Land Use Permit Management System

The vendor is required to provide a transformative initiative to modernize its land use permit management system by transitioning from outdated, fragmented processes to an integrated, GIS centric platform.
- Implement an off-the-shelf permitting system that:
• Modernizes operations: centralizes and automates workflows to enhance data accuracy and reduce processing times.
• Improves interdepartmental coordination: enables real-time data integration and automated processes to ensure compliance and improve communication across departments.
• Enhances customer experience: provides an intuitive online interface with real-time tracking and automated notifications.
• Supports scalability: integrates with existing county databases and adapts to future regulatory and technological changes.
- GIS requirements:
• Real-time, live integration with delta county’s enterprise database to auto-populate permit forms with parcel boundaries, zoning, ownership details, floodplain information, etc.
• Has silver, gold, or platinum partnership (EPN) with ESRI.
• Ability to ensure permits are traceable and remain tied to property records within GIS.
• Supports future updates of GIS software without locking the GIS environment to any specific version.
• Offers robust mapping capabilities, including dynamic overlays, aerial imagery, and hazard overlays, as a core feature rather than an add-on.
- Automated workflow & tracking
• Electronic forms with conditional logic, automated workflows, configurable checklists, deadlines, escalation paths, and visual workflow status indicators.
• Configurable templates that automatically generate key documents (e.g., notices to proceed, fee calculations, follow-up letters) and flag overdue or expired applications
a. Centralized document management
• Secure cloud-based document repository supporting version control and searchable historical records.
b. Secure authentication and role-based access control
• Robust authentication mechanisms and role-based access control (RBAC) tailored for departmental permissions and public-facing users.
- Interoperability
• Gov pros for payment processing
• Eagle treasurer (Tyler)
• Tyler technologies’ recording management system (clerk & recorder office)
• Assessor’s database (Tyler)
a. Legacy data migration and consolidation
• Capability to migrate and normalize approximately 22,500 existing records from google sheets and drive (including septic permit records) into a structured, searchable format within the new system.
• File types to migrate include pdf, documents, google sheets and images, among others.
b. Cloud-based, scalable platform
• Cloud-based architecture accessible via desktop, tablet, and mobile devices with high performance under concurrent use.
c. Automated scheduling & task notifications
• Automated notifications via dashboard, login, or other format for due dates, upcoming deadlines, etc.
d. Audit trails and immutable records
• When GIS data auto-populates an application, the system captures a “snapshot” of all property details at the time of submission.
• This snapshot preserves historical data so that subsequent updates to parcel boundaries, zoning, or ownership do not overwrite the information captured at submission.
e. Dashboard & real-time reporting/analytic
• Interactive dashboards providing dynamic checklists, status timelines, embedded training resources, and ad-hoc reporting tools.
f. Advanced front-end customizability
• User-friendly, no-code/low-code customization interface for easily modifying forms and fields without relying on the vendor
g. Integrated asset management module for road & bridge
• The solution should include a robust asset management module tailored for the road & bridge department.
• This module must provide comprehensive asset management capabilities, including a clear migration strategy to replace pub works rather than merely integrating with it.
• Their system will manage road asset data, ensuring real-time data sharing and reporting to avoid duplicative data entry.
- Building permit functionality
• While building code functionality need not be included in the initial configuration, we anticipate needing this soon; therefore, the system must have the capability.
- Additional preferred functionality
a. Embedded training
• Interactive visual workflow charts with embedded instructional videos, FAQs, and printable documentation.
b. Ai-driven chatbot and virtual assistant
• Optional chatbot or virtual assistant for handling common user inquiries and providing step-by-step guidance.
c. Offline functionality for field operations
• Mobile offline mode enabling data capture without immediate internet connectivity, automatically synchronizing upon reconnection.
d. Automated fee calculation and payment processing
• Automatic calculation of permit fees integrated securely with county payment.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: April 22, 2025