Permitting and Land Management Software

The Vendor is required to provide a modern, cloud-based permitting system that meets our current and future needs for:
•    Permitting
•    Land management
•    Code enforcement
•    Inspections
- Work collaboratively with staff to design and implement a permitting system that will serve our community for years to come.
- Objectives
•    Streamline permitting, planning, inspection, and code enforcement processes.
•    Improve transparency and self-service options for residents and applicants.
•    Provide mobile-friendly access for field staff.
•    Ensure long-term sustainability through cost-effective, cloud-based technology.
•    Reduce reliance on custom code through configurable/no-code tools.
- Core Functional Capabilities
•    Application intake with dynamic forms, GIS-based address/parcel validation, and data quality controls.
•    Automated workflows with configurable routing, approval steps, and conditional logic.
•    Real-time application status tracking with milestone stamping.
•    Integrated document management, including version control, configurable metadata, and automated document generation.
•    Dynamic fee calculation, multi-schedule support, and integrated payment processing (online and in-person).
•    Comprehensive inspection scheduling, logging, offline mobile capability, and photo/document uploads.
•    Modern, responsive, multilingual applicant portal with account creation, self-service tools, and inspection scheduling.
•    Administrative tools for low-code/no-code configuration of workflows, record types, and data fields.
- Integration Requirements
•    Support integrations with City systems including:
•    Palo Alto 311 platform
•    ArcGIS for mapping services
•    DigEplan, Bluebeam, or equivalent electronic plan review software
•    Microsoft Bookings, Outlook, Power BI, and Azure Entra ID
•    California State License Board credential validation
•    CityGovApp inspector application
•    City’s payment gateway (Elavon Converge)
•    APIs and developer documentation for future integration needs.
- Implementation and Support Services
•    Project management and implementation planning
•    Data migration, including historical data import and verification
•    System configuration to meet City business processes
•    End-user, administrator, and applicant training materials and delivery
•    Post go-live support and ongoing maintenance, including system updates, patches, and enhancement management
•    Defined Service Level Agreement (SLA) with performance metrics
- System requirements:
•    System shall assign applications to appropriate staff
•    System shall allow reviewers to approve, deny, or request corrections with comments
•    System shall show a clear history of a project's workflow that can be easily audited, including date and time of activity
•    System shall provide administrators ability to audit workflow changes and changes to custom fields
•    When a staff determines a form is needed, they check a box in workflow, and the system generates a pre-filled form, notifies the applicant, and the applicant completes the form online that updates fields on the record and is uploaded to the records documents.
•    System shall automatically move permits forward based on completion of workflow steps or ability to remove or skip work workflow steps for a specific permit. 
•    System shall allow a customization of due dates by record type, workflow, task, and custom fields. 
•    System shall take working days, holidays, and periodic shutdowns into account and automatically updating workflow due dates
•    System shall support configurable, multi-step approval workflows per permit type
•    System shall support conditional routing based on application content
•    System shall implement data quality checks and validation rules to ensure accuracy, completeness, and consistency of data. Exceptions or data errors should trigger alerts and corrective workflows
•    System shall allow for seamless transition from pre-application record flow to application record to final
•    System shall allow administrators the ability to create new application types for different functional areas, including but not limited to Planning, Building, Fire, Public Works, Utilities, Transportation, and Code Enforcement
•    Apply for a permit using dynamic guided forms based on permit type
•    Sign in, authenticate, and have more services available
•    Save progress and resume drafts
•    Submit applications and receive confirmation and record ID number
•    Make a payment
•    View fees due
•    Schedule, view, and cancel inspections
•    Create an account using email, phone number, or username
•    Update personal and contact details
•    Self-serve password reset function
•    Download and upload documents in various formats
•    Display content in multiple-languages, including Spanish, Simplified Chinese, and Korean
•    Verify account creation via email or SMS
•    Ability to include different stakeholders such as property owner, contractor, architect, and tenant as contacts on the record with varying permission levels
•    System shall show public-users a map of permits and permit applications that allows them to search by address or a unique identifier (i.e., permit number) and pan the map.

- Questions/Inquires Deadline: October 22, 2025