City and Citizen Enhancements Portal

The Vendor is required to provide for the comprehensive project management and implementation of these enhancements for the city application and the city’s portal.
- Must be able to implement the required functionality, and provide maintenance, and support services to meet its organization requirements during the post-go-live period, as mutually agreed upon by both parties.
- Project Management
•    Assign a dedicated Project Manager responsible for day-to-day coordination, issue resolution, and communication.
•    Develop and maintain an integrated project plan covering all phases, dependencies, milestones, and deliverables.
•    Establish governance, escalation paths, and decision-making authority.
•    Provide regular project status reporting, including schedule, risks, issues, and upcoming activities.
- Solution Design
•    Plan and facilitate requirements review sessions with City stakeholders.
•    Coordinate validation of functional, technical, and integration requirements.
•    Maintain a requirements traceability matrix linking requirements to design, development, testing, and deployment.
•    Manage scope control and document any changes to requirements through a formal change management process.
•    Obtain formal sign-off on validated requirements prior to development.
- Back Office and Portal configuration and/or customization
•    Plan and sequence configuration and customization activities.
•    Track progress against defined functionality, deliverables, and milestones.
•    Ensure configuration aligns with approved requirements and design artifacts.
•    Coordinate resource assignments and resolve development-related dependencies.
•    Manage change requests impacting scope, timeline, or cost.
- Permit workflow implementation
•    Coordinate implementation of permit workflows across applicable permit types.
•    Ensure necessary info fields and fees are implemented to support the new workflows.
•    Manage parent/child relationship handling across applicable permit types.
•    Manage dependencies between workflows, integrations, and data elements.
•    Ensure workflow configurations are reviewed and validated by business users.
•    Track completion and readiness of each workflow for testing and deployment.
- Integration with Amanda and related systems
•    Develop and manage an integration plan, including sequencing and dependencies.
•    Coordinate technical resources across systems and stakeholders.
•    Track integration development, testing, and issue resolution.
•    Manage risks related to data exchange, system availability, and integration readiness.
•    Ensure integration deliverables meet functional and technical acceptance criteria.
- Training, knowledge transfer and change management
•    Develop a training and change management plan aligned with deployment milestones.
•    Coordinate development and delivery of training materials (including code base data) and sessions.
•    Schedule and manage training for administrators, internal users, and external users (as applicable).
•    Ensure knowledge transfer to City staff, including system administration and support processes.
•    Must deliver end-user training, in line with City’s standard change management practices, to ensure proper use, adoption of portal features, and efficient operation.
•    Establish a process for user feedback and incorporate into support documentation or follow-up sessions
•    Track training completion and readiness for go-live.