Project Management Software

The Vendor is required to provide and implement a comprehensive Development Review and Permitting Software solution.
- This software will streamline the city's land use application processes, building permits, compliance tracking, and other development-related processes, with specific capabilities to support the city's fast track affordable housing program under proposition 123.
- The new software solution must address the following four key priorities identified by the City:
•    User-friendly interface: the system must be intuitive and accessible for both staff and external users who may engage with the software infrequently. The interface should minimize training requirements and prevent defaulting to old methods.
•    Functional workflow improvements: the system must serve as a project management tool that enhances tracking, improves internal workflows, increases process transparency, and creates a better experience for applicants. The software should allow for customization of workflows to match city-specific processes.
•    System integration: the software must integrate with the city county's GIS system (high priority), other permitting systems, and archived land use data. The ability to view location-based land management activities through GIS integration is essential.
•    Cost-effective: both initial implementation and ongoing maintenance costs must align with the community development department's budget constraints. Vendors should provide detailed cost breakdowns, including licensing, implementation, training, and annual maintenance.
- Application Management
•    Intake and processing of various application types:
•    Land use applications (site plans, rezonings, variances, conditional uses, subdivisions, etc.)
•    Building permits (building, electrical, mechanical)
•    Code enforcement cases (preferred for future expansion)
•    Business and other licenses (preferred for future expansion)
•    Document management system for digital storage and retrieval of plans, reports, and correspondence
•    Fee calculation and payment tracking
•    Electronic plan review and markup capabilities 
- Workflow Management
•    Customizable workflow creation and management
•    Automatic routing of applications to appropriate staff/departments
•    Ability to track review timelines and deadlines with alerts for approaching due dates
•    Notification system for approaching deadlines
•    Support for concurrent reviews by multiple departments
•    Special tracking and prioritization for Fast Track eligible projects
•    Ability to generate reports on process efficiency and bottlenecks
- Public Interface
•    Web-based portal for applicants to submit and track applications
•    Ability for applicants to upload plans and supporting documents
•    Online fee payment capabilities
•    Status tracking and automated notifications for applicants
•    Communication tools between applicants and city staff
•    Mobile-responsive design for access from various devices
•    Online training tools and resources
- Staff Interface
•    Dashboard for monitoring application status and workload
•    Tools for electronic plan review and markup
•    Inspection scheduling and reporting
•    Mobile capabilities for field staff conducting inspections
•    Reporting and analytics for performance tracking
•    User roles and permissions management
- Technical Requirements
•    Cloud-based or on-premises solution (please specify approach)
•    Security features including user authentication, data encryption, and audit trails
•    Backup and recovery capabilities
•    GIS integration
•    Compatibility with standard browsers and operating systems
•    Data migration capabilities from existing systems
•    API or other integration capabilities with other city systems
- Implementation and Support
•    Comprehensive implementation plan including timeline
•    Data migration strategy from existing systems
•    Training for all city staff users
•    Technical support during and after implementation
•    Documentation and user guides
•    Ongoing maintenance and update services.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 22, 2025