Permitting and Land Management Software
Closed State & local contract opportunity
- Solicitation number
- RFP195677
- State
- California
- Responses due
Opportunity facts
- Jurisdiction
- NIGP codes
- Point of contact
-
- Albert Lujan albert.lujan@paloalto.gov (650) 463-4954
Opportunity details come from procurement.opengov.com. Updated .
About this opportunity
The City of Palo Alto's Planning & Development Services Department is conducting a Request for Proposals (RFP #195677) for a comprehensive, cloud-based permitting and land management software system to replace its current platform. The procurement seeks a modern solution supporting permitting, land management, code enforcement, and inspections functions, with key objectives of improving operational efficiency, enhancing customer experience, and ensuring long-term technological sustainability. The RFP requires vendors to provide a system with capabilities including dynamic form processing, online permit applications, real-time status tracking, document management, fee calculations, mobile inspection support, and integration with existing city systems like ArcGIS and Azure Entra ID. Evaluation criteria will focus on solution quality, vendor experience, cost, and system capabilities across public experience, staff experience, reporting, system administration, integrations, and ongoing support. The RFP was released on October 8, 2025, with proposals due by November 11, 2025 at 3:00 pm PST. The anticipated project timeline includes vendor interviews in December 2025 - January 2026, intent to award in March 2026, project initiation in April 2026, and a targeted go-live in September 2027 or earlier.
The RFP does not specify explicit set-aside designations or restrictions on respondent types. The procurement will support up to 200 user licenses, with provisions for potential additional licenses. Existing infrastructure requiring integration includes systems such as ArcGIS, Power BI, SolarAPP+, and various payment gateways. The vendor contact list indicates 14 potential software companies capable of meeting the requirements, including Accela, Tyler Technologies, Cloudpermit, and OpenGov. While specific budget details are not explicitly stated, the Cost Proposal Format suggests the city is seeking a comprehensive solution with ongoing annual SaaS licensing, hosting, maintenance, and training costs, plus one-time implementation expenses. The RFP emphasizes the need for a vendor who can provide a collaborative, scalable solution with strong security features, robust support capabilities, and the ability to adapt to evolving technological and community needs. The city will require the selected vendor to manage a data migration covering 42 years of historical records and provide 60 days of post-go-live support.
Opportunity text
The City of Palo Alto's Planning & Development Services Department is seeking proposals from qualified vendors to provide a modern, cloud-based permitting system that meets our current and future needs for:
- Permitting
- Land management
- Code enforcement
- Inspections
The City has long relied on its current platform, but with evolving community expectations, increasing demand for digital services, and rising technology costs, the City seeks to evaluate the market for innovative solutions that can improve efficiency, customer experience, and long-term value.
RFP Goals
Through this RFP, the City aims to:
- Assess available permitting platforms and their ability to meet the City's business needs.
- Identify opportunities to streamline processes and improve transparency for both applicants and staff.
- Ensure the City's investment in technology remains sustainable, adaptable, and cost-effective into the future.
Desired Vendor Capabilities
The City seeks to partner with a vendor who can work collaboratively with staff to design and implement a permitting system that will serve our community for years to come.
Ideal partners will demonstrate:
- Proven expertise in permitting functions such as plan review, GIS integration, dynamic fee calculation, document management, inspection scheduling, mobile accessibility, and no-code/low-code configuration.
- Commitment to collaboration by engaging with City staff throughout implementation and tailoring solutions to the City's unique processes and needs.
- Scalability and security to ensure the platform can adapt as City requirements evolve while safeguarding sensitive information.
- Strong support and training that empower staff to confidently use and continuously improve the system.
- Focus on innovation to help the City keep pace with technology trends and community expectations.
- Vendors must fill out Attachment B - Firm Experience and include name, title, phone and email address for reference checks.
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