Web-Based Permitting, Code Enforcement, Licensing and Citizen Request Software

Overview

Business Systems (ERP, CRM & POS)

Dardenne Prairie, Missouri, United StatesPosted 2 months agoDeadline: March 20th, 2026

Fit Score

Settle Intelligence

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SUMMARY

Missouri city requests a cloud-hosted, mobile-friendly software solution for permitting, code enforcement, licensing, and citizen request management.

KEY REQUIREMENTS

Procurement of a web-based system supporting Permitting, Concerns/Requests (Citizen issues), and Licensing
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
Licensing module for storing and managing city-issued licenses
Automated letter generation (mail/email) using templates and data merge
Mobile-friendly and responsive experience for public and staff
Reporting, dashboards, and export capabilities
Role-based security, audit logs, and data retention features
Migration of existing data from current platform
Cloud-hosted SaaS solution (vendor-hosted) preferred
Support for standard browsers (Chrome/Edge/Safari) and common mobile devices (iOS/Android)
Support for SSO, MFA, and compliance with records retention/public records (may be required)
Branded public portal with city logo and colors
Account creation and login with optional guest submission for concerns
User dashboard showing submitted items, statuses, tasks, fees, messages, and documents
Configurable permit application forms by type
Save-and-resume applications
Upload supporting documents with configurable size limits
Configurable fee calculation (flat, valuation-based, per-unit)
Online payments (credit/debit/ACH) and receipt generation
Status tracking with clear stage labels
Online issuance of permit/certificate as PDF
Inspection requests with date/time window, staff assignment, and field results posted to portal
WCAG-aware design for portal accessibility
Permit intake queue, completeness checks, and assignment to reviewers
Configurable workflow steps by permit type
Plan review tools including commenting/corrections cycles and required revisions tracking
Conditions/notes stored in record and optionally shown on issued permit
Configurable permit numbering rules
Inspections module for scheduling, assignment, results, pass/fail, reinspection tracking, and mobile inspector view
Fee management including adding/removing fees, adjustments, refunds, and tracking paid/unpaid status
Document management for all uploads and staff-generated documents with versioning
Record search by address, parcel, applicant, contractor, permit number, date range, type, and status
Public submission form for concerns (mobile-friendly, anonymous configurable)
Category/type selection for concerns (e.g., code complaint, trash, street issue)
Ability to attach photos/videos to concerns
Address/location entry with validation (map optional)
Internal case management for concerns including assignment, status stages, internal notes vs. public updates, and communication log
Ability to link concerns to address/property, permit, and license records
SLA/target tracking for concerns (optional)
Outcome codes and closure reasons for reporting on concerns
Configurable license types (e.g., business, liquor, food truck, contractor)
License record including holder info, address, contact, email, number, issue/expiration date, and status
Document storage for licenses (applications, insurance, bonding, certificates)
Renewal workflow with automated notices, online submission, and payment
Ability to associate a license with permits (e.g., contractor license required)
Search and reporting by license type/status/expiration window
Ability to flag expired/ineligible licenses and restrict permit submission
Configurable letter templates with data merge from record fields
Automated letter generation based on triggers (status change, missing documents, corrections, approvals, renewal windows)
Output formats: PDF (required), email body
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)
Accept online payments and track payment status per record
Support partial payments
Provide receipts (portal + email)
Reconciliation reporting (daily/weekly exports)
Refund support with audit trail (role restricted)
Staff dashboard by role (permits in queue, inspections today, concerns aging, licenses expiring)
KPI tiles (average time to issue, open concerns by category, renewals due)
Standard reports (permits by type/status/date range, revenue by fee type, inspection pass/fail rates, concerns by category/ward/status/aging, licenses expiring/expired list)
Export reports in CSV/XLSX/PDF formats
Report scheduling and email delivery
Configurable permit types, workflows, statuses, concern categories, routing rules, license types, renewal rules, fee schedules, rules, exemptions, letter templates, and triggers
Role-based permissions and granular access controls
Audit logs for changes to records, fees, statuses, templates
Configurable system-wide settings (branding, portal texts, contact info)
Configurable data retention rules
All portal screens and critical staff workflows usable on smartphones, tablets, and desktop browsers
No horizontal scrolling required for core tasks on mobile devices
Field staff (inspectors/officers) must be able to view assignments, open records, add notes/photos, and update status
Typical page loads under 3 seconds on normal broadband
Supports concurrent users appropriate for small city usage
SaaS uptime target ≥ 99.5% (vendor to specify)
Documented backups and disaster recovery with RPO/RTO
Role-based access control for security
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
Public records retention support (export, retention policy alignment)
Configurable redaction/limited visibility of sensitive fields
ADA accessibility considerations for public portal
Support for integration via API and/or standard connectors
Common integrations: payment processor, email service (SMTP/O365/Google), GIS/address validation, document storage, Single Sign-On (SSO) (Azure AD/Entra ID), finance export (CSV or accounting software integration)
Core data entities: Property/Address record, Person/Organization, Permit, Inspection, Concern/Case, License, Fees/Payments, Documents, Letters/Notices, Communication log
Universal search across modules by address, name, ID number, date ranges, status
Automated email notifications to applicants for submission confirmation, corrections requested, approval/issuance, inspection scheduled/results, closure
Automated notifications for staff for new submissions, overdue items, licenses expiring soon
Configurable notification rules and templates
Communication log retained per record
Vendor provides implementation plan with timeline, responsibilities, and training
Data migration support for existing permits and concerns/cases
Training for admins (configuration/templates) and staff roles (permits/concerns/licenses)
Quick-start guides for public portal support
Go-live support and hypercare period

BUDGET

Estimate

$250,000 – $750,000

TIMELINE

Proposals must be submitted no later than March 20th, 2026 at 10:00am.

Proposals will be publicly opened on March 20th, 2026 at 10:00am.

Issuing Agency

City Of Dardenne Prairie

Organization overview and procurement intelligence available on paid plans.

See Issuer Research

DESCRIPTION

The city seeks a vendor to provide a web-based software solution encompassing permitting, code enforcement, licensing, and citizen request functionalities. The platform should offer a public portal for online permit applications, licensing, payments, status tracking, and inspection scheduling, streamlining interactions between residents and municipal staff. Internally, the system must support workflows for permit review, conditions, approvals, fee management, inspections, and certificate issuance.

The solution should feature a mobile-first module to handle resident-reported issues such as code complaints, potholes, and nuisances, as well as a licensing module for managing various city-issued licenses—including business, contractor, and vendor licenses. Automated letter generation using templates and data merging, robust reporting, dashboards, export capabilities, role-based security, audit logs, and data retention are required. A seamless migration of existing data from the current platform is essential. The city prefers a cloud-hosted SaaS solution compatible with standard browsers (Chrome, Edge, Safari) and common mobile devices (iOS and Android).

Vendors should ensure the software is mobile-friendly and responsive for both public users and municipal staff.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.