Licensing Software Services

The Vendor is required to provide for administering several licensing and permit programs.
- These programs require accurate processing, timely renewals, fee collection, reporting, and compliance tracking.
- These programs currently rely on a combination of manual and electronic processes.
- The licensing and permit programs to be supported:
•    Dog Licensing
•    Bingo Licensing
•    Small Games of Chance Licensing
•    Sportsman Firearm Permit Applications
- The Office administers approximately 70,000 dog licenses. 
- About half of these are processed in December and January, with the remainder handled throughout the year.
- In addition, the Office issues approximately 2,000 licenses for bingo and small games of chance, as well as 50 Sportsman Firearm Permits, which are distributed across the year.
- Provide to implement a modern, centralized software solution to improve efficiency, enhance public access, strengthen compliance protocols, and ensure data security.
- Online dog license sales are processed through a custom-built, third-party web-based platform. Each transaction includes a $1.50 service fee, which is retained by the vendor. The Office does not have access to the platform’s database.
- A system that supports the administration of multiple licensing and permit programs through a modern, centralized software solution that improves efficiency, enhances public access, strengthens compliance oversight, and ensures data security.
- Provide a fully functional licensing management system that includes, at minimum, the following capabilities:
•    Online submission of applications and renewals
•    Secure payment processing and fee reconciliation (multiple payment options (Credit, Debit, ACH))
•    Payment System Integration: The solution must support flexible payment processing options. The Office may require the vendor to:
•    Integrate with the Office’s existing payment system, or provide and maintain a secure, PCI DSS compliant payment solution as part of the proposed system. Describe their ability to support either approach, including any technical requirements, APIs, and security measures
•    License and permit issuance and tracking
•    Automated notifications and reminders
•    County & Commonwealth compliance monitoring and reporting
•    Administrative dashboards and management tools (Role-based access, real-time reporting, and audit trails)
•    Data retention and records management (including data migration from legacy systems)
•    Customizable reporting tools for internal and external stakeholders
•    Ability to support integration with existing systems (financial and website), preferably through APIs if permitted by County IT policies. Vendor should describe alternative integration methods (e.g., secure file transfer, web interface, or direct database connection) in case API use is restricted for certain critical systems.
•    The proposed solution must be designed to allow Office IT staff to perform routine maintenance, updates, and minor configuration changes without requiring vendor intervention. Vendors shall provide documentation and training to enable Office IT personnel to manage these tasks effectively
•    Mobile-friendly interface for ease of use by public and staff
- System must:
•    Be web-based and accessible via standard web browsers (e.g., Microsoft Edge, Google Chrome, Mozilla Firefox, Safari, Opera)
•    Support Single Sign-On (SSO) authentication using industry-standard protocols (e.g., SAML, OAuth, OpenID Connect)
•    Support configurable workflows by license or permit type
•    Allow electronic document upload and storage
•    Provide search, query, and reporting functionality
•    Support data exports in common formats (e.g., PDF, CSV, Excel, JSON)
•    Support the creation, update and archiving of license templates
•    Accommodate future program expansion and/or regulatory changes
•    Support secure and controlled access by authorized third-party agents to perform designated functions on behalf of the Office
•    Comply with applicable Commonwealth and County data security requirements
•    Protect confidential and personally identifiable information
•    Use encryption for data in transit and at rest
•    Support role-based access controls and audit logs
•    Include safeguards for payment and financial data
•    The solution must support integration with existing systems (financial and website), preferably through APIs where permitted by County IT policies. If API use is restricted for certain critical systems, the vendor must provide and document secure alternative integration methods (e.g., secure file transfer, web interface, or direct database connection) that comply with County security and data governance standards.
•    Offer intuitive user interface and accessibility features for all users.