Right of Way Management Software

The vendor required to provide right of way management software to streamline the right of way management processes are inefficient, as the city uses multiple email inboxes, excel spreadsheets, web pages, and network folders to manage the right of way.
- Required software features:
1. General
•    Users should have logins to use the system and be approved users
•    Ability to identify other contacts for the permit (and specify special instructions for them).
•    For a new permit application, system should query the user’s account (and affiliated company) for outstanding permit payments when a new request is submitted.
•    Ability to track which permits are paid or unpaid 
•    Allow users to digitally complete an application form and submit for approval 
•    Applicant should be able to draw an area for their work on a map interface. 
•    Ability to change fields in forms over time 
•    Before viewing copy of permit, customers should digitally sign or agree to the permit’s acceptance conditions. 
•    Each condition must be agreed to. 
•    Permit number should not be shared until permit is accepted. 
•    Show cost of permit following approval and as part of accepting terms and conditions 
•    Approved permits should be sent to customer digitally 
•    Requests should check lead time required based on permit type selected. 
•    If the request does not meet this requirement, requestor should be given a warning that approval may not be guaranteed and allow them to accept and proceed in submission. 
•    Allow ability for applicants to see status of their permit application(s) 
•    Ability to cancel existing permit requests
•    Ability to attach supporting documents as part of their permit requests
2. External applicants
•    Ability for city staff to enter request on behalf of utility companies. 
•    External parties can submit various types of requests (e.g., a temporary street use permit, an over dimensional load permit, etc.). 
•    Each type should have its own form and requirements for request submission. Forms should be pre-populated with as much as possible. 
•    A request cannot be submitted for approval until all of the mandatory and applicable form fields are completed. 
•    On review by the city, the city will provide any requirements to complete the request, such as insurance, plans, etc. 
•    These must be provided to continue to approval stage. 
•    External parties can only see their own submissions. 
•    Ability for customers to select if a traffic accommodation plan will be required for the work.
3. Internal applicants
•    Internal customers should have all the same options as external customers.
•    Internal parties can complete self-serve traffic accommodation setup (e.g., area can put out their own no parking signs).
4. Permit management
•    Consistent business process to manage all right of way permits, associated information and files (permits, correspondence, terms and conditions, info provided) – i.e., same process for c3dr (capital); internal maintenance; external right of way applications; three-way agreements o central location to see accommodation info, work area and details for utility customer submissions 
•    Replace use of email management inboxes. 
•    System should track who created, updated, scheduled, completed, etc. to allow insight into who did what and allow traceability for incidents and discrepancies. 
•    Be able to use points, lines, or polygons to symbolize affected areas for permit. 
•    Map interface to view all traffic restrictions and closures across the city. 
•    Support and track inspections for a traffic accommodation or work zone and be able to note if the zone needs to remedy any deficiencies. 
•    Should track date, time, inspector, outcome of inspection, and be able to attach pictures. 
•    Ability to store associated files to inspection records. 
•    If a deficiency is found in an inspection, system needs create a record to track this deficiency and its details (pulling forward details automatically from the inspection record, such as date, time, location, inspector, etc.). 
•    Ability to notify applicant of any deficiency found on an inspection. 
•    Inspection deficiency record should have the ability to log communications about the deficiency. 
•    May require attachments to be stored. 
•    Inspection deficiencies will have a day for the applicant to fix it and confirm it is resolved. 
•    After the days’ time, the system should trigger our teams to re-check the location, add follow up notes, and where possible resolve the deficiency. 
•    Inspection deficiency records should have an escalation notification capability for overdue deficiency resolutions. 
•    Flexible search options to filter records in general (as an example, but not limited to - permits, inspections, customers, permit types, dates/times, etc.) 
•    Provide a status option as part of the permit record details - this could change throughout the life of the permit. 
•    Status changes should be automatically tracked (what was changed, when and by whom). 
•    This could this be a dropdown field for standard statuses, including a field for further details. 
•    Ability to reschedule existing permit. 
•    Ability to see history of initial request details is preferred. 
•    Changes to scheduling should trigger a fresh review of the permit approval. 
•    The resulting permit document for approved requests should be automatically populated with customer and request information submitted, as well as approver details. 
•    This should be an editable form that is produced in case any overrides are necessary before permit is sent out. 
•    The resulting permit document notification will also include terms and conditions based on permit type. 
•    Terms and conditions should be able to be updated over time. 
•    Any permits conflicting with one another or with flagged areas and dates should be flagged for review by the permit team and can be overridden for approvals.