Permitting and Licensing Management Software

The Vendor is required to provide for the provision of a permitting and licensing management software, including system installation, implementation, and staff training and support.
- The system should be parcel based with GIS capabilities and include an online portal for citizen access and application.
- Provide an integrated permit tracking software system for the processing of development and building permits, zoning permits, engineering permits/approvals (ex: site grading permits), subdivisions, and business licenses.
- Provide and host the necessary software/subscription and licensing for the implementation of the system.
- Provide a user-friendly and intuitive solution with an online interface for applicants to easily submit and follow the progress of their application, request and schedule inspections, and track the application from beginning to end.
- Perform initial set-up and configuration of the solution, including working with Town staff to assist with initial workflow process mapping and training to implement the new system.
- Assist with user acceptance testing and modifications following user feedback.
- Assist with streamlining the process paths for applications to take advantage of best practices through automation, integration, and workflows, based on previous experience with other municipal clients.
- Replace the current Permit and Safety Codes Access Database by replacing it with a digital Permit Management system.
- Training for staff so they can update processes, workflows, and templates as independently as possible without having to reply on the vendor for support. This should include supplying a copy of a recorded training session for reference purposes or documents outlining this process.
- Provide annual maintenance and technical support services as defined in a Service Level Agreement.
- Permit Management System Requirements
•    The town is seeking an integrated system that can provide workflow capabilities for permit and licensing issuance for multiple town departments.
•    Provide modern web form capabilities that allow for easy editing of forms and that clearly define workflows for customers and staff. 
•    System must allow online submission and payment of permits, licenses and related activities. 
•    The town will consider hosted solutions as well as client/server solutions.
- Permitting and Licensing:
•    Process and issue a variety of permit types, including: development permits, building permits (managed in-house through contracted services), subdivisions, land use bylaw amendments, business licenses, cemetery monument permits, park-use permits, mobile vending permits, special event permits, block party permits, film permits, and others as required.
•    Ability to account for appropriate permit fees and integrate with payment processor
•    Provide notifications for permit expiration
•    Customizable permit number functionality
•    Ability to add special notes to parcels for future development considerations or other pertinent information
•    Ability to generate adjacent landowner notifications for development permit applications
- Application Management:
•    Maintain contact details for applicants
•    Link to tax roll numbers and/or civic address (ideally through a GIS based system)
•    Ability for applicants to view the status of their application
- Inspection Tracking and Scheduling:
•    Safety codes inspection services (contracted out)
•    Ability for applicants to apply for clean-up inspections
•    Workflow management for clean-up inspections and cemetery internments (across multiple departments)
- Payment processing integration:
•    Accept and process payments for applications (through integration with current payment systems)
•    Integration with the town’s financial software as required for posting transactions
- GIS integration:
•    Support map-based navigation to submit an application for a property
•    Ability to view applications in process in the GIS system
•    Ability to assign conditions to certain parcels, such as historic properties
- Mobility/In-Field usage:
•    Tablet and smartphone access by applicants, as well as staff and contractors performing inspections
•    Ability to attach documents and photos
- Online public application portal:
•    Web based portal for customer access and digital submissions
•    User-friendly, easy to use interface and process for internal and external customers
- Reporting and analytics:
•    Standard and user defined reports
•    Report automation and report creation tools
•    Analytics (dashboard, metrics, KPIS) – status of applications, days to issuance, service levels, etc.
•    Data export and import capabilities.

- Questions/Inquires Deadline: September 23, 2025