Licensing Management Software

The Vendor is required to provide licensing management software as a service platform to support the administration and tracking of liquor licensing, short term rental licensing, special activities and event permits.
- Requirement
1. Renewal tracking and compliance automation
•    Automate renewal tracking for licenses and permits
•    Apply configurable compliance rules and fee logic
•    Generate automated reminders based on configurable schedules
•    Escalate overdue renewals based on defined rules
•    Track status changes in real time
2. Workflow and multi department review
•    Multi department review processes
•    Parallel review by multiple reviewers
•    Defined approval, denial, and correction actions
•    Controlled correction requests sent back to applicants
•    Status updates visible to staff and applicants
3. Status tracking and audit history
•    Real time status tracking for applications
•    Automatic history logging of all actions
•    Permanent notes tied to records
•    Searchable history across records
•    Audit ready export capabilities
4. Records management and document retention
•    Maintain complete application records
•    Support document uploads and storage
•    Enforce configurable document retention policies
•    Allow document version tracking
•    Provide secure export of records for audits or legal review
5. Payment processing and financial tracking
•    Process and track online and in person payments
•    Separate local fees from external or state fees
•    Generate receipts for applicants
•    Support reconciliation reporting
•    Provide export capabilities for financial systems
6. Security and role based access
•    Enforce secure, role-based access controls
•    Align with municipal security standards
•    Restrict access by department and function
•    Single sign on (SSO) capability, multifactor authentication (MFA), encrypted data (at rest and transit), 90-day backup audit trails and activity logs
•    Itemize any additional software, service, or hardware costs for providing services to the town.
7. Administrative oversight and configuration
•    Administrative dashboards for operational oversight
•    Metrics for application volume, processing times, and renewals
•    Internal configuration tools for forms, workflows, reminders, and fees
•    Ability to update business rules without vendor dependency
8. Event application management
•    Configurable event types
•    Required fields based on event type
•    Required documentation uploads
•    Workflow routing based on event characteristics
•    Fee structures tied to event categories
9. Applicant experience
•    Transparent status tracking
•    Adaptive forms that adjust based on responses
•    In form help and guidance
•    Clear instructions and error messaging
•    Mobile responsive design
10. Customer support and service expectations
•    Responsive customer support primarily during the business hours Monday through Friday 8am to 5pm mountain standard time. 
•    Defined service level commitments 
•    Escalation procedures ongoing maintenance and updates 
•    Clear communication regarding system changes.