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HomeMy WebLinkAbout26 - Instructions - Permits, Licenses, & Code Enforcement (PLCE) Software and Implementation Services (3)City of Bozeman PLCE Functional Requirements Please use the descriptions below to complete columns E - H on the subsequent tabs. Column A B C D E F G H Response Key - Column E: Response Available Response Y Y-WC N Response Key - Column G: Phase Available Response 1 2 X Indicates input cell for Respondent to supply information. Header Req # Functional Area Process User Story Requirement Response Module / System Phase Comment Description Requirement is met by proposed solution, either out of the box or through configuration. All requirements marked "Y" constitute a binding commitment that the Respondent’s proposed solution will deliver the described functionality as part of the implementation services included in the Respondent’s fixed‑fee price. Requirement is principally and materially met, but with minor, defined limitations, dependencies, or exceptions. Respondent must describe all conditions and impacts in the Comments field that prevent the requirement from being a "Y" response. This response signifies that the Respondent can and will deliver the requirement as part of the contracted implementation scope and within the fixed‑fee price, subject only to the specific conditions explicitly disclosed in the Respondent’s written response. Requirement cannot be met by the proposed solution. Description The Respondent proposes delivering the Requirement the first go-live phase. If the proposed project is full "big bang" implementation, all requirements would be Phase 1. The Respondent proposes delivering the Requirement the second go-live phase. For example, a project that proposes Financials go-live first, followed by HCM would have the Financials Requirements as a "1" and the HCM Requirements as a "2." The effort to deliver Phase 2 shall be included in the fixed fee price. The Respondent proposes delivering the Requirement during a subsequent phase. The effort to deliver Phase X shall be included in the fixed fee price. Description Requirement number The functional areas described in the Process Scope of the RFP The specific process area within a Functional Area Specific requirement the City has for the new ERP system Respondent replies with its ability to meet the requirement The module or system (within the ERP or a third-party system) that will meet the requirement Anticipated phase in which requirement will be met For the Respondent to provide additional context or clarification as needed. For responses of Yes - With Conditions (Y-WC) a comment is required to explain the condition. Attachment 2.1 - Functional Requirements Req # 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 61 62 63 64 65 66 67 68 69 70 71 72 73 74 75 76 77 78 79 80 81 82 83 84 85 86 87 88 89 90 91 92 93 94 95 96 97 98 99 100 101 102 103 104 105 106 107 108 109 110 111 112 113 114 115 116 117 118 119 120 121 122 123 124 125 126 127 128 129 130 131 132 133 134 135 136 137 138 139 140 141 142 143 144 145 146 147 148 149 150 151 152 153 154 155 156 157 158 159 160 161 162 163 164 165 166 167 168 169 170 171 172 173 174 175 176 177 178 179 180 181 182 183 184 185 186 187 188 189 190 191 192 193 194 195 196 197 198 199 200 201 202 203 204 205 206 207 208 209 210 211 212 213 214 215 216 217 218 219 220 221 222 223 224 225 226 227 228 229 230 231 232 233 234 235 236 237 238 239 240 241 242 243 244 245 246 247 248 249 250 251 252 253 254 255 256 257 258 259 260 261 262 263 264 265 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System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System System Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits Permits 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GIS/Mapping GIS/Mapping GIS/Mapping GIS/Mapping Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Application Bond & Surety Tracking Bond & Surety Tracking Bond & Surety Tracking Bond & Surety Tracking Bond & Surety Tracking Bond & Surety Tracking Bond & Surety Tracking Bond & Surety Tracking Bond & Surety Tracking Bond & Surety Tracking Close out / Expiration Close out / Expiration Close out / Expiration Fees / Charges Fees / Charges Fees / Charges Fees / Charges Fees / Charges Fees / Charges Fees / Charges Fees / Charges Fees / Charges Fees / Charges Fees / Charges Fees / 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Access Mobile Access General General General General General General General General General General General General General General General General Legacy Data Integration & Search Legacy Data Integration & Search Legacy Data Integration & Search Reporting & Analytics Reporting & Analytics Reporting & Analytics Reporting & Analytics Reporting & Analytics Reporting & Analytics Reporting & Analytics Code & Permit Linkage Code & Permit Linkage Case Management Case Management Case Management Case Management Case Management Case Management Case Management General General Fee Calculation & Payment Fee Calculation & Payment Fee Calculation & Payment Fee Calculation & Payment Fee Calculation & Payment Fee Calculation & Payment Fee Calculation & Payment Inspection Scheduling & Results Inspection Scheduling & Results Inspection Scheduling & Results Inspection Scheduling & Results Reinspections Reinspections Reinspections User Story Requirement System allows attached documents to be stored directly in system System accepts large files like design plan sets (PDFs) with version tracking based on City or Applicant comments / edits System includes intake and file management for bonds and other related insurance documents required for permits System allows documents to be stored in LaserFiche (City's document management system) and referenced in the system System will archive documents based on City retention rules System will archive documents, then send to a document management system (Laserfiche) System uses role based security where security roles are tied to users System uses role based security where security roles are tied to positions Security settings can be set for modules Security settings can be set for screen or function Security settings can be set for field Security settings can be set for reports Security settings can be set for data (by chart of accounts) Security settings can be set to allow user to log in Security settings can be set to allow user to add data Security settings can be set to allow user to delete data Security settings can be set to allow user to change data Security settings can be set to allow user to view data Security integrates with Active Directory SSO and SAML compatiblefor user authentication System provides role-based access (public, staff, contractors) System supports single sign-on Workflow can be routed to users for approval Workflow can be routed to roles for approval Workflow can be routed to positions for approval Workflow can be routed to requestor's supervisor Workflow approval can be sequential (person B can't approve before person A) Workflow approval can be concurrent (person A and person B can approve at the same time, with approval from both required) Workflow approval can be group approval (approval required from person A or person B, or anyone with similar role) Workflow approval process can include both reviewer and approver (approver must approve transaction to move forward; reviewer is notified, but lack of action does not hold up process; they are only notified) Approver can be notified of workflow items through email Approver notified of workflow items through system notification on dashboard Approver can approve workflow Approver can deny/reject workflow Approver can place workflow on hold For permits, approver can issue time extension or revise period of approval. Approver can forward workflow approval Approver can enter notes to explain response (approval/rejection) Approver can request additional information during process Original requestor can view status of workflow approval path Workflow approvals can be re-routed to secondary approver without having to re-initiate the workflow from the beginning if primary approver is out (example: on vacation, sick) Workflow routes to secondary approver if primary approver is out (example: on vacation, sick) and/or primary approver does not respond in pre-defined period of time System can accommodate unlimited levels of workflow approval (please indicate limitations in comment field) System creates audit log that tracks changes to existing records, new records, and deletion of records Audit log tracks user making change, time, date of change Audit log tracks new value and old value for changes System interfaces with GIS system (ESRI GIS) System allows the GIS to act as a querying tool for license/permit/inspection data System can accept address information from ESRI GIS. Parcel and property addresses will be created and updated in ESRI GIS. System allows permit/inspection information to be retrieved by selecting a parcel or address in GIS and allows a user to select a GIS area or attribute (i.e. zoning/neighborhoods) and print a report of permit/inspection activities pertaining to that area System can visually represent data, work order data and property information on map System can report on all activity related to an address/parcel record (permits, history of payments, code enforcement history, land use changes, outstanding balance, inspection reports etc.) System can track special property tax assessments placed on a property System can track special improvement districts such as lighting and business improvement. System can track special improvement districts where properties pay a prorata share of improvements over a period of time. Property owners may pay off the "loan" early. System can generate notification to staff when a special assessment is placed on a property System can interface with the Gallatin, MT property tax system to update property ownership information System has a citizen portal to review and access public records System includes an online portal through which customers can complete and submit applications for permits, licenses, contractor registration, rental and apartment registration and zoning reviews System provides instructions / hover-over for fields to guide users System provides users with appropriate access to update user instructions System includes an online portal where complainants can submit and track code enforcement violations while logged in System includes an online portal where complainants can submit and track code enforcement violations anonymously System allows customer to pay fees online (upon approval or submittal) System allows customer to pay fees using the ERP's payment system/ portal. Please discuss any limitations in the comments. System allows customer to view their own existing applications, permits, and comments online and inspections online System allows customer to view plan review status online System allows customer to request inspections and view inspection results online System allows customer to attach/upload supporting documents when submitting permit applications via self-service portal System allows contractors, surveyors and engineers to submit a request for archived plans via self-service portal System includes an online portal through which external users can submit code enforcement complaints or service requests System allows external users to attach/upload supporting documents when submitting code enforcement complaints or service requests via self-service portal System allows external users to receive and respond to correspondence relating to code enforcement complaints and service requests System allows external users to view status and receive notifications of code enforcement complaints and service requests. System allows applicants to provide start / stop work (e.g., permit is for 10 days but City wants to know when work started and when work stopped). System is ADA compliant System supports credit card payments System (or system's payment processor) must be capable of assessing / charging cc or ACH payment processing fee (currently 3%) System interfaces with ERP (accounts receivable and cashiering systems) for payment tracking and collections information; interface can indicate the general ledger accounts that will be debited and credited for each transaction Permit, License, Code Enforcement and applicant information is tied to financial transaction in the ERP, and is accessible in the ERP to drill down into permit, license, or code enforcement case. System integrates with City's existing website so information from the system can easily/seamlessly be shared with the public System can generate reports on overall system activity, such as total number of plan approvals issued for commercial or residential, total number of inspections made, total number of inspections outstanding, total number of permits with outstanding inspections, anything code compliant related i.e. number of complaints reported, type of complaint i.e. tall grass, enforcement mowing, issued certificates of occupancy, etc. System can generate report on employees track workload and if they are meeting deadlines. System can generate reports from any field (i.e. fees paid/collected, report type, residential, commercial, total square footage of Construction, inspections made, number of complaints submitted/reported, type of complaint submitted i.e. tall grass, enforcement mowing, etc.) System allows users to view status and history of activity (e.g. user can see a plan is under review by reviewer X) System supports tracking parent-child relationships between owners and contractors System supports tracking parent-child relationships between contractors and subcontractors When permit is being issued, system has capability to auto-fill key information, such as permit number, contractor, etc. System can generate a checklist for customers regarding city processes (customer needs to do x first, then y, then z) User can create a new permit template by duplicating an existing permit template System includes automated alerts when permit period expires, bond period expires, or other key milestones like due date for warranty inspections. When looking up a property, parcel, applicant, etc., the system alerts staff if there are pending or outstanding transactions in the system. For example, when viewing a permit application, the system will alert staff if there is an outstanding code enforcement case. Also, when entering a code enforcement case, the system will alert staff if there is an outstanding permit. System allows staff in the field to access the system using wireless technology System allows staff to generate citations, inspection reports/tickets, and work orders and record information on the job site using a mobile device. Specify any limitations in the comments. System has a mobile solution so staff can record information in the field and then synchronize with the system upon reconnection to a wifi network/cellular network The system provides a real time link to interface data to the GIS for display and map printing. System accepts address information from GIS system, which serves as the addressing system of record System interfaces with GIS to communicate ownership information to inspectors in the field and in the office The system allows the GIS to act as a querying tool for data in the following areas: Permits Inspections Licenses Code Enforcement Service Requests Work Orders Information can be retrieved by selecting a parcel in GIS. Information can be retrieved by selecting a GIS attribute (i.e. zoning/neighborhoods) System can report of permit/inspection/license/code enforcement, service requests/work order activities pertaining to that area. Permit data is integrated / communicated with ESRI GIS (e.g., when permit status is changed, change reflected in GIS) System provides online self service portal for application submission System's online application submission includes dynamic forms based on permit type System auto-fills property and zoning data from GIS System auto-fills permit parent / child information where applicable System provides required document checklists with upload validation, based on permit type System supports reviewer comments, revisions, resubmittals, and phased project applications System can track the status of applications System notifies applicant when permit is approved System allows applicant to change application information after it has been submitted, up until review starts. When application information is changed by the applicant, system notifies reviewers of the changes System tracks basic project information (such as square footage, area, estimated material value, project description, contractor/applicant etc.) on the application System has required fields, including bonds and insurance System links any pre-application activity to formal application System links non-formal pre-application or application with formal submission All phases of a permit are linked together, no matter the duration between applications (i.e. Subdivision Preapp, Prelim. plat, and final plat) System flags/identifies if an application/customer is in the system (identify duplicate) System tracks customer information for application System supports permit applications where applicant is different than property owner, representative, or contractor In the case of permit application by someone other than the owner, system has a way to verify that the applicant has permission to submit the application System allows customer to view application progress System incorporates appeals processes (zoning appeals, etc.) Upon application, system shows expiration date of application if the permit has not been picked up Upon application, system stops permit application while tracking expiration of entitlements or approvals Applicant is guided through a series of questions relating to their application that will help identify what reviews/departments will be required as part of their permit process. System allows applicants and inspectors to upload documents and other inspection reports Applicant can request revisions to building permit within the self service portal A new permit application will check with existing project permits or subdivisions and tie the permit application to that larger permit. Applicant can indicate that the permit is part of a larger existing project or subdivision. Applicants can apply for permit using multiple location identifiers (e.g., address, parcel, legal description, legal descriptions available outside of recorded subdivisions (COS, township and range, geocode, etc.) Please describe any limitations in the comments Applications can be assigned to City staff System assigns fees that are due now vs due later (deferred) System generates template letters using information found in the permit application (e.g., name, project number, reviewer name, due dates). Staff can modify the required or allowed supporting documents or reviews for each permit Receiving clerks can mark documents received (from list of documents required for permit) that timestamps and audits receipt of document System publishes application details on the City’s website at predefined application stages, based on application status System provides applicants to sign attestation “form” and attach documents/files (e.g., attesting that notices were mailed and can upload picture of notice board posted) System allows public users to provide comments on portal Authorized users can reopen portions of the review for follow up review (e.g., after public notice, an additional review is required for one portion of the process) Users can configure what documents are required for review on an individual permit basis (e.g., Planner can select which documents will be required for review) System can generate planning commission agendas based on pending items System can track bonds and other guarantees for City acceptance of privately-built infrastructure System is able to prescribe project-specific bond amount as determined by City staff. System tracks performance bonds, and bond expiration date after completion of Engineering permits System documents when inspections are completed and approved which then starts a timer on performance bonds System can track fire, demo, erosion, street-cut, ROW, and other bonds System can store scanned bond documents with metadata System has release triggers based on inspections or approvals Applicant can initiate inspections during the course of the performance bond period in order to release the bond / surety System provides auto-notifications for expiring or pending bonds to applicant and staff System provides an integration with ERP for posted/forfeited amounts System can generate notices of expiring permits to customers and staff System can generate notices of expiring non-conforming permits based on plan review record signed and dated by customer System tracks permit expiration, typically 180 days or if permit it extended based on passing certain inspections System passes on credit card service fees to customers System can calculate standard fees using effective dates and user-provided formulas or tables User can update the rates in the rate tables by a percentage increase System allows City to set variable rates by business type or category System allows City to set scaled rates by occupancy type, construction type, square footage and project categories and allows tiered rates within those parameters Fees can be modified by staff or added at any step in the process. Identify fees that are optional (later determined by review) and mandatory (review fees, etc.) System has the ability to assess multiple fees including plan review fees and all permit types System allows for pre-payments on deposit for contractor/developers System allows for waiver of fees in special conditions System allows for inspection deposits associated with permits and/or projects and will track hours charged to the deposit with variable rates depending on whom inspected System adds a fee each day at the conclusion of the project past the days the project is supposed to be done (i.e. $50 day for a street cut permit) Street restoration fees are calculated within the system by using data and information entered by either the applicant or staff System to track multiple permit types at the City (building, development, street-cut, right of way encroachment, etc.) System tracks status of permit Interface to ProjectDox for electronic editing of plans (see detailed explanation in the Interfaces attachment) City staff can scan and upload paper plans to be stored in the system System will allow for sub-contractors to be included in customer file and register in system System stores history of all applications by property System stores history of all applications by customer, property owner, applicant or other role associated with an application System stores history of all applications by parcel, and location within the public right of way if applicable. System tracks project to multiple applications System tracks and reports all activity and permits relating to a parcel in one place System can search records by location System provides status reports and dashboards, configurable by user, of projects to be reviewed and other active projects. Applicant to access inspection reports and other documents relating to the permit, including inspections. System can be used schedule and track partial inspections System can be used schedule and track requested inspections System can be used schedule and track re-inspections System can be used schedule and track final inspections System allows applicant to schedule inspections in the Self Service portal System only allows customers to request inspections for permitted projects (i.e., permit inspections must be linked to a permitted project) System allows user to re-assign or approve a customer's inspection request System maintains schedule of inspections for each inspector System accommodates inspections of different type/duration (i.e. plumbing inspection that is estimated to last 30 minutes and certificate of occupancy inspection that is estimated to last one hour) and schedules inspections accordingly (please list any limitations in the comments column) System tracks scheduled inspections for a day and determines if the inspector and/or department has a full work load and no more inspections can be scheduled System has an integrated mobile inspection app/platform with offline capability System creates inspection list for inspector depending on type of permit/inspection System is used to record result of inspection System is used to attach images or other files related to inspection System schedules re-inspection for unresolved conditions for inspection failures System tracks the status of inspections System automatically assigns re-inspection fees based on defined fee schedule System allows staff to waive or modify re-inspection fee with approval System generates notice to customer of inspection result System has list of common punch list itesm available to inspectors to simplify the creation of punch lists System tracks a punch list or deficiency list System requires punch list items to be resolved prior to reinspection System supports pre-permit inspections (inspection conducted prior to permit application or issuance) and stores pre-permit inspection results by address System automatically sends reminders to customers who have not requested inspections within a user defined period after permit issue System generates reports of permits within a user defined period that have not requested inspections System allows inspections to be scheduled in the system Users may define certain fields as required for inspection request submission System notifies final approvers when project is ready for its final building inspection System will prevent final inspection from occurring until all other required inspections (fire, building, planning, stormwater, water and sewer, etc.) have been completed and passed System differentiates final inspection from routine inspections as "Final Routing" System allows inspections to be parallel System allows inspections to be sequential System will prevent an inspection from being scheduled if out of sequential order System supports re-inspections System tracks inspection hours by project System generates checklists for common inspections When certificate of occupancy is requested by the customer (this is at the time the final building inspection is scheduled), the system will send notifications to each department for their final review System is able to invoice and intake construction inspection fees by hour, if this becomes a future City practice. System can track required third party testing submissions and results for City acceptance of privately-built infrastructure Applicants can upload inspection reports or self certification form for approval by inspectors. System alerts applicant and staff nearing the application expiration (180 days), including the initial permit and restarted 180 days based on extensions generated from passing benchmark inspections System allows applicant to request permit extension for specified length of time, depending on permit time System requires workflow approval to approve permit renewals System allows staff with appropriate security to add or adjust fees relating to permit extensions System will not allow permit to be issued until certain items are completed, i.e. contractor is licensed, permit fee is paid, etc. System generates official permit documents upon approval System allows project-specific conditions be added to permits System allows applicants to Expiration and renewal logic System provides Certificate of Occupancy/Completion generation/COA for specified permits upon final approval System identifies certain inspections as benchmark inspections that restart the 180 day lifespan of the permit System provides “batch stamp” (i.e., final approval watermark) on submitted plan documents Batch stamp can be placed at various locations on the document by users to avoid covering key document information Users can configure who receives notifications when permit / review changes status (e.g., GIS notified at permit approval, Department notified when permit passes pre-screen) System provides notification to the applicant and staff of expiring site plan approval/entitlement System tracks distribution and receipt of legal documents (annexation agreements, improvement agreements) System allows reviewers to record comments on application System allows reviewers to record conditions to be resolved by applicant on application System allows reviewers to record notes of meetings or communications with the applicant on application System allows reviewers to record result on application System sets durations for review periods (e.g., 15 days) System is configured where different permit types require different specified documents and undergo different specified reviews. Reviewers can have skills / qualifications so reviews can be assigned to them based on application type Version-controlled document management Browser-based markups, stamps, and comments Consolidated correction letters with templated language Support for multiple reviewers and layered feedback Integration with ProjectDox markup tools (see detailed explanation in the Interfaces attachment) System stores electronic plans for review System provides version control and tracking for plans and other documents System supports viewing electronic plans from mobile device in the field System creates plan review checklists for different types of reviews Checklists are easy to update and manage Task list can be developed for review steps, and tasks can be completed in sequence or parallel When reviewer completes review, system marks task as done Comments can be seen in real time by applicant (though can’t resubmit until get task back) Ability to create task lists and assign internal tasks (e.g., City only activities but multiple people City staff would have tasks to complete) System routes plans to applicable reviewers for review System enforces user-defined deadlines for reviewers to enter comments System tracks multiple reviewers that need to review plans System allows multiple reviewers to provide comments at the same time System can schedule and assign preliminary plan review appointments System allows reviewers to comment / mark up plans System to Track number of drawings submitted per review cycle and to assess a fee based on volume of resubmitted sheets System provides itemized resubmitted documents fees City staff with appropriate access roles have the ability to waive the fees assessed for resubmitted documents System tracks all history of plan review comments System provides comments and/or marked up plans to submitter As reviews are completed at various steps of the review workflow, applicant can view submitted reviewer comments and conditions before all reviews in the workflow have been completed System tracks conditions for approval System notifies customer if/when conditions for approval are not met System sends reminder notification to customer if conditions for approval are not met within user-defined timeframes System automatically creates inspection records based on review type (i.e. a completed plumbing review will create a plumbing inspection record). System will track comments throughout entire review process from initial review to permit issuance System can generate review checklists System adds review steps if application or location criteria are met Users can add review steps? For example a project that is not usually publicly noticed requires a public notice due to special circumstances. Depending on permit type, system does not allow resubmittal until all comments have been addressed. System generates reminder notifications to applicants for resubmittals until a complete resubmission occurs. System generates required inspections from templates, but also can manually adjust the required inspections. System can be access by third party contractors to access the system to review and comment on plans and documents, but not be allowed to access and/or download other permit/application data that is not relevant to their inspection. System process a pre-check for missing sheets or required data System flags common errors and property status (e.g., code violations, egress issues) System can identify and auto-extract key fields (e.g., occupancy, floor area) System learns to improve recommendations over time System has triggers for special review routing Ability to incorporate the use of automated plan review by AI or other technology System has configurable workflows by permit type, project scope, or district System allows parallel and sequential routing options System tracks due dates of reviews and provides auto-escalation in the event an application or inspection is not conducted System allows for tasks to be reassigned by others (with proper rights) and review delegation by staff when they are out of office System allows for individuals from multiple departments and outside agencies to conduct reviews and inspections System can integrate with Code Enforcement database so that properties with violations can be identified by reviewing staff completing Zoning Verification letters, etc. System fully automates business license issuing, renewal and payment processing System supports issuance of various types of licenses, including solicitor, food truck, landlord registration, contractor registration, and voluntary new business (indicate any limitations in the comments column) System tracks the following for each license: Business name & address owner name and address parcel # email business type information # of employees manager name and address. System can search records by location System sets durations for review periods (e.g., 15 days) System can track businesses that may be exempt from a certain license type System allows user to view business license history at a given property System accommodates multiple licenses at the same business location System is integrated with accounts receivable and cashiering (in the ERP) for tracking and collecting payments System provides billing for licenses fees System adds late fees for unpaid licenses System allows for multiple license durations (i.e., annual, quarterly, semi monthly, monthly) System tracks the date that business record was last updated System maintains an audit log of changes to license information and prior transactions System processes business transfers System tracks exempt businesses System has miscellaneous notes regarding business. System tracks the number of "allowable" licenses (e.g., only allow x liquor licenses in City) System can process and track multiple licenses at the same business location System is configured to process and manage annual license renewal System can generate business license certificate and user/customer can print certificate from system System can issue licenses that are valid for a specified period of time (i.e. 12 months) from the date of issuance System can issue licenses where all similar license types expire on the same date System defines an expiration date for each business license issued System notifies appropriate staff that a license is approaching expiration at user-defined interval System provides auto-notifications for annual renewals System provides ability to adjust fees or amounts charged System tracks online short term rental listings for ongoing registration compliance System allows businesses to apply for and renew licenses online in a self service portal Applications can be assigned to City staff System links address database to the business license application. System provides list of available licensed contractors for populating into active projects for permit application System can calculate license fees due to the City System assigns fees that are due now vs due later (deferred) System calculates business license fee based on license type and other attributes as defined by the City System allows user to view outstanding fees for any business System provides an indicator for a transferred business - Used when an owner sells business. System collects flat fee based on location of contractor (in city or working in city) System is configured to apply late fees/penalties for business license receipts not renewed on time. System has fee calculation options for initial and renewal fees based fixed and variable metrics System maintains a financial history consisting of new business license receipt charges, renewal charges, adjustments, penalties, and payments for the life of the business license receipt. System provides rate calculations that include base charges, minimum charges, maximum charges. System pro-rates for partial year payments. System provides multiple fee structures with an effective date for each. System automatically determines the fee structure based on issue date of license. System tracks delinquent payments for licenses System tracks the date the business paid their license Credit card payments are PCI compliant System has a web-based payment option System accommodates exemptions for business that are exempt from normal fees and charges. System supports upload of documentation for initial review, or renewal such as proof of other licensure. System can bill on an alternative address System has the ability to charge for special fees and assessments based on a user defined criteria. This criteria can include (but not limited to) business type and parcel location. System can process batch renewal for current licenses System will apply penalties for non-renewals System creates custom reports as needed System can initiate and process refunds System can process receipts directly through the module/application. System can process receipts through the integrated Cashiering/Cash Collection System that is part of the ERP System interfaces with General Ledger to record financial transactions sufficient to record and track revenue and reconcile all bank transactions System generates cash receipts listings by day, by operator, including total detailed receipts with appropriate general ledger account numbers. Users can quickly view outstanding fees for any business. System audits all entries by user ID with name and date stamp System is configured to identify the general ledger accounts that will be debited and credited for transactions related to each business license receipt code. System prints, issues and tracks various types of business license receipts. System tracks receivables and aging System provides aging reports that can be run as of a date specified by the user System can create user-defined renewal letters for each type of license System generates license renewal letter with user-defined text Staff can send license renewal letter from the system System generates renewal reminders Create user defined renewal letters for user defined classification codes. System will automatically generate user defined renewal letters/email/notification System provides reminder letters at 0, 30, 90, 120, and user defined day increments with user defined text for each reminder notice System assesses penalty for late renewal System interface to a common property file which may be cross referenced by the software vendor’s utility billing, building permits, and other property related applications. System prints user defined renewal letters for all licenses expiring within a specified range of dates. System allows for automated generation of unpaid license on the next years license bill. System automatically renews license if valid conditions are met and print renewed license after successful payment System accommodates additional user defined fields that may be used for fee calculation to accommodate unforeseen changes in fee requirements in the future. System rolls user defined unpaid classification fees to new fiscal year. System utilizes workflow to accommodate the City business rules for each type of license System workflow to notify appropriate staff that a license is approaching the expiration System workflow to notify licenses holder that a license is approaching the expiration System workflow will generate communication with license applicant to provide necessary information related to the application System accommodates different workflows for each type of license System can requires inspections or other workflow items for specified licenses (fire inspections) System can conduct the following activities from the field: Generate and review emails Accommodate new license applications Collect license payments Approve/accept licenses Print business license receipt at business site. Access the business license receipt module/application using wireless technology. Print notices System allows for easy access for completing new business license application, printing application information for field license inspectors. Has a wireless component that enables staff to utilize laptop computers (or other field input devices) in the field for conducting inspections and printing notices. System can track mandatory, inspection-generated and complaint-based code enforcement actions System can track evidence of code enforcement violations System can generate list of code enforcement follow-up actions (i.e., if a particular violation is noted in the system, the system can generate a list outlining what the property owner needs to do to address/correct the violation) System can produce code enforcement violation listings with related fines and fees System can generate notifications to enforcement staff System can generate/populate Motor Vehicle Records related to VIN # or License Plate System can generate multiple types of fines based on City Ordinances System tracks escalation of enforcement actions System can generate invoices for non-compliance System can generate case and violation number System can create a case to track the citation activity (type, purpose (routine, complaint), date issued, etc.) System can track the number of complainant requests filed/submitted and abated/complied System will allow City to label complainant requests through use of a drop down box (i.e. a request is submitted / entered City can label complaint i.e. tall grass, enforcement mowing, etc.). System notifies current property owner of violation notices System processes certified letters to mail violation notices System assesses penalties if necessary System provides a searchable archive of legacy permits, plans, inspections System includes metadata tagging for source, reliability, and completeness System allows public or staff-facing history views by parcel System provides tracking and reporting analytics through canned reports, dashboards and widgets System tracks and can report metrics in the following categories: Time to issuance, review cycle time, and backlog metrics Permit volume by type, district, project type Inspector workload and performance reports System provides exportable reports (PDF, Excel, CSV) based on industry best-practices, open data-set that can be queried System provides configurable dashboards by role (admin, reviewer, exec) System can generate code enforcement cases from failed permits System ties violations or stop-work orders to active permits System ingests cases from self service portal or entered into system System allows for uploading/populating templated documents pertaining to Code Enforcement related matters System can tie related cases and properties Viewers can view and track case status via self service or system System tracks and assigns inspections, reporting, findings, recommendations, and next steps System tracks all communications System tracks court proceedings System generates citation notices System accepts scanned uploads of Notice to Appear and Complaints Users can apply fees or penalties by flat rate or variable rate System integrates with finance system for invoicing and payment posting/collection System allows issuance of refunds System reports payment history to internal users and to the public System supports payment kiosk to be installed at court to receive payments for civil judgements, parking tickets, etc. System supports accounts receivables and collections, including dunning letters (30/60/90 days past due) System accepts payment plans (approved by authorized staff) or accept partial payments System schedules inspectors automatically or manually System optimizes inspection routes System has an integrated mobile inspection app/platform with offline capability System allows inspectors to document inspections in the field, including pass/fail, reinspection logic, photo management, and field notes Defendants can provide photos or videos with metadata to illustrate compliance with the complaint. Defendants can update their code record in the portal to alert the City that work has been completed. Defendants to pay online through the portal for civil fines Response Module / System Phase Comment