Software Consultant Services

The Vendor is required to provide Software Consulting Services to evaluate and develop requirements for the replacement of its existing Community Development and Recreation Management software platform
- These systems support various aspects of both the Community Development and Recreation Management, including planning, zoning, permitting, licensing, code enforcement, inspections as well various aspects of the Parks and Recreation system, such as activity registration, scheduling, membership management, facilities reservations, point of sale (POS), staff scheduling and payroll.
- The consultant will document current processes, prepare an proposal, and support vendor evaluation and contract negotiations.
- Functional areas within scope include, but are not limited to:
•    Permitting: electronic application intake, review, routing, and approval workflows.
•    Plan review: digital plan submittals, markup tools, and collaboration among multiple reviewers.
•    Inspections: scheduling, mobile inspection functionality, and real-time results entry.
•    Licensing: business licensing, renewals, and fee management.
•    Code enforcement: case management, violation tracking, hearings, and compliance follow-up.
•    Planning & zoning: application management for site plans, rezoning, variances, and related workflows.
•    Citizen self-service portal: public access for application submission, permit/license tracking, inspection scheduling, and online payments.
•    Workflow automation: configurable rules and routing for efficient approvals and notifications.
•    Document management: integration with the city’s enterprise document management system.
•    Reporting & analytics: performance metrics, workload tracking, and regulatory compliance reporting.
•    Integration requirements: interfacing with GIS, financial systems, and other city applications.
•    Security & compliance: protection of sensitive information and adherence to public records law.
•    Activity registration & scheduling: class, camp, program, and event registration, including waitlists and cancellations.
•    Membership management: passes, renewals, discounts, and resident/non-resident pricing.
•    Facility reservations: rentals of parks, community centers, athletic fields, shelters, and other facilities.
•    Point of sale (POS): cashiering and payment processing across facilities.
•    Resource management: tracking equipment, rooms, fields, and other reservable assets.
•    Staff scheduling & payroll integration: seasonal/part-time staff tracking and timekeeping integrations.
•    Citizen self-service portal: online access for registrations, payments, and reservations.
•    Mobile access: staff and resident access to functionality via mobile devices.
•    Reporting & analytics: dashboards and reporting for utilization, revenue, and program performance.
•    Integration requirements: compatibility with the city’s financial system, human resources/payroll system, and other core applications.
•    Security & compliance: payment card industry (PCI) compliance and data security.
- Assess Current Systems
•    Review the City’s existing recreation management and community development software platforms, including functionality, integration points, and limitations.
- Conduct Staff Engagement
•    Interview key staff members across departments to identify functional requirements, business needs, and pain points related to the current systems.
- Business Process Analysis
•    Document and analyze existing workflows and business processes supported by the current systems, identifying opportunities for improvement and efficiency.
- Benchmarking
•    Compare the City’s practices with similarly sized municipalities to identify industry standards, best practices, and innovative approaches.
- Change Management Planning
•    Develop a change management strategy to prepare staff and stakeholders for system replacement and assist the City in implementing this plan throughout the project lifecycle.

- Questions/Inquires Deadline: December 17, 2025