Special Event Permitting System

The Vendor is required to provide permit management solutions to best enable and facilitate the issuance of special event permits in the city.
- Provide a comprehensive special event permitting management solution for the office.
- Specific needs:
•    Facilitate self-service information and process through an online portal to reduce walk-in traffic, phone calls, and emails.
•    Facilitate self-service functionality through an online portal that is mobile-friendly, ADA compliant, and includes language translation options with the goal of expanding access for customers.
•    Allow customers to apply for permits, track status of permits, make payments, and schedule inspections all from an online portal.
•    Allow food vendors to apply and submit a participation application for specified city sponsored events.
•    Must facilitate and mitigate the various city challenges associated with the current permitting system. 
•    The following issues must be addressed:
o    Reduce city staff time spent on administrative tasks through efficient use of automated reports, emails, and communication with customers;
o    Reduce plan review time;
o    Reduce permit issuance time;
o    Enable concurrent reviews, approvals, and permit issuance from multiple departments;
o    Streamline project management;
o    Allow city staff to track and extract data from the proposed system using simple ad-hoc reporting tools;
o    Allow applications, required documents, and plans to be submitted through the online portal, in person, or other methods that promote a paperless process and increases overall productivity;
o    Ability to integrate with existing city permitting processes and systems. (example traffic engineering,
o    Parks and recreation and the city film office)
- Event Scheduling
•    Ability to create and maintain:
o    Database of master locations
o    Multiple rental rate schedules
o    Multiple rate schedules for various authority locations
•    Ability to book new events and re-book events from existing events.
•    Ability to assign a booking commitment level to each event.
•    Ability to search for the best fit for an event by date, days of the week, square footage, etc.
•    Ability to record a variety of event-related statistics.
•    Ability to generate a report detailing which locations are in use by date range.
•    Ability to store electronic documents (e.g., emails, client specifications, PDF documents, Word documents, Excel spreadsheets) as a permanent part of the event record.
•    Ability to audit changes to an event.
•    Explain the process and permission level required to make changes to the sales and marketing parameters/database values.
- General Requirements
•    Onsite training for all components and, optional, web-based training for all components.
•    Address technical support options and implementation of future software/upgrades.
•    Assistance with deployment of software to ensure the system is properly implemented.
- Event Management
•    Ability to assign events to event services staff and keep a master calendar of assignments.
•    Ability to generate event outlines which detail event-specific location activity for a given date and time and detail department-specific instructions.
•    Ability to generate reports detailing department instructions for a given time period, location schedule, special notes.
•    Ability to generate a two-week schedule of any and all event-related activity for specific locations.
•    Ability to generate an event-specific report detailing the activity within each location for each date/time entry in the event outline.
•    Ability to create and store narratives of event history for future use.
•    Ability to create and maintain an equipment master for items used by event organizers.
•    Ability to create and maintain multiple equipment rate schedules.
•    Ability to create an event settlement document detailing all event-related client charges (e.g., rent, utility charges, equipment rental charges).
•    Ability to store electronic documents (e.g., emails, client specifications, PDF documents, Word documents, Excel spreadsheets)
- Contract Administration
•    Ability to create and modify contracts based on locations booked and event- specific rate schedule.
•    Ability to track status of all outstanding contracts based on a facility-defined contract status.
•    Ability to send contracts to clients via email.
•    Ability to create, modify, and send addendums to clients via email.
•    Ability to create event-specific payment plans and auto-generate an invoice in accounts receivable when payment dates become due.
•    Ability to audit changes/revisions to contracts and contract status.
•    Ability to store electronic contracts and other electronic files (e.g., emails, PDF documents, Word documents, Excel spreadsheets) as a permanent part of the event/client record.
- Reporting
•    Reports to identify and display events and/or calendar data in various formats.
•    Ability to generate a chart or spreadsheet may of all booked locations over a particular period of time.
•    Ability to generate a location availability report.
•    Event status change reports may be generated to produce a list of events within a specified period of time that are published and have had an event schedule or department instruction change in the last 24 hours.
•    Reports to identify and display events and/or calendar data in various formats.
•    Event bulletin report may be generated to view the overall scope of events selected for a given time period.
•    Calendar of events may be a comprehensive report to be generated to get a dashboard view of the booked rooms and event times on any given actual event day.
•    Event services schedule may be a report to generate listing of all staff assigned for upcoming events.

- Contract Period/Term: 3 years
- Questions/Inquires Deadline: September 9, 2025