procurement of web-based system that supports Permitting, Concerns/Requests (Citizen issues), and Licensing for the City of Dardenne Prairie

City of Dardenne Prairie
Request for Proposal

The City of Dardenne Prairie invites sealed bids for the procurement of web-based system that supports Permitting, Concerns/Requests (Citizen issues), and Licensing for the City of Dardenne Prairie

Proposal must be submitted to the City Hall, located at 2032 Hanley Road, Dardenne Prairie, MO 63368, no later than 3/20/2026 at 10:00am. Late bids will not be considered.

Instructions to Bidders

1. Proposal Submission

• All proposals must be sealed and clearly marked "Proposal for Dardenne Prairie Permit Software" on the envelope.
• Submit bids to:
  City Clerk
  2032 Hanley Rd, Dardenne Prairie, MO 63368

1. Proposal Opening

• Proposals will be publicly opened at 2032 Hanley Rd, Dardenne Prairie, MO 63368 on 3/20/2026 at 10:00am.

1. Contact Information

• For inquiries, contact:
  Rose Maresca
• IT Manager
  636-755-5326
  ITManager@dardenneprairie.org

Bid Form

Bidders must complete the attached Bid Form, including company details, pricing, delivery schedule and Support.

Specifications

• Public portal for online permit applications, licensing, payments, status tracking, and inspections scheduling.
• Internal workflow for permit review, conditions, approvals, fees, inspections, and certificate issuance.
• Mobile first concerns module for resident-reported issues (e.g., code complaints, potholes, nuisance).
• Licensing module for storing and managing city-issued licenses (business, contractor, vendor, etc.).
• Automated letter generation (mail/email) using templates and data merge.
• Mobile-friendly & responsive experience for public and staff.
• Reporting, dashboards, and export.
• Role-based security, audit logs, retention.
• Migration of existing data in current platform

Primary user roles (minimum)

• Public User (Resident/Business/Contractor)
• Permit Technician (intake, completeness checks)
• Reviewer/Inspector (plan review, inspections, field notes)
• Code Officer (concerns investigation, enforcement actions)
• Licensing Clerk (issue/renew/revoke licenses)
• Finance User (fees, refunds, reconciliation)
• Admin (configuration, templates, roles, audit)

Assumptions and Constraints

• Solution should be cloud-hosted SaaS preferred (vendor-hosted)
• Must support standard browsers (Chrome/Edge/Safari) and common mobile devices (iOS/Android)
• City may require SSO, MFA, and compliance with records retention/public records.

Functional Requirements

Public Portal (Custom Portal + Online Permit Capability)

1. Branded portal (city logo & colors).
2. Responsive/mobile-friendly UI.
3. Account creation and login; optional guest submission for certain concern types.
4. User dashboard showing:

• Submitted permits/concerns/licenses
• Current statuses, tasks needed, fees due
• Messages and documents

Online permits
5. Permit application forms configurable by permit type (building, electrical, fence, occupancy, etc.).
6. Save-and-resume applications.
7. Upload supporting documents (plans, photos, contractor docs) with size limits configurable.
8. Fee calculation (flat, valuation-based, per-unit, or configurable rules).
9. Online payments (credit/debit/ACH if supported) and receipt generation.
10. Status tracking with clear stage labels (Submitted → In Review → Corrections → Approved → Issued → Closed).
11. Online issuance of permit/certificate as PDF (with permit number and details).
12. Inspection requests:
- Request inspection date/time window
- Staff assignment and confirmation notifications
- Field results posted to portal

Portal accessibility
13. WCAG-aware design.

Permitting (Internal Staff Workflow)

1. Permit intake queue, completeness checks, and assignment to reviewers.
2. Configurable workflow steps by permit type (routing rules).
3. Plan review tools:

• Commenting/corrections cycles
• Required revisions tracking

Conditions/notes stored in record and optionally shown on issued permit.

Permit numbering rules (configurable).

Inspections module:

• Schedule, assign, results, pass/fail, reinspection tracking
• Mobile inspector view (field-friendly)

Fee management:

• Add/remove fees, adjustments, refunds (permission-based)
• Track paid/unpaid; prevent issuance if required fees unpaid

Document management:

• All uploads stored under record
• Staff-generated documents stored and versioned

Record search:

• By address, parcel, applicant, contractor, permit #, date range, type, status

Concerns / Requests (Resident Issues)

1. Public submission form (mobile-friendly) & anonymous (city-configurable).
2. Category/type selection (code complaint, trash, street issue, animal, nuisance, etc.).
3. Attach photos/videos (size/format rules).
4. Address/location entry with validation (map optional).
5. Internal case management:

• Assignment to officer/department
• Status stages (New → Assigned → Investigating → Action Taken → Closed)
• Internal notes vs. public-visible updates (configurable)

Communication log: all emails/letters/phone notes tracked.

Ability to link concerns to:

• Address/property record
• Permit record
• License record (where relevant)

SLA/target tracking (optional): time to first response, time to close.

Outcome codes and closure reasons for reporting.

Licensing (Store City Licenses)

1. License types configurable (business license, Liquor License, Food Truck License, contractor registration, vendor permit, etc.).
2. License record includes:

• License holder info, address, contact, e-mail address
• License number, issue date, expiration date
• Status (Active, Expired, Suspended, Revoked)

Document storage for licenses:

• Applications, insurance, bonding, certificates

Renewal workflow:

• Automated renewal notices
• Online renewal submission + payment

Ability to associate a license with permits (e.g., contractor license required for certain permit types).

Search and reporting by license type/status/expiration window.

Ability to flag expired/ineligible licenses and restrict permit submission where required.

Automated Letters (Residents and Contractors)

Templates

1. Letter templates configurable by staff.
2. Data merge from record fields (name, address, permit #, case #, dates, fees, and inspector notes).
3. Template categories:

• Permit submission notice
• Permit approval/issuance letter
• Inspection result notice
• Concern acknowledgment
• Violation notice / compliance letter
• License renewal reminder
• License suspension/revocation notice

Generation and delivery
4. Generate letters automatically based on triggers:

• Status change
• Missing documents
• Corrections requested
• Approvals/issuance
• Renewal windows (e.g., 60/30/7 days)

1. Output formats: PDF (required), email body.
2. Delivery methods:

• Email (required)
• Print queue/export for mailing (required)

Store letter outputs in the record with timestamp, sender, and template version.

Support for bilingual templates (optional but desirable depending on city needs).

Payments and Receipts

1. Accept online payments and track payment status per record.
2. Support partial payments.
3. Provide receipts (portal + email).
4. Reconciliation reporting (daily/weekly exports).
5. Refund support with audit trail (role restricted).

Reporting and Dashboards

Dashboards

1. Staff dashboard by role (permits in queue, inspections today, concerns aging, licenses expiring).
2. KPI tiles: average time to issue, open concerns by category, renewals due.

Reports
3. Standard reports:

• Permits by type/status/date range
• Revenue by fee type/date range
• Inspection pass/fail rates
• Concerns by category/ward/status/aging
• Licenses expiring in X days; expired list

1. Export formats: CSV/XLSX/PDF.
2. Report scheduling + email delivery.

Administration and Configuration

1. Configurable:

• Permit types, workflows, statuses
• Concern categories, routing rules
• License types, renewal rules
• Fee schedules, rules, and exemptions
• Letter templates and triggers

Role-based permissions and granular access controls.

Audit logs:

• Who changed what/when (records, fees, statuses, templates)

System-wide settings (branding, portal texts, contact info).

Data retention rules configurable (or at least documented and supported).

Non-Functional Requirements

Mobile-Friendly / Responsive

• All portal screens and critical staff workflows must be usable on:
• Smartphones (iOS/Android)
• Tablets
• Desktop browsers
• No horizontal scrolling required for core tasks.
• Field staff (inspectors/officers) must be able to:
• View assignments
• Open records
• Add notes/photos
• Update status

Performance

• Typical page loads under 3 seconds on normal broadband.
• Supports concurrent users appropriate for small city usage.

Availability & Reliability

• SaaS uptime target ≥ 99.5% (vendor to specify).
• Backups and disaster recovery documented with RPO/RTO.

Security

• Role-based access control.
• MFA for staff accounts (required).
• Encryption in transit (TLS) and at rest.
• Audit logs retained (minimum 1 year, preferably longer).
• Vendor to disclose security program and incident response practices.

Privacy & Compliance

• Public records retention support (export, retention policy alignment).
• Configurable redaction/limited visibility of sensitive fields.
• ADA accessibility considerations (public portal).

Integrations (Desired / Required Where Applicable)

Vendor should support integration via API and/or standard connectors.

Common integrations

1. Payment processor (vendor-supported options).
2. Email service (SMTP/O365/Google) for notifications and letter delivery.
3. GIS/address validation.
4. Document storage options (native + export).
5. Single Sign-On (SSO) (Azure AD/Entra ID).
6. Finance export (CSV, or integration with accounting software if used).

Data Requirements

Core data entities

• Property/Address record (with history)
• Person/Organization (residents, contractors, businesses)
• Permit
• Inspection
• Concern/Case
• License
• Fees/Payments
• Documents
• Letters/Notices (generated artifacts)
• Communication log (messages, calls, emails)

Search requirements

Universal search across modules by address, name, ID number, date ranges, status.

Notifications and Communications

1. Automated email notifications to applicants for:

• Submission confirmation
• Corrections requested
• Approval/issuance
• Inspection scheduled/results
• Closure

Automated notifications for staff:

• New submissions
• Overdue items
• Licenses expiring soon

Configurable notification rules and templates.

Communication log retained per record.

Migration and Implementation Requirements

1. Vendor provides implementation plan with timeline, responsibilities, and training.
2. Data migration support for:

• Existing permits
• Existing concerns/cases
  (City to confirm volume; vendor to define approach and costs.)

Training:

• Admin training (configuration/templates)
• Staff role training (permits/concerns/licenses)
• Quick-start guides for public portal support

Go-live support and hypercare period.

Evaluation Criteria

Bids will be evaluated based on the following criteria:

• Price
• Modern UI and easy to use and configure
• Compliance with requirements
• Delivery schedule
• Support
• Vendor experience and references

General Conditions

• The City of Dardenne Prairie reserves the right to reject any bids.
• Bids must remain valid for 30 days after the bid opening date.

Attachments

• Proposal Form
• Sample Contract

Proposal Form

Click Here for Form