Electronic Document Review Software

The vendor is required to provide comprehensive electronic document review (EDR) system that enhances the city’s permitting processes through seamless integration with the city platform.
- The system must operate reliably around the clock, providing access 24 hours a day, seven days a week, and must support various intake and review methods such as an intuitive user interface, cloud-based annotation tools, version tracking, and real-time collaboration.
- Vendor responsibilities
1. Software integration and installation
•    Develop and deploy the EDR solution to integrate with the city’s platform.
•    Collaborate with the city’s it team and 3sg to configure the solution within the existing permitting workflow.
2. Configuration
•    Configure features to meet the city’s specific document review requirements.
•    Ensure that the solution supports functionalities such as annotation, version control, electronic signatures, and audit trails.
3. Testing and quality assurance
•    Conduct integration and testing in collaboration with city staff and 3sg.
•    Provide a testing plan and test integration on behalf of city of staff, allowing time for city staff to test prior to final deployment.
4. Training and support
•    Develop and deliver training for city personnel to use the software.
•    Provide ongoing technical support, maintenance, and updates as required.
5. Documentation
•    Supply complete system documentation, including user manuals, configuration guides, and troubleshooting procedures.
- Functional and technical requirements
1. Functional requirements
•    Document review capabilities
o    Electronic annotation, commenting, and clouding.
o    Version control and document history tracking
o    Version comparison to find and illustrate differences in the versions of plans submitted.
o    Integration of electronic signatures and approval workflows.
•    User interface
o    Intuitive and user-friendly design that supports multiple user roles.
o    Dashboard for tracking document status and workflow progress.
o    Improvements to the internal and external functionalities of city, such as tools to support customer understanding of upload requirements or errors, and enhanced display of photos and documents.
•    Collaboration tools
o    Real-time collaboration features for simultaneous review by multiple users. complainants shall be provided with the option to receive follow-up communications regarding the complaint.
o    Automated notifications and alerts for pending actions or updates, where not already supplied by scripts in city.
2. Technical requirements
•    Integration with city
o    Seamless plug-in integration with the city permitting system.
•    Reporting and analytics
o    Customizable reporting capabilities for performance monitoring and plan review tracking.
o    Dashboard analytics with the ability to easily filter for plans in various stages of review.

- Pre-Proposal Meeting Date: July 30, 2025
- Questions/Inquires Deadline: August 7, 2025