Local Government and Asset Management Software

The Vendor is required to provide an integrated, cloud-based software solution to support asset management and permitting processes.
- Provide a modern, secure, and scalable platform that improves operational efficiency, transparency, and service delivery to staff and the public.
- Responsible for managing public assets and overseeing planning, zoning, licensing, and permitting within its jurisdiction.
- Objectives:
•    Centralize asset data across departments
•    Streamline planning, zoning, and permitting workflows
•    Improve data accuracy, reporting, and long-term capital planning
•    Enable online submissions and tracking for applicants, referral agencies and public review.
•    Improve public outreach and transparency
•    Integrate with existing government systems. This includes Laserfiche, Xpress Bill Pay, ArcGIS Online, and possibly Caselle.
•    Meet public-sector security, portal accessibility, user roles, and compliance standards
•    Handle at least 75+ staff with various user roles.
- Asset Management
•    Asset inventory and lifecycle management
•    Asset categorization (e.g., facilities, infrastructure, equipment, fleet)
•    Maintenance scheduling and work orders
•    Condition assessment and depreciation tracking
•    Capital improvement planning (CIP)
•    CCTV and SCADA integration (future phases)
•    811 utility locates (Water, Sewer, and Storm)
•    Backflow tracking
•    FOG/Pretreatment tracking
•    GIS integration with ESRI ArcGIS Online
•    Reporting and dashboards
•    Financial analysis of town assets – current and future costs for deferred maintenance.
- Planning, Building, Zoning, and Permitting
•    Online application submission, review, document management
o    Pre-application
o    Fast Track Charettes
o    Applications
o    Links to School District info
o    Links to Fire District info
o    RFP Submittals
•    Workflow management and approvals
o    Submittals with date and time stamp
1.    Incoming notification to Planning Manager
o    Completeness review with date and time stamp
2.    Invoice generation
•    Automated referral process
o    Referral is sent with clearly indicated due date and reminders
o    Resubmittals – repeat process easily
o    Automated notifications and communications
o    Inspection scheduling and tracking
o    Notes on permits
o    History of permits
•    Fee calculation and payment processing (integration acceptable)
•    Short-Term Rentals
•    Code enforcement
- General System Requirements
•    Cloud-based (SaaS) solution preferred
•    Role-based access controls (admin, users, mobile workers, viewers)
•    Audit trails and version history
•    Mobile-friendly or mobile applications
•    ADA accessibility compliance
•    Configurable workflows and forms
•    Robust reporting and data export capabilities
•    Public access and portal to track status.
•    Automated notifications and communications
•    Ability to inspect and track inspections.

- Questions/Inquires Deadline: February 18, 2026