The (City/County/Town) desires a software program already designed (“off-the-shelf”) to perform these and other
specified functions. It is not the intention of the City to have software specifically created for these purposes in
response to this request for proposal.
 

The software package (specific version proposed) must be completely “real-time” and should have a verifiable

history of success in the management of municipal permitting and inspections processing. The City/County/Town

has identified the following issues and system features as being important and should be addressed thoroughly

in your proposal.  The software must be a “real-time” package where all files affected by transactions are updated

at the time the transaction is entered.  The system must be capable of simultaneously processing multiple

transactions (inquiry, update, report generation) from multiple users.  The system must be able to accommodate

the addition of workstations simply and cost effectively without significant increase in response times.

Software Features - General:

 

1. The proposed request for service software should make use of the following features:

 

Windows NT 4.0, Windows 95/98, Windows 2000 & Windows XP compatibility

Graphical user interface

Pull-down menus, scroll bars

Edit screens for the files should allow additions, edits and deletions
 

Browsing capability should be built into the system to allow easy search and retrieval

 

2. User maintainable tables that can be accessed when entering or updating permit

applications to eliminate redundant data entry.

 

3. Describe how the proposed system would allow for additions, deletions and changes

to data elements.

 

4. Movement among screens should be simple.  A maximum of 3 screens per permit

record is desired.

 

5. Print screen capability is desired.

 

6. Provide samples of the standard reports/screens available with the system you propose.

Discuss the procedures for generating ad hoc reports.

7. The databases(s) must be ODBC compliant.

The software should be designed to include the following specific features:

 

1. The system should allow for entry of historical (closed) permits and active permits issued

prior to installation. The system should allow for relating trade permits to a building permit.

The user should be able to look up permits by permit number, tax map number, owner name,

or contractor.

 

2. The system should track permits through the following phases:

 

a) Application and approvals

 

b) Issuance without conditions

 

c) Issuance with conditions

 

d) Work in progress

 

e) Work completed – final inspection has been done and was approved

 

f) Certificate of Occupancy (when applicable)

 

3. The system should print all permits on standard letter size paper. The user should be

able to specify the number of copies required.  The system should be able to reprint a

permit at any time.

 

(If your department does not receive payment in your office:)

 

The system should also print a payment “coupon” with the appropriate data for the

applicant to present to the Finance Department when making payment.

 

(If your department does receive payments in your department:)

 

The system should automatically track payments, allowing for payment by cash, check,

and credit card or any combination.  The system should allow for payments for any reason

and create revenue reports on demand.  The revenue report must summarize payments by

account number and show payment detail, including Date Received, Received From,

Payment Method, Purpose of Payment and Transaction Number.

 

4. The system should calculate the fee based on user input and automatically calculate

any additional fees imposed by another agency (i.e. state/county imposed fees) that the

City/County/Town must collect.

 

5. The system should include the following user maintainable tables:

 

a) Contractor database – Including company name, address, voice & fax phone numbers,

email address, contact name, type of contractor, up to 6 municipal and/or state licenses

with expiration dates, accumulated YTD value of permits issued, bond number and

amount, alert fields and general remarks.

 

b) Parcel database – including owner(s) name and address, parcel address, tax map

number, tax account number, and any features of existing structures.

 

c) Inspection Types database – including the ability to define inspection sequences.

 

d) Architect/Engineer database – names and addresses of professional firms who

submit documents to this department.

 

(For Virginia jurisdictions)

e) Mechanics’ Lien Agents database – names and addresses of firms who place

mechanics’ liens on various construction projects.

 

f) Inspector database – names and ID’s of inspectors.

 

g) Neighborhood/District database – name and ID to define specific areas

of the jurisdiction.

 

h) Project Code database – description and ID to categorize various type of permits

according to the type of work.

 

i) Account Codes database – to define the general ledger account numbers required

by Finance so that funds generated by this department can be properly credited.

 

j) Fee Table database – Separate fee tables for each type of permit.  The fee tables

should be flexible and allow for any type of fee structure.

 

6. The permit application process should allow for routing to departments that must approve

applications prior to issuance.  The system should allow for the department to view, approve

or deny, and enter comments for those applications that have been routed to it.  The system

should also allow for the Inspections department to enter approvals received from any

department.

 

7. The system should allow for both permit-related inspections and code enforcement

inspections (trash, weeds, junk cars, zoning violation complaints).  The system should

allow for scheduling on any date desired and by any inspector.  The system should

provide for resolution of failed inspections.

 

8. The system must print out inspection tickets for any inspection requests on a specific

day, in total or by inspector and be capable of downloading inspection request records

to a hand-held PC (running Windows CE) or laptop computer.  The system must also have

the capability of uploading from an H/PC and automatically update the inspection master

database.

 

9. The system should have the capability to track the applications to and decisions made

by various ancillary governing boards (Zoning Board, Planning Commission, etc.)

associated with this department.

 

10. Reporting functions should include the following:

 

a) Daily and periodic (user defined date range) revenue reports with summary

by account number and payment detail.

 

b) Monthly activity report – including subsections by major groups or permit type

(new residential, residential alternations, new commercial construction, etc.).

The report should also include a summary by project type including work values

and number of permits, number and detail of any certificates of occupancy issued

during the month and summary totals of revenue generated.

 

c) Periodic reporting (user defined date range) for a specific permit type or

all permits including number of permits, inspections and revenue generated.

 

d) The system should generate the required data to complete the Bureau of

Census and Dodge reports.

 

e) The system should be able to generate inspection histories for any permit

or set of related permits.

 

f) The system should be able to generate a report for all activity for a

specific address.

 

g) The system should be able to generate a report for all failed inspections

that have not been resolved.

 

h) The system should be able to generate a report for all permits that have had

no activity for at least six (6) months.

 

i) The system should be able to generate a report for a specific contractor or

all contractors, with detail or summary totals only, for a specific year.

 

j) The system should generate a periodic report for any cases presented

to the various governing boards associated with this department.

 

k) The system should be able to generate a bill for charges incurred for re-inspections.

 

l) The system should generate listings for any user-maintainable database.

 

m)The system should generate a list of contractors by qualification.

 

n) The system should allow for all reports to be printed on screen or

directed to the appropriate printer.

 

11. The system should allow for lookups (read-only) of permit and cases by permit/case

number, owner name, address, and tax map number.

12. The system should allow for manual updating of the parcel database on demand
to reflect any changes in ownership, parcel status, lot splits, etc.

The following language may also be applicable, depending on the responsibilities of your department:

The system should be able to issue and maintain the City/County/Town's contractor license
master database and print renewal notices on demand.

The system should be able to issue and maintain the City/County/Town's general business
license master database.  The business license module should be able to track:  Trade name,
physical address, corporate name, corporate address, voice and fax telephone numbers, type
of business (SIC code), tax rate for type of business, fee(s) paid for the current license year,
gross receipts, and any other basis for tax calculations.  The module should create a business
license record, print the license, and issue a receipt in one step.

The system should include an Rental Unit License Module.  This module should track
Owner's name, address, phone, and Agent's name, address, phone and physical address
of the rental unit(s).  The system should track past inspections, next scheduled inspection,
and fees for each license.  The system should print the payment receipt and license in
one step.

The system should be able to create and maintain the City/County/Town's master database for
"yard sale/garage sale" permits. The system should print the permit and receipt in one step.
The system should also track the number of "yard sale/garage sale" permits issued to a given
address during the previous 12 months.

The system should be able to create and maintain a master database for inspections conducted
on an annual basis (i.e. fire/safety/elevator/sign inspections). This module should track business
name and address, description of items to be inspected, date and results of inspection, any charges
associated with the inspection, and date paid.

The system should be able to create and maintain the City/County/Town's dog license master file.
The module should create the record, calculate the fee, print the license, and issue a receipt in one step.

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