Project Information

Bid Title

Permitting and Land Management Software

Issuing Agency

City of Palo Alto

Location

California

Published Date

Nov 5, 2025

Closing Date

Nov 18, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Project ID:

Title: Permitting and Land Management Software

Addenda: 2

Release Date: 10/8/2025

Due Date: 11/18/2025

Post Information

Posted At:Wed, Oct 8, 2025 8:02 AMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

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.

Background

The City’s current permitting platform, the Accela Civic Platform, has been in place for more than a decade. Our current SaaS agreement expires September 30, 2026. With the complexity of permitting processes, evolving community expectations, and increasing integration needs, the City is taking this opportunity to evaluate whether to continue with the existing platform or procure an alternative solution that delivers greater efficiency, flexibility, and long-term value.

Today, the City uses two browser-based portals within Accela Civic Platform. The public-facing portal allows residents and contractors to apply for permits, submit payments, and check application status online at any time. The staff-facing portal is configured with custom workflows to support the processing of a wide range of permit types. Over the years, the City has invested significant time and resources to enhance the platform, which includes modules for Building, Code Enforcement, Fire, Planning, Public Works, and Utilities. Staff also rely heavily on the system’s database for record management and reporting to support both internal operations and external transparency.

The City currently has approximately 175 staff users using the platform, with future plans for up to 200 staff users. The City receives approximately 5,000 permit applications in a year.

Permitting is one of the City’s most critical public-facing services, directly impacting residents, businesses, contractors, and staff. The City is seeking a next-generation solution that not only simplifies the end-to-end permitting process but also reduces errors, improves turnaround times, and provides greater transparency for all stakeholders. This project is about building a foundation for the future, ensuring the permitting system remains a reliable, accessible, and adaptable tool for our community.

Timeline

Release Project Date:

October 8, 2025

Question Submission Deadline:

October 22, 2025, 3:00pm

Proposal Submission Deadline:

November 18, 2025, 3:00pm

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541519Other Computer Related Services
• NAICS 541620Environmental Consulting Services

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