Community Planning and Development Services Software

The Vendor is required to provide for a cloud-based off-the-shelf software platform to unify and manage community planning and development services, including planning, zoning, permitting, inspections, code enforcement, and related teams.
- The software will use the Address ID as the authoritative key for all location-based activities. 
- Users will access a role-secured “Address 360” view of all applications, plan reviews, permits, inspections, violations, notices, documents, and fees at a location. 
- The software will enable cross-departmental continuity and collaboration and provide businesses and residents with transparent insights into the status of projects and cases.
- The New System:
•    Outdated Technology - The current database solution is no longer sufficient to meet the City’s needs for automation, public access, and internal efficiency.
•    Public Accessibility & Transparency - The City requires a 24/7 online portal for applicants to submit, track, and pay for permits and licenses, improving transparency and convenience for residents, businesses and developers.
•    Cross-Departmental Use - Multiple departments need to manage permits, code enforcement, planning development and licenses tied to specific parcels. A centralized system will streamline collaboration and data sharing.
•    Integrated Plan Review - The new system must integrate into and include electronic plan review capabilities, enabling paperless reviews, internal collaboration, and deadline tracking.
•    Lifecycle Tracking & Historical Record - The City needs to track applications from land-use approval through project completion, including conditions, inspections, and bonds. Searchable historical records and milestone reminders are essential.
•    Code Enforcement & Property Maintenance - The system must support property maintenance violation tracking, automated notices, and complaint intake via an online portal, managed by the Community Development Office. Integration with CivicPlus See Click Fix is desired.
•    Mobile Field Capabilities - Staff must be able to record inspections, issue notices, and take notes in the field, improving real-time data capture and enforcement.
•    GIS & Document Management Integration - Integration with the City’s GIS database and Laserfiche document repository is required for seamless parcel data updates and document handling. The system shall use the Address ID for a property as the primary reference for all permitting and code enforcement activities.
•    Payment & Financial Integration - The system must include a PCI-compliant point-of-sale (PoS) system for online and in-person payments and integrate with the City’s financial management software for transaction reconciliation.
•    Future Compatibility - The software should be compatible with recently acquired systems like GovOS license management, ensuring long-term scalability and interoperability.
- Global Requirements
•    The system must integrate directly with the City’s SQL Server authoritative Address table and use Address ID as the primary key for all location‑based data.
•    All major records - including permits, applications, plan reviews, inspections, code cases, licenses, enforcement actions, subdivision activity, and environmental permits - must be tied to Address ID.
•    Users must be able to open a 360° Address View showing all activity across all departments in one place, with role‑based visibility.
•    Immutably audit all address associations and changes (who/what/when/before/after).
•    A modern, cloud-hosted solution with high availability, real‑time updates, mobile access, and secure user authentication.
•    Supports both internal staff and external applicants via a single integrated system.
•    Provide a fully documented, secure, bi‑directional API framework that enables real‑time or near–real‑time access to all system data and supports standardized integration with the City’s other core systems of record.
•    Configurable workflow engine with routing, approvals, conditional logic, cross‑department triggers; documented and upgrade‑stable.
•    Departments must be able to configure workflow changes without vendor intervention when possible.
•    All workflow configurations and customizations must remain stable through system upgrades.
•    All workflow configurations must be fully documented and exportable for review.
•    Mobile field app with offline mode; capture photos, notes, GPS, timestamps, signatures.
•    Deep integration with the City’s ESRI‑based GIS, pulling from authoritative layers and supporting map-based searches, parcel lookups, adjacency lists, and field mapping.
•    GIS updates, including address lineage tracking (splits/merges/renumbering), must sync with the platform.
•    Integrate with authoritative document repositories (Laserfiche; retrieval via migration strategies for legacy repos).
•    Secure, searchable document handling, including versioning, tagging, retention, and metadata management.
•    Provide integrated electronic plan review with markup, comments, multi‑reviewer collaboration.
•    Configurable event notifications and alerts (email/SMS) across all workflows.
•    Time‑limited secure deep links allowing applicants to view records or documents.
•    Templates for notices, letters, permits, certificates, and status updates.
•    Cross‑department dashboards & ad hoc reporting with export.
•    Role-based access to reporting datasets.
•    Role-based and attribute-based access controls for internal and external users.
•    Integration Single Sign On (SSO) and multi-factor authentication functionality based on Extra ID.
•    Ability to mask sensitive data from unauthorized users while showing full detail to authorized staff.
•    PCI‑compliant payments via Forte; cashiering; reconciliation & transfer to Munis.
•    Integrate with GovOS and enforce license/identity validation gates.
•    Unified public portal for end‑to‑end application & status.
•    Role‑appropriate visibility for property owners to view the status of cases at their address.
•    WCAG 2.1 Level AA compliance
- Planning
•    Support for subdivision applications, plat reviews, and minor plats.
•    Integrated electronic plan review, including multi‑reviewer collaboration.
•    Enforce a validation step before allowing payment for plan review submissions that includes confirming the submitter’s account exists in the City’s authoritative records (GovOS for licensing or contractor registry).
•    Workflow conversion for legacy processes (OnBase and Common Client).
•    Deliver a Correction Notice to the submitter when plan review comments require changes – include name and role of reviewer that made the comment, review cycle iteration, sheet name and page number where comment applies, and the actual correction comment including markup references.
•    Reporting on lot counts, subdivision activity, geographic summaries, and conditions.
•    Ability to manage planning conditions and enforce them on dependent processes such as permits or COs.
- Zoning Administration
•    Electronic issuance and tracking of Notices of Violation for zoning cases.
•    GIS‑connected tools for evaluating parcels, buffers, and surrounding land uses.
•    Enhanced search capabilities by business name, owner name, or parcel attributes.
•    Integrated workflows for zoning reviews tied to building permits.
•    Ability to attach elevation plans, lighting plans, and similar documents to map-based contexts.
- Permitting
•    End‑to‑end permit lifecycle management from application to Certificate of Occupancy.
•    Automatic validation of Address_ID and GIS-derived data (jurisdiction, overlays, etc.).
•    Automated notifications for submission, review, approvals, inspections, and CO issuance.
•    Fee assessments at multiple workflow stages with online and back-office payment support.
- Inspections
•    Full inspection scheduling, routing, workload balancing, and field data capture.
•    Mobile app for field staff with offline mode and photo/document upload.
•    Automated triggers for re-inspections, follow-up tasks, and closure of permits once all requirements are met.
•    Ability to record timestamps, digital signatures, GPS coordinates, and supporting photos.
•    GIS dashboard with filters to display inspection types pass/fail in specified areas.
- Code Enforcement
•    Centralized management of cases, violations, inspections, notices, citations, and enforcement actions.
•    Integration with citizen reported potential violations from Civic Plus See Click Fix is highly desired.
•    Ability to upload field photos, generate notices with embedded images, and track abatement actions.
•    GIS-based routing of cases by inspector territory or district.
•    Public portal submission of complaints with optional anonymous intake.
•    Automatic identification of related activity at the same address (open permits, past violations).
•    Reporting by district, census tract, violation type, and workload.
- Engineering
•    Support for application intake, routing, review cycles, and comment generation.
•    Automated routing to multiple reviewers with ability to track review durations.
•    Integration with electronic plan review for markup, comments, and approval letters.
•    Ability to export approved plans and documents for long-term recordkeeping.
•    Reporting for reviewer workload, turnaround times, and bottlenecks.
- Natural Resources
•    Application intake for environmental permits (open burning, noise, blasting, air permits).
•    Ability to configure custom permit templates with facility-specific conditions.
•    Document upload for large files and technical documents.
•    Tracking of facility IDs, emission sources, and annual emissions.
•    Integration with GIS layers for environmental facility mapping.
•    End‑to‑end complaint and enforcement workflows.