Planning and Building Application Management System

The vendor required to provide planning and building application management system that will serve as a centralized, enterprise-grade platform designed to manage development applications, permits, and related processes.
•    End-to-end workflow automation: from application submission to final approval, reducing manual intervention. 
•    Tracking, analysis and reporting: utilizing the information in the management system to analyses and report on development application metrics. 
•    Integration capabilities: seamless connectivity with existing municipal systems, including GIS, ERP, CRM, and document management platforms. 
•    Public-facing portal: intuitive interface for applicants to submit, track, and manage applications online. 
•    Compliance and security: adherence to country data residency requirements and municipal security standards. 
•    Scalability and flexibility: support phased implementation and future enhancements based on evolving business needs.
- Tasks
1. Solution configuration and functional implementation:
•    The vendor will configure and deploy all required planning and building capabilities in alignment with the town’s detailed functional requirements. 
•    Configuration must reflect the town’s processes, legislative timelines, workflows, Esri ArcGIS enterprise integration, document management, inspections, payments, dashboards, and reporting.
2. Data migration and legacy data consolidation 
•    The vendor will migrate all relevant records (active, historical, and closed) from legacy systems. 
•    Migration must preserve data integrity, audit history, applicant records, and document linkages.
3. Integration services 
•    The vendor must deliver secure, tested integrations for ArcGIS enterprise, JDE, FME, microsoft 365, SharePoint, Bluebeam, and AI and plan review tools. 
•    Include API documentation, schemas, integration testing, error handling, and runbooks.
4. Document management and digital submission 
•    The vendor will implement modern document workflows with version control, audit history, tagging, large file support, and integration with markup tools such as Bluebeam.
5. Public facing portal 
•    The vendor will deliver a user friendly, compliant online portal supporting submissions, tracking, payments, notifications, and document uploads.
6. Reporting, analytics and dashboards
A. Initiation and planning:
•    Detailed project schedule (MS project or equivalent) with critical path and dependencies.
•    RACI and resourcing plan (town vs. vendor).
•    Solution architecture overview (logical, physical, and security views).
B. Design and configuration:
•    Configuration design specification (by module and environment).
•    Workflow diagrams for planning and building, per application and permit type.
•    Form and field catalogue and validation rules.
•    Integration design specs (auth method, endpoints, payloads, error handling).