Planning and Permitting Software

The vendor is required to provide professional services to replace the town of planning and permitting suite of services.
• Software to support the organization’s community development department, which includes the planning department, the building department, and the public works department
• Installation and implementation of the software package
• Training on the new software package
• Data migration
• Annual maintenance contract to maintain the system, correct deficiencies and provide operational assistance as needed.
- Requirements of the software:
• File retention: suggest retention schedules for archives and out-of-use files. 
• Software solution: simplify manual processes for land use applications in planning, public works, code enforcement, and building. automate simple tasks such as label generation for adjacent properties and template letters. 
• Dashboard: user-friendly dashboard to assist with plan reviews, workflows, and deadlines. 
• Project tracking: track long-term projects, such as large annexations with extended vesting periods. 
• PUD tracking: manage planned unit development (PUD) documentation outside the land use code. 
• Property information: provide a centralized source for all property-related information, including, but not limited to land use approvals and building permits. 
• Process efficiency: eliminate redundant steps like downloading and re-uploading plans for review. 
• Coordinated plan review: allow for shared plan reviews within system that manages versions resubmitted by applicants. 
• Asset management: store asset data and use analysis tools for maintenance and replacement programs. 
• Service requests: manage address and asset-based service requests and work orders, both scheduled and reactive. 
• Accounting and resource tracking: track and report on planning reimbursables, building permit fees and taxes, plant investment fees, impact fees, and expenditures, which could include labor, material, and equipment costs for tasks and activities. 
• Engineering and operations: manage inspection and testing activities. 
• Inspections support: IRC/IBC/IECC code integration for field interpretation during inspections utilizing software capacities found in the program. 
• GIS integration: use GIS for reporting and graphical representation. 
• Mobile application: enable field operations with a mobile app for paperless service requests and work orders 
• Online submissions: allow online submissions and track communication for active land use files. 
• Additional applications: consider connectivity to call centers, web-based customer interfaces, executive dashboards, vehicle tracking, auto-dial systems, warehouse modules, and SCADA and water modeling systems. 
• Data security: ensure the security of data. 
• Data management: eliminate repeated data entry and simplify data management. 
• Data query: enable data querying capabilities. 
• invoice management: create and track invoices, with intuitive document location suggestions. invoice generation and payment collection within the system. 
• File storage: store site plans, applications, correspondence, etc. 
• AI: AI solutions to improve the public portal experience. 
• Deed restricted program administration: a housing module or software solution that helps local government manage deed restricted homeownership and rental programs by tracking eligibility, affordability, resale transactions, occupancy, long-term compliance and provides reporting capabilities.
• Finance: upgrade path to financial integration or compatibility with Caselle (current town system) or path to replace Caselle.
• Business license: allow online submission and issuance of business licenses through integrated system. 
• Public interface: user-friendly portal for residents to submit applications and retrieve property data. 
• Configurable to meet the town’s unique needs. 
• Code enforcement: software solutions for managing and tracking code enforcement violations.
- Technical requirements
• System must be cloud-based or SAAS.
• Must comply with basic security to address PII and red flag rules. 
• System must be able to run on windows 10/11, iPad, and iPhone clients. 
• Ability to function in field (located in vehicles and areas with limited or no connectivity). for example, building inspectors may need access to the application and workflows in areas with no or very limited connectivity. 
• System must be compatible with Esri products either directly or via 3rd party tools. 
• System shall allow system users to retrieve and view relevant ECM stored (scanned) documents. 
• System must have regular backup intervals and restore points. 
• System must be able to integrate with a planning review software (preferably Bluebeam)
- Software capabilities
1. Real-time and immediate customer service access
• Live agent chat feature
• Quick links to FAQs, training videos, and user guides
• Ability to create & submit tickets to a help desk 2. Connectivity and access from multiple devices
• Web accessible and not limited to a desktop program
• Includes pc and handheld mobile devices
3. Customer access
• Online fillable applications which can be submitted through customer portal
• Applicants can extract and download their approved licenses and permits
• Applicants and contractors can make payments online
• Applicants and contractors can view workflow progress, missing documents, outstanding balances
• Generate reminders to customers for missing documents, outstanding balances, approvals
• System clearly identifies when the ball is back in the applicant’s court.
4. Project classification
• Color-coded distinction between tabs within the system
• Color-coded distinctions for individual users in the workflow
• Ability to manually modify project file naming convention
5. Project workflow
• Workflow capability to assign work to identified agencies (ex. planning, public works, fire district), 
• Ability to track required workflow items for each permit type and assign completion/return deadlines
6. Auto-generated e-mail reminders
• Contractor registration and building permit expiration alert
7. Archiving and historical data
• Parameters should comply with state/federal archiving laws
• Mass import of existing data 8. Interface with or replace other systems / software
• Laserfiche (document repository) – interface with
• GIS (overlay of zoning, Flum, subarea plans, special districts, parcels, amenities, utilities, schools, easements, etc.)
• Community core - replace
• Bluebeam – interface with or replace with similar system for document review and markup
• Wave invoicing and Xpress bill pay – replace for invoicing and payment collection
9. Tracking system
• Tracking mechanism for properties when they are annexed through all of the subdivisions to final build out and addressing.
• Ability to track conditions within agreements like annexation and development agreement, subdivision improvement agreement, etc.
• Track conditions of approval and performance guarantees on smaller applications.
• Track a preapplication and give this the ability to transition a file from a “Preapp” to a regular land use file
• Track costs and payments throughout a project cycle
• Tracking for projects managed by multiple departments (e.g.: planning and housing).
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: July 17, 2025