Permitting Review and Licensing Software

The vendor is required to provide a turnkey, comprehensive, and flexible licensing and permitting software solution.
- Overall functionality
• Ability to search within the software solution in multiple and intuitive ways (e.g., fuzzy search, parcel[s], address[es], applicant name, contacts, case, license, permit, project number, project name, case, permit, and license type, etc.). 
• Ability to create, store, and manage contacts for all code enforcement cases, licenses, permits, projects, and other relevant records while ensuring no duplicate entries in the system. 
• Robust and intuitive query, report, and ad-hoc creation and modification capabilities that enable standard and common export functionality and the potential for embedding features. 
• If there is no export feature, the query tool should also support statistical formulation, charts, and graph generation. 
• Dashboard development and modification capabilities to provide a quick snapshot of tasks assigned to users and groups based on permissions. 
• Ability to configure and automate applicant notifications using letter templates. 
• Parent parcel tracking with the ability to link related parcels for comprehensive record management. 
• Configurable system permissions to control access based on user roles and responsibilities. 
• Ability to generate case summaries and status reports with real-time data updates. 
• Preferred, but not required, AI tools to create automation and assist staff in software processes and functionality
- Mobile app 
• Mobile access and utilization of the software solution for inspectors, even when cellular service is unavailable. 
• A dashboard feature that provides an overview of scheduled inspections, including address and permit information. 
• Ability to view license and permit application information (e.g., address, number, applicant) along with supporting documentation.
• Capability to enter inspection notes, email findings and reports to applicants and contacts, record inspection information (e.g., images, videos), create violations, and update license and permit files. 
• Mapping features integrated with GIS for location-based and segment-based tracking and analysis. 
• Digital signature capability for mobile approvals and documentation.
- Public portal
• Incorporated training tools for public navigation and use assistance. 
• Multiple search options (e.g., fuzzy search, parcel[s], address[es], applicant name, contacts, case, licenses, permits, project numbers, and types). 
• Public account registration with contact(s)/guest(s) preferences linked to specific cases/licenses/permits/projects. 
• Document submission and upload for applications, renewals, complaints, and compliance materials through registered accounts. 
• Visibility into statuses, progress and stages in processes, and access to view and download documents or other materials. 
• Scheduling inspections by type via registered accounts for related/unrelated licenses/permits
• Integrated correspondence tracking/documentation through the portal or a microsoft outlook add-in. 
• Configurable, integrated, fillable forms for collecting specific information by license, permit, or project type
• Fee payments “cart” via third-party payment software for multiple cases, licenses, permits, and projects simultaneously.
- Document management 
• Manage documentation for code enforcement cases, licenses, permits, and projects visible on the public-facing portal for registered and nonregistered users. 
• Document management capabilities including drag-and-drop functionality, naming conventions, deletion options, hierarchical organization, file export and email features, and copying between records
• Support for uploading multiple file formats (pdfs, .msg files, tiffs, jpegs, microsoft files) and large file sizes by both applicants and lpc users. 
• Digital signature capability within the software solution for certified documentation approval. 
• Version control and audit tracking for all uploaded documents.
- Configurability 
• Configurable automated workflows tailored to individual license/permit/project/case types. 
• Configurable automated fee structures for licenses/permits/projects/cases. 
• Integrated workflows enable multiuser reviews across licenses, permits, projects, and cases. 
• Configurable internal and external email notifications (including reminders) within the software solution or with a microsoft outlook add-in support. 
• Parcel alerts and flagging capabilities with internal notes linked to license/permit/project/case records. 
• Tools or configurable features to send and track emails or notifications to selected contacts and distribution lists tied to specific projects.
- Technical requirements (unless stated otherwise; see 8 below) 
• Provides multi-factor authentication (MFA) and certificate-based authentication capabilities to enhance user account security and support future authentication hardening needs. 
• Enforces role-based access management synchronized with microsoft azure active directory to ensure compliance with organizational policies and streamline user provisioning and deprovisioning. 
• Protects all data in transit and at rest with end-to-end encryption that exceeds public sector standards. 
• Provides detailed user activity auditing, including timestamped records of all user actions for accountability and security monitoring
• Follows secure software development practices, with third-party security audit certification available upon request.
• Utilizes n-tier architecture for on-premises deployments, including demilitarized zone (DMZ) web servers for public access and protected security zones for application and data layers. 
• Supports microsoft SQL server reporting services (SSRS) or a custom-built reporting system for on-premises deployments, excluding third-party reporting tools. 
• Delivers software as a service (SaaS) solution with industry-standard uptime of 99.999% (“five nines”) and supports geographically dispersed architecture and service redundancy for disaster recovery. 
• Escrows on-premises codebases and configurations to ensure business continuity in the event of vendor or system failure. 
• Integrates with Esri GIS to provide mapping functionalities across all relevant modules. 
• Supports integration with third-party document repositories such as Laserfiche for seamless document management. 
• Supports migration of legacy data and documents from Laserfiche, city view, and permit Trax into a unified system of record. 
• Provides a robust reconciliation system for credit card transactions when using the vendor’s preferred payment processor. 
• Ensures artificial intelligence (AI) features do not use, share, or expose county data for large language model (LLM) training by any provider. 
• Implements logging, monitoring, and auditing of AI prompts (inputs) and outputs, including the content and context of interactions. 
• Applies least-privilege role-based access controls to AI user accounts, consistent with those for human users. 
• Supports compliance with the health insurance portability and accountability act (HIPAA) to accommodate potential future regulatory needs. 
• Provides transparent definitions of credit card transaction fees and responsibilities, along with itemized costs for data migration and API integrations. 
• Avoids use of low-code or no-code development platforms unless implementations are performed by software professionals and security audited. 
• Provides a training, sandbox, or beta testing environment independent of the production environment. 
• Allows configurable payment allocations across licenses, permits, projects, and cases to support flexible financial management. 
• Supports electronic plan review tools, either native or third-party, with document markup functionalities for permits and projects requiring plan review.
- Contract Period/Term: 1 year