Drawing Management Solution

The vendor required to provide drawing management solution (DMS) will be a digital library of drawings with intake, storage, and retrieval.
- The system, or library, will contain the details of drawings, including the project to which they pertain and the reason they were added to the library.
- Compliance with various legislative requirements and seizing the opportunity for digital transformation, the city, through this initiative, looks to implement a drawings management solution (DMS).
- The following are the projected benefits of the drawing management solution:
1. Adherence to the legislative requirements: 
•    The completed project outcome will ensure compliance with the legislative requirements. 
•    Validation of legislative and the city standards at the drawing intake process. 
•    Legislative requirements for public works operations drawings.
2. Time savings for drawing reviews: 
•    Faster reviews, as validation of standards will be automated at the drawing submissions and intake
3. Time savings for drawing search: 
•    Reduced drawing search and retrieval time from 4-8 hours per drawing (manual search) to less than an hour, leveraging a system-driven retrieval process.
4. Digital drawing storage: 
•    Enhanced accessibility and collaboration, improved data security and compliance, better organizational space management, improved customer service, better traceability, and accountability and allowing easy recovery in case of data loss or disasters.
5. Increased data accuracy and operational efficiencies: 
•    Increased operational efficiency offers numerous benefits, including improved customer satisfaction, reduced cost, and increased productivity.
- In scope functionality
1. Automated data extraction:
•    Validation at intake of the drawing in the initial step, once the drawing is stored within DMS, the solution should have the ability to extract cad point, line, and polygon representations of physical assets and logical boundaries. 
•    The solution should convert the extracted cad data into standardized GIS format information, based on the layer name and type, to facilitate downstream incorporation into the city’s GIS repository.
2. Drawings storage: 
•    The solution should act as a smart, centralized repository for enterprise-wide drawings. 
•    The ability to integrate with existing software applications, such as Tyler technologies’ enterprise permitting licensing (EPL) software and Bluebeam software. 
•    Though the existing processing (review/markups) of drawings will continue via EPL as well as Bluebeam.
3. Drawings search and retrieval: 
•    The ability for the staff to search and retrieve the drawings, either based on departments, divisions, sections, projects, address, or type of applications (building permits, site plans, etc.). 
•    The central repository should be able to sync and fetch information from the integrated systems as specified above.
4. Interface: 
•    DMS should enable an interface that is accessible to the city staff based on their roles – to access, upload, download, and search drawings. 
•    DMS must have a secure public web portal for external submitters or record requestors. 
•    So that public users can validate and see the deficiencies in their drawings before submission to the city.
•    The city for getting a certain drawing(s) as needed under the municipal freedom of information act. 
•    The DMS should be able to triage the request automatically to the specific city team based on the type of drawing requested.
5. Integrations: 
•    The drawing management solution must integrate with city existing software systems, namely, Tyler technologies’ enterprise permitting and license (EPL) software, ArcGIS and Esri products, Bluebeam (the markup tool), and MS ENTRA id. 
•    Software like IBM Maximo and microsoft planner and teams should be able to access drawings from the drawing management solution (on demand, ad-hoc).
6. Data migration: 
•    A onetime migration of the electronic copies of drawings from existing network drives and canon’s Océ systems to the drawing management solution.
- Out of scope functionality
•    Editing, reviewing, and markup of drawings – this process will continue via existing systems like EPL and Bluebeam 
•    Integration with any other 3rd party system which is not mentioned. 
•    Migration of hard copies of drawings – these need to be digitized by the city’s business team before getting those uploaded to the solution. 
•    Anything that is not mentioned in scope will be deemed
- Drawing intake:
•    Hard copies: business sections have a large quantity of drawings in paper format, which are stored at various city facilities. 
•    Softcopy drawings: the city adopted a new softcopy-only policy in the early 2020s, and now the city accepts drawings in softcopy format only. 
•    CSS portal: citizen self-service portal (by Tyler technologies) is used for submitting drawings as part of the application process like permits (building, engineering heritage etc.), plans (site plan, subdivisions etc.). 
•    Front desk: business team’s front desk accepts drawings in a softcopy format during the application submission process.
- Storage and retrieval process:
•    Océ system: canon’s Océ is a large-format printing and document management solution. 
•    Océ's technology is used for managing various types of drawings, and cad files for the city. 
•    Network drive: various network drives are assigned to the city for each business section. typically, ‘r drives and s drive’ are used for the city business sections for storage and retrieval of drawings. 
•    Hard copies: business sections have a large quantity of drawings in paper format, which are stored at various city facilities. 
•    EPL: enterprise permitting and licenses software from Tyler technologies is used for storing drawings as part of application submissions received via the citizen’s (CSS) portal.
- Drawing circulation:
1. Internal circulation
•    E-mail: emails are used for sharing drawings among the city business sections 
•    Network drives: network drives are also used for distribution among the city’s business sections. 
•    SharePoint online: SharePoint online is also used for distribution among city business sections 
•    Hard copies: hard copies of the erstwhile drawings are also circulated 
•    EPL system: enterprise permitting and license system is a software suite used for permitting and licensing. 
•    Drawings are stored in the EPL system, which is circulated among business sections for review and the approval process.
2. External circulation
•    CSS portal: drawings marked up for review and related deficiencies are uploaded and shared back with submitters on the portal for re-submission 
•    SharePoint online is also used for distribution with external parties. 
•    Email is used for small-sized.