Cloud-Based Road Impact Fee Management System

Cloud-Based Road Impact Fee Management System shall provide an applicant self-service portal for submitting applications and documents and tracking status; automate review, approval, invoicing, receipt, and reporting workflows; calculate fees accurately using effective-dated ordinance provisions and fee schedules; integrate with the County’s existing Paymentus payment platform; and maintain a permanent, auditable record of every submission, calculation, approval, and payment.
1. Applicant Portal and Workflow Management
• Online application, document submission, and applicant self-service portal.
• Application status tracking, workflow milestones, and visibility into outstanding requirements, comments, approvals, and next steps.
• Automated notifications and communications.
• County review workflows and approval routing.
• Comment tracking and applicant responses.
2. Document Management, Certifications, and Approval Records
• Configurable application checklists and required documentation.
• Identification and tracking of outstanding application requirements, missing documentation, and required applicant actions.
• Document upload, storage, and version control.
• Documentation and retention of site development approval dates and supporting approval documents submitted by applicants.
• Electronic applicant certifications and acknowledgements regarding the completeness and accuracy of submitted information.
• Permanent electronic record retention and audit history.
• Utilization of current parcel and property information from authoritative data sources, including parcel identification through PIN, address, owner search, or other available methods.
3. Impact Fee Administration
• Calculation of impact fees based on land use, site development approval date, applicable ordinance provisions, fee schedules, approved credits, approved discounts, and approved individual assessments, with clear presentation of applicable calculations, assumptions, and requirements.
• Credit agreement administration and tracking of original credit amounts, credits applied, remaining balances, and supporting approvals..
• Discount applications and approvals.
• Refund tracking and audit records.
• Service-area identification and assignment.
• Exemption requests and determinations.
• Effective-dated ordinance provisions and fee schedules, including applicable historical versions.
• Payment agreements and installment tracking, where applicable.
4. Financial Management and Payment Processing
The proposed solution must integrate with the County’s existing Paymentus payment platform. Paymentus integration is a mandatory requirement and shall not be treated as an optional module, enhancement, or alternative payment solution.
The proposed software platform shall support:
• Invoice generation and tracking.
• County review and approval of invoices prior to issuance.
• Paymentus integration for payment processing, payment status updates, and reconciliation.
• Automated payment status updates and payment tracking.
• Receipt generation and tracking.
• County review and approval of receipts prior to issuance.
• Financial audit history and reporting