City-Wide Project Management Software

The Vendor is required to provide citywide project and task management platform that supports consistent tracking across departments while remaining flexible enough to accommodate different team workflows.
- The platform must support structured intake (forms), robust planning views (Gantt, timeline, calendar), and an Excel-like grid/spreadsheet experience with editable columns. It must also provide dashboards, task-level comments, links to external documents/URLs, and robust file-sharing and review capabilities, including proofing and attachment markup. 
- The City also requires reliable import/export (including migration via Excel) to move data from existing solutions and support ongoing reporting needs. 
- The goal is to improve visibility into work in progress, strengthen collaboration, and reduce reliance on scattered spreadsheets, emails, and disconnected tools. 
- We are looking for a solution that is easy for staff to adopt and can scale across a range of project types, from operational work to longer-term initiatives.
- Nice-to-have capabilities include configurable workflows, conditional logic/automation, integrations with Outlook, SharePoint/OneDrive or Laserfiche, lightweight document building/editable Word support, and optional e-signature functionality. Vendors that can demonstrate strong usability, quick configuration, and a practical path for data migration and adoption across diverse teams will be strong candidates.
- The software will be used across various departments to enhance project planning, execution, monitoring, and reporting. The goal is to streamline project management processes, improve collaboration, and ensure timely completion of projects within budget.
- General Requirements
•    Cloud-based SaaS solution accessible securely from any location.
•    Intuitive, user-friendly interface suitable for both technical and non-technical users.
•    Scalable to support citywide adoption across multiple departments and project types.
•    Role-based access control to support internal staff, external partners, and view-only users.
•    Vendor must demonstrate stability, ongoing product development, and public-sector experience.
- Intake & Work Initiation
•    Must Have
o    Configurable intake forms to capture requests and convert them into tasks or projects.
o    Ability to standardize intake while supporting department-specific variations.
•    Nice to Have
o    Conditional logic within intake forms.
o    Automated task creation, assignment, or routing based on intake responses.
- Collaboration, Files & Documentation
•    File sharing and reviewing directly within tasks.
•    Proofing tools to comment on and review attachments.
•    Links to external documents, spreadsheets, and URLs
- Data Migration & Portability
•    Import and export capabilities using Excel spreadsheets.
•    Ability to transfer data from other project management solutions.
•    Retention of task history, comments, and attachments during migration, where possible.
- Integrations
•    Integration with Microsoft Outlook (email and calendar).
•    Integration with SharePoint and OneDrive.
•    Integration with Laserfiche for records management.
•    Email integration or email-to-task capture functionality
•    Integration with OpenGov Procurement and/or Financials.