to ERPRFQ@westmont.il.gov by 12pm on July 24,
2026.
6.2. Evaluation Criteria
Proposals will be evaluated based on the "best value" approach:
1. Functionality & Quality (30 pts): How well the software meets the requirements.
2. Cost Proposal (20 pts): Total cost of ownership (implementation, licensing, support, with
primary consideration given to annual recurring fees).
3. Integration (10 pts): How well the software integrates with the areas identified in this
scope and with other systems.
4. Implementation & Support (20 pts): Project plan, training, and support.
5. Experience & References (20 pts): Proven capability in municipal projects.
6.4. Tentative Timeline
The following is the Village’s tentative timeline:
● 6/2/2026 - RFQ Release
● 6/19/2026 - Deadline for Vendor Questions
● 7/8/2026 - Responses to Vendor Questions
● 7/24/2026 - Proposals Due
● 8/17/20206 - 8/21/2026 Finalist Interviews Demonstrations
● 9/3/2026 - Contract Award
6.5. Evaluation & Selection Disclaimers
Responses will be evaluated in confidence, but made available to the public after contract
award. The Village reserves the right to request additional information during the evaluation
period and may conduct discussions with any proposer who submits an acceptable or
potentially acceptable proposal. During such discussions, the Village shall not disclose any
information derived from one proposer to any other proposer. The Village reserves the right to
reject any or all proposals, waive any minor defects, irregularities, or informalities, and select the
consultant that best meets the needs of the Village and its employees. The Village reserves the
right to select and terminate any consultant as deemed necessary based on the needs of the
Village and its employees.
7. Pricing Proposal
Vendors must provide a clear pricing structure. While more granular detail is welcome, costs
MUST be broken down by the high-level groups identified below.
Group
ID
Description
Implementati
Annual
on Cost
Recurring Cost
A-C
Community Development/Clerks Office
$
$
(Permitting/Licensing/Code) - 45 users
D
Public Works / Asset Management - 60 users $
$
E
311 & Citizen Engagement -
$
$
Currently 200+ staff and 285 public users;
population 24,429
TOTAL ESTIMATED COST $
$
Note: Please include any additional costs for data migration, API access, or hardware
requirements as separate line items.
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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