Permit Software

The Vendor is required to provide for a permit software package for the department to receive, track, and manage permit applications including building permits, demolition permits, change of use permits, conditional permits, occupancy permits as well as permits that are not issued under the building code act such as pool permits.
- The solution should include:
•    Robust and flexible reporting capabilities on any data entered into the system.
•    Ability to create standardized reports.
•    Ability to clients to apply for a variety of different permits online 24/7.
•    Ability for clients to pay fees online including integration with payment solution software.
•    Ability to generate and send invoices and receipts to clients.
•    Ability for municipal staff to manage the workflow of permits considering legislated timelines.
•    Ability for municipal staff to create, amend, and delete permit types.
•    Ability to generate document templates including letters, permits, reports, and orders directly form the program and the ability to have fields prepopulated on the documents using data associated with the subject file.
•    Ability to manage the work flow of enforcement files.
•    Ability to link two or more permits and enforcement files together.
•    Ability to integrate data with GIS mapping.
•    Ability to amend permits and orders within the system while maintaining and organizing historical data.
•    User friendly interface for both external clients and municipal staff.
•    Ability for municipal staff to add, delete, or edit data fields for tracking and reporting.
•    Ability to quickly and easily identify files that exceed legislated timeframes.
•    Ability to schedule, edit and delete inspection requests.
•    Ability to block out time when inspections are not available on an ad-hoc basis.
•    Ability for municipal staff users to easily identify tasks assigned to them.
•    Ability to create and manage automated notifications to users.
•    Ability to access the program remotely via a mobile friendly app.
•    Ability to take photos and add them to system generated documents.
•    Ability for municipal staff to easily manage fees and create a variety of automated fee calculations using file data.
•    Ability to manage and track the following fee categories separately:
o    Fees for permits issued under the Building Code Act
o    Fees for other permits
o    Local development charge fees
o    Regional development charge fees
o    Refundable deposits
o    Miscellaneous fees
•    Ability to assign a variety of legislated target dates to file types based on type of file.
•    Ability to securely store system generated documents and add externally sourced documents to associated files for access.
•    Ability to enter but not edit notes to files and update the status of inspections from a desktop as well as remotely from an app.
•    A secure log of all edits made to files.
•    Ability to add data to the system while offline via the app with automated syncing when online.
•    Real-time syncing of data between online users.
•    Ability to record and track multiple inspections attempts as well as add notes and status for each attempt.
•    Ability to add, edit and delete inspection types and automate inspection requirements as needed for specific file types.
- Potential for future expansion of the program into other municipal departments is an asset.
- Excellent customer and technical support service.
- Willingness to consider and implement feature requests to enhance the program as service needs change.
- Opportunities for integration with other software is considered an asset, such as:
o    ESRI
o    Microsoft 365
o    Online payment providers.
- The ability to integrate with bluebeam revu software would also be considered an asset.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: October 28, 2025