Development Applications Software

The vendor required to provide development applications software that effectively supports the district’s operations across the functional areas of; business licensing, building permits and inspections, and planning applications; including an online customer portal.
- Software users and application requirements:
•    Application types and volumes:
o    Business licensing
o    Building permits
o    Planning applications
o    Application
- Software data conversion requirements:
1. Current systems in-use and to be integrated:
•    Central square Vadim financial system: used for financial operations, including budgeting, accounts payable and receivable and general ledger. 
•    Global payments: integrated payment processing system. 
•    ArcGIS (Esri): employed for mapping, spatial analysis, and user interface tools. 
•    Power bi: used for reporting and data visualization across departments. 
•    Microsoft 365 (m365): enterprise productivity suite including outlook, teams, SharePoint, OneDrive, and office applications.
2. Current systems in-use and to be replaced:
•    City reporter: utilized for inspection reporting and scheduling. 
•    Accessible via mobile app and web front end. 
•    Vadim public administration ERP: used for managing business licensing and building permits. includes both GUI and web-based interfaces. 
•    Excel spreadsheets: used for application tracking, reporting, and analysis where system integration is limited or unavailable.
3. Historical records to be integrated:
•    Planning applications
•    Building permits
- Software service requirements:
1. Stage a service – one-time configuration and implementation to ‘go-live’:
•    Sandbox environment: provide a test environment mirroring production for configuration testing, training, and validation. 
•    Data conversion and transfer: responsible for extracting, converting, and loading all current account data for each module into the new software. 
•    District staff will assist with data extraction as required. 
•    Data migration support: the migration of historic permit, license, and inspection data from existing systems 
•    This includes data mapping, transformation, and validation to ensure continuity and integrity of records.
•    Training and documentation: the vendor shall deliver comprehensive training for district staff, including role-specific sessions and onboarding support. 
•    Documentation provided must include user guides, administrative manuals, and reference materials to support ongoing use. 
•    Post-implementation support: the vendor shall provide support during the initial stabilization period following go-live. 
•    This shall include; troubleshooting, performance optimization, minor configuration adjustments, and resolution of early-stage issues.
2. Stage b services – ongoing licensing and support:
•    System hosting and data storage: provision of secure hosting infrastructure and data storage services, compliant with the district’s privacy and security requirements. 
•    Licensing and subscriptions: all necessary software licenses, subscriptions, and renewals required to operate the system throughout the contract term. 
•    System security: continuous monitoring and enforcement of security protocols, including updates aligned with evolving cybersecurity standards. 
•    Maintenance and support services, including:
o    Emergency technical support: available 24/7, 365 days per year for critical system issues. 
o    Customer support: available Monday to Friday, 7:30 am to 4:30 pm pacific standard time for general inquiries and assistance. 
o    System maintenance: includes all required software updates, bug fixes, and resolution of technical errors or performance issues.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: November 28, 2025