E Permitting System

The Vendor is required to provide for an off-the-shelf e-permit operating system to manage permits, inspection services, and other related planning processes.
- The system must support town staff in processing applications, tracking complaints, scheduling inspections, generating reports ready to be sent to PVSC or other organizations, and integration with GIS data.
- The solution must be a commercially available product that is already developed and readily deployable, as custom-built or from-scratch systems will not be considered.
- Core Features
•    Software must be an off the shelf product ready to be implemented and customized to the needs of the town.
•    Online application portal: residents and businesses can apply for permits and submit complaints online.
•    Application status tracking: status updates for applicants, with automated email or SMS notifications and reminders if possible.
•    Permit management:
o    Permit number generation for each application.
o    Permit status tracking (opened/closed dates).
o    Work description and occupancy details entry.
o    Project cost tracking for budgeting and tax reporting.
o    Automatic permit fee calculation based on the town fee schedules.
•    File management:
o    Search capabilities by file number, date, or key word.
o    Provide document storage and support integration with third-party document management systems such as SharePoint.
•    Notes & documentation:
o    Area within a file to add notes.
o    Built-in communication system for property owners and contractors, ensuring record-keeping.
o    Able to create pdf documents of all records within a file.
o    Town branding on public facing documents.
•    Inspection management:
o    Inspection section to track project stages.
o    Inspection checklist for standard procedures.
o    Mobile-friendly interface for field inspections.
o    Paperless capability for inspections and approvals.
•    Process & form management:
o    Ability to manually add/remove processes.
o    Ability for town staff to make changes to documents, forms, and information without supplier assistance or able to edit reports in third party applications.
•    Reporting:
o    Reporting capability to allow for export to external reporting tools. (Monthly, yearly, housing statistics, etc.) And support data export (csv, excel, API) to allow for custom reports.
•    GIS integration:
o    Ability to integrate GIS data for property and land use tracking.
o    Manual or automatic updates of GIS data. Automatic preferred.
o    PID, AAN, or mapping integration for accurate property identification.
- Technical Requirements
•    Cloud-based solution with secure data storage.
•    Developed by a state company is preferred.
•    Integration with existing town systems, if possible.
•    User role management with distinct access for applicants, staff, and admins.
•    Multiple staff accounts for department sign off requirements such as Engineering, Police, and Fire.
•    Compliance with IT security policies.
•    Mobile-friendly and accessible for all users.