Permitting Management Software

The vendor required to permitting management software to modernize and enhance its permitting system by streamlining business processes, improving customer service, increasing operational efficiencies, standardizing system usage, and adopting industry’s best practices.
- Goals:
•    Enhancing permit submission efficiency and reliability through an optimized digital workflow.
•    Facilitating seamless workflow coordination across multiple city departments and divisions.
•    Implementing automated permit billing and revenue collection in alignment with the city’s adopted fee schedule.
•    Expanding accessibility of permitting information for both internal and external users.
•    Significant reduction in manual processes and paper-based transactions by maximizing automation.
•    Providing a user-friendly online portal for public access to permitting tools and resources.
•    Enabling secure online payment processing for permit fees.
•    Eliminating the use of unofficial or shadow systems to ensure consistency and compliance.
•    Enhancing project administration and tracking for improved decision-making.
•    Integrating permitting data seamlessly with other internal and external systems.
•    Eliminating redundant data entry and ensuring data integrity.
•    Delivering an intuitive, easy-to-navigate system for both internal staff and external applicants.
•    Enabling advanced querying and reporting capabilities for improved insights and operational efficiency.
•    Providing robust system integrations to support interoperability with essential city systems.
•    Tracking project-specific staff time for review and cost recovery purposes
- Requirements
A. Public-facing portal
•    Apply for permits and submit required documentation digitally.
•    Check real-time application statuses and review feedback.
•    Exchange documents and communicate with department permitting and other relevant city departments that have related permit approvals.
•    Receive automated notifications and updates regarding permit status and approvals.
B. Workflow automation
•    The solution must allow for customizable workflows to streamline permit routing, approvals, and compliance checks. 
•    The system must support workflow automation for nine internal permitting workflows, including:
o    Seven department-owned permits, covering various water and sewer permitting processes.
o    Two external workflows, originating from other city departments requiring permit approvals. 
C. Integration capabilities
•    Payment settlement system – enabling automated fee processing and reconciliation. 
•    Document management system – supporting digital storage, version control, and retrieval. 
•    Work management systems – facilitating coordination with field teams for inspections and approvals. 
•    Business intelligence environment – allowing advanced reporting and performance tracking. 
•    Email communication – automating system-generated notifications, alerts, and reminders.

- Pre-Proposal Conference Date: January 28, 2026
- Questions/Inquires Deadline: February 4, 2026