Plan Review & Project Management Software

The Town of Vienna is seeking proposals from qualified firms to provide a secure, cloud-based software platform that manages applications for planning, zoning, and site development permits. The platform shall facilitate electronic submission, review, tracking, and case management, including reviewer comments, approvals/denials, and related workflow functions. The system must support the Town’s multi-department review and regulatory processes, including concurrent review, deadline management, internal coordination, and applicant transparency. The system must also support coordination with advisory boards and decision-making bodies such as the Town Council, Planning Commission, Board of Zoning Appeals, Board of Architectural Review, and Windover Heights Board of Review. This functionality is intended for workflow tracking and documentation and does not include agenda or meeting management systems. The system shall allow for routing of applications to these bodies, tracking of review status and outcomes, scheduling notifications, and generation of associated decision and approval documents. Applications must be received, processed, distributed, reviewed, and tracked from initial submission through project completion, including bond management, construction inspections, and final close-out. The system should also provide reporting capabilities to support performance monitoring and facilitate process improvements. Proposals must include acquisition of the software; configuration and implementation to full operational status; data mapping and migration (if applicable); training; and ongoing support. The Vendor must provide a structured implementation plan with defined milestones and staffing continuity. The Town requires clear demonstration that the proposed system can meet operational needs within the proposer’s existing platform architecture. The system must allow both internal staff and external applicants to access appropriate project status information and documentation, and shall include an option for non-applicant members of the public to view project status information, with appropriate limitations on accessible content. Ease of use, administrative control, and reliability are critical. The Town places high importance on both staff functionality and public-facing usability. Vienna currently operates an existing system. Offerors shall describe in detail how transition to the proposed system would occur, including timeline, data migration approach, staff training, and risk mitigation. Additional functional capabilities and technical requirements are described in Section 5 under Software Features.