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					                                        City and County of San Francisco
                                     (Planning) Technical and Functional Requirements
                                                   Table of Contents
Tab                                                   Subject
Planning Cases                                        General, Project Review(Pre-application), Application Intake, Application Assignment,
                                                      Application Review for Completeness, Case Analysis, Declarations, Applicant
                                                      Correspondence, Projects, Public Notice, Hearing Process
                                                      Pre-Development
                                                      Plan Check, Permit Application and Issuance/Approvals
Permits and Case Processing                           Certificate of Occupancy
Plan Development                                      Plan Development, General Plan

Inspections                                           Inspections Process, Scheduling and Tracking
                                                      Hazardous Materials
Case Tracking                                         General
                                                      Notices of Violation and Correction Notices
                                                      Code Enforcement
Code Enforcement and Appeals                          Appeals
Fees Calculation and Tracking                         General
                                                      Bonds Tracking
Proposer Response Instructions




  City and County of San Francisco                                                                                                                  TOC
  Planning Requirements                                                                                                                       Page 1 of 37
                                                   (Planning) Technical and Functional Requirements
                                                                            Planning Cases
                                                                                                 One Response Per
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Item
   #
                                            Requirement                                          Y    N     C     3      F   Comments
                                                                                                            M
  0    General
  1    System shall provide ability to track information and support workflow for all Planning
       cases including, but not limited to, the following case types and any new case types
       created through administrative or legislative change:
  2      Transportation Studies
  3      Certificate of Appropriateness
  4      Annual Limit Allocation (Sect. 321)
  5      Conditional Use
  6      Discretionary Review
  7      Environmental Review - including EIR, Negative Declaration, Initial Study, etc.
  8      Categorical Exemptions
  9      Federal Environmental Review
 10      Designate/Redesignate Building Rating
 11      Permit to Alter
 12      Institutional Master Plan
 13      Statement of Eligibility Application for TDR
 14      Shadow Study (Sect. 295)
 15      Landmark/Historic District
 16      General Plan Amendment
 17      Application for Certificate of Transfer of TDR
 18      Coastal Zone Permit
 19      Condominium (New or Conversion)
 20      General Plan Referral
 21      Subdivision of Land
 22      Zoning Text Amendment
 23      Unusual Cases
 24      Variances
 25      Development Agreement Applications
 26      Downtown Control and Exception (Sect. 309)
 27      Application for Notice of Use of TDR
 28      Zoning Reclassification/Map Change
 29      Letters of Determination (Zoning Administrative Letters)
 30      Planning Code Amendments
 31      Miscellaneous Permit Referrals (e.g., massage establishments)
 32      Temporary Permits (e.g., Christmas tree lots)
 33      Appeals (e.g., Board of Appeals, Board of Supervisors)


City and County of San Francisco                                                                                                        Planning Cases
Planning Requirements                                                                                                                       Page 2 of 37
                                                 (Planning) Technical and Functional Requirements
                                                                         Planning Cases
                                                                                              One Response Per
                                                                                                Requirement
                                                                                                  (Vendor Use Only)

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Item
   #
                                          Requirement                                         Y    N     C     3      F   Comments
                                                                                                         M
 34    Project Review (Pre-application)
 35    System shall provide ability to capture and access information about an application
       during pre-application discussions and research including, but not limited to, the
       following:
 36      Project description
 37      Parcel dimensions and configurations
 38      Parcel type
 39      Parcel splits and combinations
 40      Previous parcel number(s)
 41      Recorded history of parcel, including prior lot designation and tract numbers
 42      Districts, including fire, water, school, and special districts
 43      Parcel status
 44      Zoning District, including Zoning regulations under development and whether the
         parcel is in an adopted or under-development Plan Area
 45      General Plan and use description
 46      Historic status according to Rating, Landmark Designation, within an "Area of
         Primary Importance", and/or potential resource
 47      Variances
 48      Existing applications and permits associated with the parcel, address or person
 49      Previous building applications, permits, and code compliance cases
 50      Previous zoning applications and their status, including conditions of compliance
         and whether conditions were one-time, ongoing, and were met
 51      Sanborn map site photocopy or image
 52      Special setbacks, subdivision conditions, and supplemental land use standards for
         the parcel
 53      Multiple parcel numbers associated with a zoning application
 54      Results of any technical reviews and assessments, including summary of
         declarations and findings
 55      Any complaints associated with the parcel, address or person
 56      Description of proposed and approved projects and applications associated with the
         parcel or address.
 57      Outstanding fees on the parcel, address or entity
 58      Contact log, including phone calls and emails
 59      Associated photos, technical reports and documents
 60      Records and notes from prior contact(s) and conversation(s) with applicant



City and County of San Francisco                                                                                                     Planning Cases
Planning Requirements                                                                                                                    Page 3 of 37
                                                   (Planning) Technical and Functional Requirements
                                                                            Planning Cases
                                                                                                 One Response Per
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Item
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                                           Requirement                                           Y    N     C     3      F   Comments
                                                                                                            M
 61    System shall provide ability to access Assessor information, including parcel size, use
       codes, bedrooms, and other property characteristics based on user-defined
       parameters (e.g., information confidentiality)
 62    System shall provide ability to retrieve, display and/or format GIS information (e.g.,
       ArcView maps, zoning maps, FEMA maps, aerial photos, topographic surveys, etc.)
       and link them to the project file including, but not limited to:
 63      Applicable Zoning and General Plan regulations, environmental resources and
         constraints
 64      Topography
 65      Other zoned property within specified distance, including nearby, adjacent, and/or
         inside the designated perimeter
 66      City maintained roads, private roads, and other applicable road information
 67      City maintained utilities
 68      Public utilities
 69      Percentage of parcel within certain slopes
 70      View corridors and water sheds
 71      Easements and rights of way
 72      Tentative maps, final maps and conditions
 70      Annual solar position
 71      Distance to nearby Recreation & Park facilities, and required open spaces
 72      Planning entitlements for subject and surrounding properties
 73      Historic preservation ratings and districts
 74    System shall provide ability to track, validate and record Site Plan requirements,
       when applicable.
 75    Application Intake
 76    System shall provide ability to conduct intake over the counter without routing for
       further review.
 77    System shall provide ability to take applications through the City's website.
 78    System shall provide ability to route applications requiring Site Plan to appropriate
       agency for electronic approvals (e.g., stamp).
 79    System shall provide ability to route Site Plan to appropriate agency to provide
       applicant with parcel adjustment procedures (e.g., when parcel info does not agree
       with Assessor's data).
 80    System shall provide ability to identify any outstanding parcel conditions noted by
       agencies involved (e.g., DBI).
 81    Application Assignment


City and County of San Francisco                                                                                                        Planning Cases
Planning Requirements                                                                                                                       Page 4 of 37
                                                   (Planning) Technical and Functional Requirements
                                                                            Planning Cases
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Item
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                                            Requirement                                          Y    N     C     3      F   Comments
                                                                                                            M
 82    System shall provide ability to determine a case's complexity level based on City-
       defined criteria.
 83    System shall provide ability to record the case planner, supervisor, case manager and
       date assigned to each.
 84    System shall provide ability to change case planner, supervisor, and/or case manager
       while retaining history of assignments.
 85    System shall provide ability to report workload assignments and progress to
       management.
 86    System shall provide ability to capture review unit(s), review purpose, date routed and
       target date due back.
 87    Application Review for Completeness
 88    System shall provide ability to assign completeness review due date, and include this
       date on inquiries and reports (e.g., standard completeness review deadline is
       currently 30 days from application date).
 89    System shall provide ability to allow the standard number of days for completeness
       reviews to be modified on a case-by-case basis.
 90    System shall provide ability to capture completeness review project management and
       workflow information including, but not limited to:
 91      Departmental units conducting completeness reviews and estimated completion
         dates
 92
         Status of Departmental unit completeness reviews (e.g., outstanding, completed)
 93      Date of Departmental unit completion of completeness review, along with any
         comments and issues
 94    System shall provide ability to establish minimum completeness standards for each
       case type, and generate warnings to staff when applications do not meet minimum
       standards.
 95    System shall provide ability to allow insertion of pre-defined completeness review
       comments as well as ad hoc comments.
 96    System shall provide ability to distinguish between completeness review comments
       officially provided to the public and in-house notes.
 97    System shall provide ability to identify fees and costs associated with the
       completeness review, including time above initial fee, revision review time, and time
       spent by other City agencies, such as the City Attorney's Office.
 98    System shall provide ability to record overall results of City's completeness review
       (e.g, complete or incomplete), date decision was made and reasoning behind
       decision.

City and County of San Francisco                                                                                                        Planning Cases
Planning Requirements                                                                                                                       Page 5 of 37
                                                    (Planning) Technical and Functional Requirements
                                                                             Planning Cases
                                                                                                   One Response Per
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                                            Requirement                                            Y    N     C     3      F   Comments
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 99    System shall provide ability to accurately track the time used by City staff to process
       permits and cases, separate from time used by the applicant and staff activity within
       the review process (i.e., track "hold" times).
 100   Case Analysis
 101   System shall provide ability to conduct and track analysis for all case types.
 102   System shall provide ability to identify each step required to complete analysis (e.g.,
       reviews, environmental reviews, noticing, hearings, etc.) for each case type.
 103   System shall provide ability to automatically identify projects that are exempt from the
       California Environmental Quality Act (CEQA).
 104   System shall provide ability to override standard steps based on unique aspects and
       complexity level of the individual case.
 105   System shall provide ability to track working time (i.e., hours worked) and elapsed
       time (i.e., calendar days) associated with each step of the case analysis process and
       for completion of the entire case.
 106   System shall provide ability to use baseline data on working time and elapsed time for
       each case type to forecast resources required for each step of the case analysis
       process and for completion of the entire case.
 107   System shall provide ability to use baseline data on working time and elapsed time for
        to set standard timeframes for each step in the case analysis process for each case
       type.
 108   System shall provide ability to increase accuracy of resource and timeframe forecasts
       by adding data collected for each completed case to the baseline data.
 109   System shall provide ability for users to override standard timeframes for each step in
       the case analysis process.
 110   System shall provide prompts and notices prior to due dates for each step in the case
       analysis process.
 111   System shall provide ability to capture case analysis project management and
       workflow information including, but not limited to:
 112      Departmental units conducting analysis and estimated completion dates
 113      Status of Departmental unit analysis (e.g., outstanding, completed)
 114      Date of Departmental unit completion of analysis, along with any comments and
          issues
 115   System shall provide ability to generate management reports on the above
       performance metrics, measured by both planner and timeframes.
 116   System shall provide ability to identify fees and costs associated with the case
       analysis, including time above initial fee, revision review time, and time spent by other
       City agencies such as the City Attorney's Office.

City and County of San Francisco                                                                                                          Planning Cases
Planning Requirements                                                                                                                         Page 6 of 37
                                                    (Planning) Technical and Functional Requirements
                                                                              Planning Cases
                                                                                                    One Response Per
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                                             Requirement                                            Y    N     C     3      F   Comments
                                                                                                               M
 117   System shall provide ability to record overall results of City's case analysis (e.g,
       approved, denied, etc.), date decision was made and reasoning behind decision.
 118   System shall provide ability to modify appropriate data field that identifies applications
       for any given City-defined parameters.
 119   System shall provide ability to prepare documents using standard templates for each
       case type that are compatible with MS-Office applications (MS-Excel, MS-Word),
       including, but not limited to:
 120     Staff reports
 121     Case reports
 122     Motions
 123     Certificate of Appropriateness
 124     TDR Letters
 125     Letters of Determination (Zoning Administrator Letters)
 126     Notices of Violation
 127     Initial Studies (Environmental Review)
 128     Negative Declarations (Environmental Review)
 129     Environmetal Impact Report
 130     311/312 Notices
 131     Section 295 Determinations
 132     Notices of Planning Requirements
 133   System shall provide ability to incorporate information into documents prepared using
       standard templates including, but not limited to:
 134     Selected GIS maps
 135     Parcel data
 136     Actions taken
 137     Comments
 138     Photographs and graphical images
 139     City Code or other document text
 140     Name of person(s) who prepared the Staff Report
 141   System shall provide ability to allow insertion of pre-defined case analysis comments
       as well as ad hoc comments.
 142   System shall provide ability to distinguish between case analysis comments officially
       provided to the public and in-house notes.
 143   System shall provide ability to link an Environmental Impact Report with an
       application, case and/or project.



City and County of San Francisco                                                                                                           Planning Cases
Planning Requirements                                                                                                                          Page 7 of 37
                                                  (Planning) Technical and Functional Requirements
                                                                           Planning Cases
                                                                                                One Response Per
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                                                                                                    (Vendor Use Only)

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Item
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                                           Requirement                                          Y    N     C     3      F   Comments
                                                                                                           M
 144 System shall provide ability to input, capture, and retrieve all relevant TDR
     information, including but not limited to: tracking TDR by zoning district; enabling a
     Planner to see the resulting reduction in available FAR on a Preservation Property
     (origin of the TDR); and enabling a Planner to see where a new project (Development
     Lot - the destination for the TDR) obtained its TDR to enable the FAR to be approved.
     System shall provide the ability for these functions to be tracked automatically when
     the "J" Certification, "N" Transfer, and "Y" Use Cases are closed out by the reviewing
     planner.
 145 System shall provide the ability to input, capture, and retrieve all relevant shadow
     impact information, including but not limited to: the shadow impact of a project
     allocated to a Recreation & Park property, and the cumulative effect of shadow
     allocations on relevant Recreation & Park properties, by block and lot.
 146 Declarations
 147 System shall provide a checklist of possible declarations.
 148
       System shall provide a template for declaration documents which allows automatic fill-
       in of selected data fields, as well as the ability to enter data manually.
 149   System shall provide optional attachments with deficiency letter.
 150   System shall provide ability to enable recording of dates when declaration was mailed
       and when it was returned.
 151   Applicant Correspondence
 152   System shall provide ability to generate appropriate notice based upon status code
       (e.g., Incomplete, Complete, Approved, Denied).
 153   System shall provide ability to produce letters from templates developed for each
       case type including, but not limited to, the following information as appropriate to
       each case:
 154     Letter preparation date and preparer
 155     Standard text, with editing capability
 156     Plan revision requirements
 157     Materials required
 158     Steps to be completed
 159     Reviews required
 160     Fees required
 161     Reports required
 162     Additional permits required
 163     Conditions of approval


City and County of San Francisco                                                                                                       Planning Cases
Planning Requirements                                                                                                                      Page 8 of 37
                                                     (Planning) Technical and Functional Requirements
                                                                               Planning Cases
                                                                                                     One Response Per
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                                             Requirement                                             Y    N     C     3      F   Comments
                                                                                                                M
 164     Attached graphical image
 165     Final Completeness comments (only the last and final comments should be
         available for import).
 166     Next steps
 167     Due date for required materials or actions.
 168   System shall provide ability to distribute appropriate documents to the applicant,
       including:
 169     Printing associated documents or graphic maps, photos or drawings
 170     Addressing envelopes for mailing (either directly on the envelopes or on address
         labels)
 171     E-mailing or faxing notices and attachments, if previously requested
 172     Securing access for the applicant to review supporting information through the
         City's web site
 173     Providing access to copies of all issued letters upon demand
 174   Projects
 175   System shall provide ability to link a master project to multiple subordinate projects.

 176   System shall provide ability to allow a subordinate project to become a master project
       for another level of sub-projects.
 177   System shall provide ability to prevent a master project from being finalized until all
       subordinate projects are finalized.
 178   System shall provide ability to allow multiple projects for either a single address or
       multiple addresses to be tied to a parcel.
 179   System shall provide ability to allow a project to have project level status in addition to
       other statuses and dispositions.
 180   System shall provide ability to change project levels due to changes in the project.

 181 System shall provide ability to display and report on the outstanding work load of
     assigned, unassigned and completed projects by pre-defined selection criteria,
     including work unit and planner.
 182 System shall provide ability to enter project specific conditions that affect all elements
     associated with the project.
 183 System shall provide ability to retrieve and edit existing project specific conditions
     upon selection of a project.
 184 System shall provide ability to display conditions associated with a project in reverse
     chronological order of entry.


City and County of San Francisco                                                                                                            Planning Cases
Planning Requirements                                                                                                                           Page 9 of 37
                                                    (Planning) Technical and Functional Requirements
                                                                              Planning Cases
                                                                                                   One Response Per
                                                                                                     Requirement
                                                                                                       (Vendor Use Only)

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Item
   #
                                             Requirement                                           Y    N     C     3      F   Comments
                                                                                                              M
 185   System shall provide ability to link and unlink different elements such as building
       permits, grading reports and orders to a project.
 186   System shall provide ability to link conditions of approval to a project.
 187   System shall provide ability to link grading concept approval information to project
       record, including conditions and issuance date.
 188   System shall provide ability to link zoning conditions of approval to project record,
       including when and by whom a condition must be met.
 189   System shall provide ability to link associated documents, such as those created in
       MS-Word, MS-Excel or CAD drawings, to the project.
 190   System shall provide ability to record various comments and notes and retain with file
       records.
 191   System shall provide ability to access all Planning information relevant to a particular
       project or parcel, including but not limited to: zoning, topography, past and current
       entitlements, solar information, and historic resources designations.
 192   Public Notice
 193   System shall provide ability to generate appropriate notices for each case type (e.g.,
       notices to community residents based on proximity to subject property)
 194   System shall provide ability to maintain a list of those individuals or entities who
       subscribe to the block book notation service for notification of hearings and/or staff
       reports related to an address, and automatically generate notices.
 195   System shall provide ability to maintain a contact list and log of contacts.
 196   System shall provide ability to record notice date and maintain electronic copy of
       notice.
 197   System shall provide ability to record names and addresses of those to whom each
       notice is sent.
 198   System shall provide ability to issue notice through e-mail or fax, if previously
       requested.
 199   Hearing Process
 200   System shall provide ability to track a variety of hearing types (e.g., Planning
       Commission, Historic Preservation Commission, Board of Supervisors).
 201   System shall provide ability to flag any cases where required fees have not been paid
       prio to scheduling a hearing.
 202   System shall provide ability to facilitate the scheduling of hearings by providing a list
       of available hearings for a specific date range, including but not limited to:
 203     Dates available
 204     Time
 205     Type of hearing

City and County of San Francisco                                                                                                          Planning Cases
Planning Requirements                                                                                                                        Page 10 of 37
                                                    (Planning) Technical and Functional Requirements
                                                                              Planning Cases
                                                                                                   One Response Per
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                                                                                                       (Vendor Use Only)

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Item
   #
                                             Requirement                                           Y    N     C     3      F   Comments
                                                                                                              M
 206     Number of items allowed on agenda
 207     Items already on agenda
 208   System shall provide ability to track hearings requested and those scheduled.
 209   System shall provide ability to maintain record of hearing dates, type, brief subject of
       hearing, description and participants.
 210   System shall provide ability to post scheduled hearing to Lotus Notes calendar
       maintained by the City.
 211   System shall provide ability to create hearing agenda.
 212   System shall provide ability for electronic routing and circulation of agenda for review.

 213   System shall provide ability to prepare hearing and public notice(s).
 214   System shall provide ability to record hearing notice preparation date.
 215   System shall provide ability to generate notices using following formats:
 216     Postcards
 217     Letters
 218     E-mail
 219   System shall provide ability to interface with GIS to generate mailing lists for notices
       to owners and occupants of parcels within a given distance (e.g. 300‟) of subject
       parcel.
 220   System shall provide ability to avoid duplication of notice/label sent to an address.
 221   System shall provide ability to print mailing labels.
 222   System shall provide ability to support an agenda subscription service.
 223   System shall provide ability to maintain distribution list, including subscriber, e-mail
       address, start date and expiration date.
 224   System shall provide ability to publish hearing agenda and support materials to the
       City's web site.
 225   System shall provide ability to record hearing dispositions and decisions such as
       continuance, referral, remanded, approval, and denied.
 226   System shall provide ability to record revised type, description and complexity of
       project.
 227   System shall provide ability to allow fees to be revised based on change in scope.
 228   System shall provide ability to generate invoice for fees owed.
 229   System shall provide ability to provide for possible partial refund of fees already paid.

 230   System shall provide ability to generate notice to appellant which explains hearing
       dispositions and decisions and itemizes any fee adjustments.


City and County of San Francisco                                                                                                          Planning Cases
Planning Requirements                                                                                                                        Page 11 of 37
                                                    (Planning) Technical and Functional Requirements
                                                                              Planning Cases
                                                                                           One Response Per
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                                             Requirement                                   Y    N     C     3      F   Comments
                                                                                                      M
 231   System shall provide ability to issue notice through e-mail or fax, if previously
       requested.




City and County of San Francisco                                                                                                  Planning Cases
Planning Requirements                                                                                                                Page 12 of 37
                                                (Planning) Technical and Functional Requirements
                                                              Permit and Case Processing
                                                                                                      One Response Per
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Item
   #
                                               Requirement                                            Y     N    C     3      F   Comments
                                                                                                                 M
 0      Pre-Development
 1      System shall provide ability to record final determinations on projects/applications and
        record conditions that apply to:
 2         Property and future subdivisions of that property
 3         The project as a whole (e.g., traffic conditions)
 4         Future permits (e.g., all buildings must not exceed a height requirement)
 5      System shall provide unlimited amount of text space for the user to describe each
        condition.
 6      System shall provide a list of user-defined conditions that can be selected from a pick-
        list or drop-down box to ease data entry when standard conditions are selected.
 7      System shall provide ability for user to retrieve information about a particular project or
        activity by searching on any of the user-defined fields including but not limited to:

 8         Block and Lot
 9         Address (by actual, range, and street names)
 10        Type of pre-development process
 11        Project summary (text)
 12        Applicant
 13        Resolution number (planning commission, Board of Supervisors or site plan)
 14        File number (where application materials are filed)
 15        Date of decision
 16        Conclusion summary (text)
 17        Uses, including primary and accessory uses
 18        Business Name
 19     System shall provide ability to access the State‟s Office of Historic Preservation,
        including CHRID, (verifies code requirements for rehabilitation of qualifying structures
        of over 50 years old), without leaving the Permit and Project Tracking system.

 20     System shall provide ability for each condition to be associated with the department
        and/or user that issued the condition.
 21     System shall provide ability to automatically produce requested letters and labels upon
        demand.
 22     System shall provide ability to remind users and applicants about target dates for case
        and plan review, re-check cycles, and requirements, and deferred submittal
        requirements for a project or activity.




       City and County of San Francisco                                                                                                      Permit and Case Processing
       Planning Requirements                                                                                                                               Page 13 of 37
                                                (Planning) Technical and Functional Requirements
                                                              Permit and Case Processing
                                                                                                     One Response Per
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Item
   #
                                               Requirement                                           Y     N    C     3      F   Comments
                                                                                                                M
 23     System shall provide warning messages when user attempts to start a new permit,
        case or activity, including automatic notification of conditions that apply (e.g.,
        Homeowner's Association approval, FAA height restrictions, biological habitat areas,
        Code Enforcement violations, BBNs, etc.).
 24     System shall provide ability to record when the applicant has met conditions.
 25     System shall provide ability to retrieve related historical information and conditions
        regarding a pre-development application during the plan check process, entitlement
        review process, or subsequent application processes (e.g., a lot with a gnatcatcher
        habitat will have restrictions for building location and lighting).
 26     System shall provide ability to capture conditions related to a sub-division applying to
        several blocks and lots that may not have official tax lot numbers for several months.
        These conditions can be recorded and not be missed as development takes place on
        the new lots.
 27     System shall provide sufficient security so once the authorized City staff determines
        the final list of conditions to be applied to a project or activity, other users in System
        may not delete or alter such conditions.
 28     System shall provide ability to record whether City staff has been provided with
        required permits/approvals from outside agencies. Permits/approvals from the
        appropriate agencies would need to be obtained by the applicant.
 29     System shall provide ability to track issuance of a revised final determination.
 30     System shall provide ability to track issuance of site permits, including permits issued
        during multiple project phases.
 31     General
 32     System shall provide ability to validate customer data against a reliable set of base
        data.
 33     System shall provide ability to maintain log-in and log-out details of plan checkers and
        approvals.
 34     System shall provide ability to use indicators to identify Housing Authority projects and
        Redevelopment Agency projects.
 35     System shall provide ability to specify floors and/or units to be worked on.
 36     System shall provide ability to submit and track changes, e.g. to correct clerical errors,
        change of contractors, change of architects, etc.
 37     System shall provide ability to indicate the number of blue line drawings submitted.
 38     System shall provide ability to incorporate building code compliance at pre-
        development/planning stages.
 39     System shall provide ability to track permits for remodeling/building City-owned
        properties.


       City and County of San Francisco                                                                                                     Permit and Case Processing
       Planning Requirements                                                                                                                              Page 14 of 37
                                               (Planning) Technical and Functional Requirements
                                                              Permit and Case Processing
                                                                                                      One Response Per
                                                                                                        Requirement
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Item
   #
                                              Requirement                                             Y     N    C     3      F   Comments
                                                                                                                 M
 40     System shall provide ability to track permits for remodeling/building activities where
        City leases the properties.
 41     System shall provide ability to track permits for remodeling/building activities where
        private tenants lease City properties.
 42     System shall provide ability to provide accurate and reliable cases, permits and other
        activities, and permit-, case-, and other activity- related data.
 43     System shall provide ability to automatically generate ad-hoc notices based on block
        and lot, including BBNs.
 44     System shall provide ability to allow staff to automatically generate notices of expiration
        for permits, cases, and other activities.
 45     System shall provide ability to track staff comments, determinations, conditions of
        approval during plan and case review, inspections and CFC processes.
 46     Plan Check, Permit Application and Issuance/Approvals
 47     System shall provide ability to create a master project number and associate all
        permits, cases, and activities related to the project with that master project number.

 48     System shall provide ability to track the life cycle of a permit, case, or activity – from
        application through completion.
 49     System shall provide ability to capture related items of information, with change history,
        including, but not limited to:
 50       Permit and Case Application Information:
 51          Application Submission Date
 55          Date Planner Assigned and Name of Planner Assigned
 56          Date Supervisor Assigned and Name of Supervisor Assigned
 57          Date Case Manager Assigned and Name of Case Manager Assigned
 58          Date Application Determined Complete for Processing
 59          Routing of Application (internal and external)
 60          Target Review Date (internal)
 61          Type of Application (new building, alteration, etc.)
 62          Type of Use (residential, commercial, etc.) as defined by Planning and as defined
             by DBI
 63          Master Case Number/Routing Number
 64          Type of Permit/Case/Activity
 65          Date Plan Check Submitted
 66          Accelerated Plan Check Information
 67          Related permits, cases, or other activities issued
 68          Related permit, case, and other activity applications


       City and County of San Francisco                                                                                                      Permit and Case Processing
       Planning Requirements                                                                                                                               Page 15 of 37
                                            (Planning) Technical and Functional Requirements
                                                          Permit and Case Processing
                                                                                           One Response Per
                                                                                             Requirement
                                                                                               (Vendor Use Only)
                                                                                                      G
Item
   #
                                            Requirement                                    Y     N    C     3      F   Comments
                                                                                                      M
 69         Notices of Violation (issued, abated, outstanding)
 70         Correction Notices (issued, abated, outstanding)
 71         Plan Check Ready Date
 72         Date Plan Check Picked Up/Comments Sent
 73         Date Plan Check Approved by Planning, Date Plan Check Approved by DBI
 74         Valuation
 75         Permit Issuance Date
 76         Permit Expiration Date
 77         Date of Commission Hearing, including Continued Hearing Dates
 78         Date of Commission Action
 79         Date of Administrative Action
 80         Date of Board of Supervisors' Hearing
 81         Date of Board of Supervisors' Action
 82         Date of Board of Appeals' Hearing
 83         Date of Zoning Adminstrator Action
 84         Date of Board of Appeals' Action
 85         Date of Case Closing
 86         Date of NSR Recordation
 87         Dates of Environmental Review Milestones, including NOP, Preliminary Drafts,
            Planner Assignment, etc.
 88         Dates of Case and Permit Milestones, including 311/312 notification, CU and
            Variance Notices, other noticing requirements, etc.
 89         Date of pre-application meeting(s) and attendees
 90         Date of project review meeting(s) and attendees
 91       Project Information:
 92         Project Name and Address
 93         Project Description (of unlimited text space)
 94         Type of Use (Planning definitions)
 95         Block and Lot Number
 96         Census Tract
 97         Contact Information:
 98          Applicant Information (name, address, phone, etc.)
 99          Property Owner Information (name, address, phone, etc.)
100         City-owned property (Y/N)
101         Contractor Information (name, address, phone, etc.)
102         Project Management Information (name, address, phone, etc.)



       City and County of San Francisco                                                                                           Permit and Case Processing
       Planning Requirements                                                                                                                    Page 16 of 37
                                              (Planning) Technical and Functional Requirements
                                                             Permit and Case Processing
                                                                                                   One Response Per
                                                                                                     Requirement
                                                                                                       (Vendor Use Only)
                                                                                                              G
Item
   #
                                              Requirement                                          Y     N    C     3      F   Comments
                                                                                                              M
103          Architect Information (name, address, phone, etc.)
104          Engineer(s) Information (name, address, phone, etc.)
105          Developer Information (name, address, phone, etc.)
106          Contact Person (name, address, phone, etc.)
107     System shall provide ability to flag City-owned properties.
108     System shall provide ability to record changes to project description during application
        review process, including maintaining historical records on initial submittal
109       Pre-development Information (i.e., after Planning review):
110          Related items (e.g., site map, site plan, CUP, variance, zoning adjustment, block
             and lot map, tract map, abandonments, miscellaneous projects, etc.)
111          Identification of Existing Environmental Documents
112         Staff Report including all attachments (e.g., plans, photos, correspondence, etc.),
            conditions for approval via hyperlink
113         Environmental Determination (e.g., CEQA exemption number, negative
            declaration, EIR, etc.)
114         Statement of Preliminary Determination of Development Regulations
115         Date of Recording of survey, plot, conditions and restrictions sent to City
116         Existing Property Restrictions (e.g., easements, deed restrictions, etc.)
117         Exceptions linked to group block and lot within areas of the City (e.g.,
            redevelopment areas, parking districts, etc.)
118         Resolution Number (Planning Commission, Board of Supervisors or Site Plan)
119       Public Notices and Hearing Information:
120         Public Notice List
121         Dates of Public Comment Period
122         Public Hearing Date(s), Time(s), Place(s), and Type(s)
123         Hearing Results
124         Date of Notice of Decision
125       Block and Lot Information
126         Zoning
127         Active and Historic Interim Controls
128         Expiration Dates of Entitlements
129         Existing Property Restrictions (e.g., easements, deed restrictions, etc.)
130         Accelerated Plan Check Information
131         Special Project Information (e.g., EDAT- Economic Development Action Team)
132       Structure Information:
133       Unique Building identifier
134         Year Built


       City and County of San Francisco                                                                                                   Permit and Case Processing
       Planning Requirements                                                                                                                            Page 17 of 37
                                                (Planning) Technical and Functional Requirements
                                                              Permit and Case Processing
                                                                                                       One Response Per
                                                                                                         Requirement
                                                                                                           (Vendor Use Only)
                                                                                                                  G
Item
   #
                                               Requirement                                             Y     N    C     3      F   Comments
                                                                                                                  M
135         Construction Type
136         Building Footprint Area
137         Size of Improvement Area
138         Gross Floor Area (broken down into first, second, third floor, etc.)
139         Number of Stories
140         Number of Subgrade Levels (e.g., basement)
141         Number of Bedrooms
142         Number of Affordable Housing Units
143         Square Footage
144         Building Height
145         Proposed Setbacks
146         Disability access information including costs and other comments (e.g., parking
            space, main exterior doors, interior doors and toilet facilities, etc.)
147         Sensitive areas
148         Housing Rehabilitation
149         Hazardous Materials (Y/N)
150     System shall provide ability to validate the above items with the following user-
        accessible tables, including but not limited to:
151       Type of permit (e.g., building, plumbing, electrical, etc.)
152       Type of use by unit and square footage (e.g., commercial, industrial, single family,
          etc.)
153       Contractor (table would include contractor address, phone, etc.)
154       Block and Lot (table would contain extensive information)
155       Occupancy Classifications (e.g., mixed-use)
156       Zoning
157     System shall provide flexible method for establishing permit, case, or other activity
        identification (numbering) which efficiently captures the type of permit, case, or activity.

158 System shall provide ability to use user-created/user-defined fields for incorporating
    into reports, printed permits and other types of required outputs.
159 Systems shall provide ability to determine the status of a permit, case, or activity during
    various phases of the process (e.g., application phase, review phase, etc.).
160 System shall provide ability to store or refer to the physical location of the reviewed
    plans and case files.
161 System shall provide ability to track the status and location of customer-provided
    documentation (e.g., plans).




       City and County of San Francisco                                                                                                       Permit and Case Processing
       Planning Requirements                                                                                                                                Page 18 of 37
                                                (Planning) Technical and Functional Requirements
                                                              Permit and Case Processing
                                                                                                      One Response Per
                                                                                                        Requirement
                                                                                                          (Vendor Use Only)
                                                                                                                 G
Item
   #
                                               Requirement                                            Y     N    C     3      F   Comments
                                                                                                                 M
162     System shall provide ability to track the review activity and comments / correction
        checklist made by staff, including correspondence or communication materials sent to
        or shared with the applicant.
163     System shall provide ability to flag permits, cases, or other activities based on user-
        defined parameters (e.g., open case/complaint exists).
164     System shall provide ability to place holds, post notices or otherwise stop a permit from
        being issued, a case from being approved, or a TCO or CFC from being issued until
        the applicant complies with specific condition(s) of any agency.
165     System shall provide ability to accumulate comments from all reviewers and issue one
        letter that consolidates all comments.
166     System shall provide ability to automatically associate a permit, case, or other activity
        with a block and lot and display any user-defined associated owner information.

167     System shall provide ability to associate a tenant or occupant with a building and
        display any associated user-defined tenant/occupant information.
168     System has the ability to provide a list of all of the permits and entitlements, including
        business licenses, land use actions, or Certificates of Occupancy at a specific address
        including the status for each of those permits and entitlements.
169     System shall provide ability for user to search on a range of addresses to identify
        current projects in an area and display information summaries of those projects (e.g.,
        status of projects or applications).
170     System shall provide ability to display or identify search fields to assist user in quickly
        locating projects or applications when performing searches (e.g., permit number,
        project address, project name, application date range, etc.).
171     System shall provide ability to support permits or administrative actions that do not
        have associated fees.
172     System shall provide ability to record a final approval for a permit and/or case to be
        issued with appropriate security features in order to prevent any modifications to the
        permit and/or entitlement.
173     System shall provide ability to record scanned images of signatures and “sign” (apply
        authorized signatures to) permits and other documents electronically.
174     System shall provide ability to support rapid over the counter permit issuance.
175     System shall provide ability to combine permit and case types and manage associated
        fees (e.g., allowing applicants to receive one physical permit/ land use entitlement for
        any combination of building, mechanical, electrical and plumbing permits).




       City and County of San Francisco                                                                                                      Permit and Case Processing
       Planning Requirements                                                                                                                               Page 19 of 37
                                              (Planning) Technical and Functional Requirements
                                                            Permit and Case Processing
                                                                                                    One Response Per
                                                                                                      Requirement
                                                                                                        (Vendor Use Only)
                                                                                                               G
Item
   #
                                             Requirement                                            Y     N    C     3      F   Comments
                                                                                                               M
176 System shall provide ability to track projects that are not associated with a City block
    and lot number and provide required user-defined information (e.g., time, materials,
    resource allocation, project status, percent completion, notable events for progress,
    etc.).
177 Application Routing and Performance Tracking
178     System shall provide end-user ability to automatically determine which departments
        and/or other individuals need to review the permit, case or other activity application
        based on permit, case, or activity type.
179     System shall provide ability for staff to add to the approval/routing list if additional
        approvals or reviews are necessary.
180     System shall provide the ability to electronically “route” the application information to
        users whose input is required.
181     System shall provide the ability to create user-defined timelines that exclude
        weekends, holidays, and City/County closure days.
182     System shall provide the ability to track the department or users whose approvals are
        outstanding and required before the application can be finalized.
183     System shall provide the ability to create timelines, automatically print reports, send
        electronic mail messages or otherwise notify users when deadlines are approaching
        and indicating that their feedback on a proposed project has not been entered into the
        system.
184     System shall provide ability to automatically calculate target dates for permit issuance
        and/or entitlement actions based on type of project.
185     System shall provide ability to accurately track the time used by City staff to process
        permits and cases, separate from time used by the applicant and staff activity within
        the review process.
186     System shall provide ability to categorize permit and case applications as active,
        inactive, pending, etc. System shall provide ability to track time case/permit is "on
        hold" pending project sponsor activity, separate from staff time spent on processing a
        permit or case.
187     System shall provide ability to summarize and report the number of permits, cases, or
        other activities processed in various categories and timeframes.
188     System shall provide ability to summarize and report the number of permits, cases, and
        other activities processed by organizational unit.
189     Certificate of Occupancy
190     System shall provide ability for a CO to be routed to appropriate departments or
        individuals for their approval.
191     Post Occupancy Information


       City and County of San Francisco                                                                                                    Permit and Case Processing
       Planning Requirements                                                                                                                             Page 20 of 37
                                               (Planning) Technical and Functional Requirements
                                                              Permit and Case Processing
                                                                                                     One Response Per
                                                                                                       Requirement
                                                                                                         (Vendor Use Only)
                                                                                                                G
Item
   #
                                              Requirement                                            Y     N    C     3      F   Comments
                                                                                                                M
192     System shall provide ability to flag building permit and entitlement applications that
        impact Below Market Rate (BMR) Housing units.
193     System shall provide ability to flag changes to building permit and entitlement
        applications that impact BMR units.
194     System shall provide ability to automatically identify a condition of approval on building
        permit applications that requires the property owner to report actual use of the structure
        after it is occupied.
195     System shall provide ability to automatically generate reports identifying property
        owners who are delinquent on their post-occupancy reporting.
196     System shall provide ability to automatically generate notices to property owners who
        are delinquent on their post-occupancy reporting.
197     System shall provide ability to capture baseline information related to structures, units
        and legal uses including, but not limited to, the following:
198        Approved uses and occupancies (e.g., office, retail, industrial, housing, hotel, etc.)

199        Housing types
200        Number of bedrooms
201        Commercial uses
202        Parking
203        Car sharing
204        Freight loading
205        Affordability
206        Design information
207        Links to electronic copies of approved plans
208        Other restrictions and conditions
209     System shall provide ability to track changes to the structure/unit/legal use baseline
        information (e.g., addition/loss of space for a specific use, additions/loss of units).

210     System shall provide ability to associate changes in the structure/unit/legal use
        baseline information with a specific block and lot and with other geographical areas
        (e.g., downtown plan, area plan, neighborhood plan, Board of Supervisors districts, etc.)

211     System shall provide ability to generate regular and ad-hoc reports on changes to the
        structure/unit/legal use baseline information within geographical areas and over user-
        specified timeframes.




       City and County of San Francisco                                                                                                     Permit and Case Processing
       Planning Requirements                                                                                                                              Page 21 of 37
                                                      (Planning) Technical and Functional Requirements
                                                                              Plan Development
                                                                                                      One Response Per
                                                                                                        Requirement
                                                                                                          (Vendor Use Only)

                                                                                                                 G
Item #                                         Requirement                                            Y    N     C     3      F   Comments
                                                                                                                 M
  0      Plan Development
  1      System shall provide ability to identify each step in the plan development process
         (e.g., drafts, reviews, noticing, hearings, etc.) for each type of plan (e.g., area plans,
         general plan revisions, etc.)
  2      System shall provide ability to track working time (i.e., hours worked) and elapsed
         time (i.e., calendar days) associated with each step of the plan development process
         and with completion of the entire plan.
  3      System shall provide ability to use baseline data on working time and elapsed time
         for each plan type (e.g., general plan revisions, area plans, neighborhood plans) to
         forecast resources required for each step of the plan development process and for
         completion of the entire plan.
  4      System shall provide ability to use baseline data on working time and elapsed time
         for to set standard timeframes for each step in the plan development process for
         each plan type.
  5      System shall provide ability to increase accuracy of resource and timeframe forecasts
         by adding data collected for each completed plan to the baseline data.
  6      System shall provide ability for users to override standard timeframes for each step in
         the plan development process.
  7      System shall provide prompts and notices prior to due dates for each step in the plan
         development process.
  8      System shall provide ability to automatically re-set timeframes for subsequent steps
         in the planning process based on actual completion dates for previous steps.

  9      System shall provide ability to override the automatic re-set of timeframes for
         subsequent steps in the planning process based on actual completion dates for
         previous steps.
 10      General Plan
  11     System shall provide ability to compile, access, and update a comprehensive
         electronic General Plan, including plan text, drawings, photographs, links to
         associated documents, etc.
  12     System shall provide ability to retain the baseline General Plan, and identify all
         modifications to the General Plan along with associated information (e.g., date
         modification made, staff member making modification, related case numbers, related
         hearing dates, etc.)
  13     System shall provide ability to make the electronic General Plan available to City
         staff, staff from other City Departments, outside agencies, and the public.


City and County of San Francisco                                                                                                                Plan Dev
Planning Requirements                                                                                                                        Page 22 of 37
asdf                                         (Planning) Technical and Functional Requirements
                                                                          Inspections
                                                                                                 One Response Per
                                                                                                   Requirement
                                                                                                     (Vendor Use Only)
                                                                                                            G
Item
   #
                                           Requirement                                           Y     N    C     3      F   Comments
                                                                                                            M
 0     General
 1     System shall provide ability to conduct an unlimited number of inspections relative
       to an activity.
 2     System shall provide ability to identify inspection types based on user-defined
       parameters for data entry consistency.
 3     System shall provide ability to keep track of a list of expected inspections based on
       activity type.
 4     System shall provide ability to make all data related to the property/site available in
       an integrated and centralized fashion, e.g. data from other departments, number
       and type of permits, permit status, work flow, history, history of changes of use (3R-
       report of residential records), owner data, property type, flags-alerts, block and lot
       numbers, conditions of approval, required mitigations, etc.

 5     System shall provide ability to add inspections to the expected or scheduled
       inspections.
 6     System shall provide ability to schedule routine inspections (e.g., annual housing
       inspections).
 7     System shall provide ability to support remote data entry including recording
       inspections (manually or digitally).
 8     System shall provide ability for Inspectors, including Planning staff, to enter the
       results and related detail of inspections conducted while in the field (e.g., through
       laptops with wireless connection).
 9     System shall provide ability to create a checklist of required inspections and
       prohibit the approval of a final inspection until all other required inspections are
       completed.
 10    System shall provide ability to print complaint/Code Enforcement, conditions of
       approval, and required mitigations information reports for use by inspectors in
       performing inspections.
 11    System shall provide ability to create a checklist of required inspection items during
       the inspection process.
 12    System shall provide ability for departments and/or individuals to separately
       request inspections.
 13    System shall provide ability to link images (including scanned images, photos, and
       written records, etc.) to an inspection record.



      City and County of San Francisco                                                                                                   Inspections
      Planning Requirements                                                                                                             Page 23 of 37
asdf                                        (Planning) Technical and Functional Requirements
                                                                         Inspections
                                                                                                 One Response Per
                                                                                                   Requirement
                                                                                                     (Vendor Use Only)
                                                                                                            G
Item
   #
                                           Requirement                                           Y     N    C     3      F   Comments
                                                                                                            M
 14    System shall provide ability to establish and manipulate the order of inspections so
       that inspection activities and scheduling can be efficiently coordinated between
       departments.
 15    System shall provide ability to block inspections based on approved order of
       inspections.
 16    System shall provide ability to schedule inspection times for departments that make
       appointments for individual inspections.
 17    System shall provide ability for scheduling system to be customized to fit the
       unique needs of each division, e.g. voluntary, time allotted for each inspection,
       including scheduling for miscellaneous tasks, etc.
 18    System shall provide ability to enter unlimited comments about the inspection.
 19    System shall provide ability to prevent scheduling inspections until inspection, re-
       inspection or investigation fees have been paid by the applicant.
 20    System shall provide ability to prevent inspection approval until all appropriate user-
       defined pre-development conditions are met and accurate application and impact
       fees paid.
 21    System shall provide ability to incorporate a list of alerts or notes into the daily
       inspection listings so that other inspectors, including Planning staff, can be notified
       of particular issues with regard to a development (e.g., when a „rough and framing‟
       inspection is requested, the inspector would be notified that an “elevation
       certificate” is required for this property).
 22    System shall provide ability to schedule inspection appointments, including but not
       limited to:
 23      Generating a daily inspection schedule for each inspector based on type of
         inspection, location of inspection, or other user-defined criteria
 24      Special Inspection required or mandated during construction
 25      Canceling inspections
 26      Scheduling certain more complex inspections for more than standard inspection
         appointment time.
 27      Ability for applicants and building professionals to schedule and cancel
         inspections 24x7, using the Internet with a secure user logon and password
         feature limited to inspections related to the applicant and its other authorized
         users (i.e., inspectors).




      City and County of San Francisco                                                                                                   Inspections
      Planning Requirements                                                                                                             Page 24 of 37
asdf                                        (Planning) Technical and Functional Requirements
                                                                         Inspections
                                                                                                One Response Per
                                                                                                  Requirement
                                                                                                    (Vendor Use Only)
                                                                                                           G
Item
   #
                                           Requirement                                          Y     N    C     3      F   Comments
                                                                                                           M
 28    System shall provide ability to receive referrals from other Departments, and send
       referrals to other departments regarding other inspections based on type of
       violation.
 29    System shall provide ability to conduct and electronically document and track
       inspections based on user-defined periods (e.g., annually, etc.)
 30    System shall provide ability to place holds, post notices until the applicant complies
       with specific condition(s).
 31    System shall provide ability to electronically schedule inspections, record
       completion, record results and retrieve results.
 32    System shall provide ability to associate items of information with a particular
       occupancy including, but not limited to:
 33       General Information
 34         Emergency Contacts (up to three)
 35         Occupancy Code/Usage Information
 36         Code Year
 37         Property type
 38         Permit Number
 39         Plan Number
 40         Census Tract
 41         Date of initial inspection
 42         Date of next anticipated Inspection
 43         Actual re-inspection dates
 44         Number of months between Inspections
 45         Type of Inspection required
 46       Planning
 47        System shall provide ability to refer to Planning any plan revisions to exterior
          building materials or envelope.
 48    System shall provide ability to calculate fees due when number of paid inspections
       are exceeded.
 49    System shall provide ability to automatically retrieve updated related information
       (listed above) from other areas of the System during inspections.
 50    System shall provide ability to maintain a history of past inspections.
 51    System shall provide ability to obtain a printout showing all inspections scheduled
       for user-defined period and applicant/company name.



      City and County of San Francisco                                                                                                  Inspections
      Planning Requirements                                                                                                            Page 25 of 37
asdf                                         (Planning) Technical and Functional Requirements
                                                                          Inspections
                                                                                               One Response Per
                                                                                                 Requirement
                                                                                                   (Vendor Use Only)
                                                                                                          G
Item
   #
                                            Requirement                                        Y     N    C     3      F   Comments
                                                                                                          M
 52    System shall provide ability to record the following information about an inspection:

 53      Inspector/Employee
 54      Date and Time of Inspection
 55      Total Time for inspection
 56      Number of personnel conducting inspection
 57      Inspection Results
 58      Correction Notices
 59      Notices of Violation
 60      Comments
 61    System shall provide ability to print and issue correction notices at property sites.
 62    System shall provide ability to record violations from a list of standard violation
       codes.
 63    Equipment/Hardware
 64    System shall provide extremely user-friendly data entry capabilities for
       mobile/wireless solution.
 65    Mobile/wireless units shall be ruggedized or sturdy for job-site use.
 66    Mobile/wireless units shall have download and data entry capability.
 67    Mobile/wireless or remote data transactions shall be configured based on City-
       defined access parameters.
 68    System shall provide comprehensive equipment information for all mobile/wireless
       devices (e.g., amount, location, date) and can only be removed or altered by
       authorized EID personnel.
 69    Other
 70    System shall provide ability to bring up all permits and conditions of approval
       relating to the same site (e.g., a site permit and all permits related to the site).
 71    System to provide flexibility for supervisor over-ride for scheduling and approvals.




      City and County of San Francisco                                                                                                 Inspections
      Planning Requirements                                                                                                           Page 26 of 37
                                            (Planning) Technical and Functional Requirements

                                                                  Complaint Tracking
                                                                                                 One Response Per
                                                                                                   Requirement
                                                                                                     (Vendor Use Only)
                                                                                                            G
Item
   #
                                           Requirement                                           Y     N    C     3      F   Comments
                                                                                                            M
 0  General
 1  System shall provide ability to open a case (complaint) and record, store, and retrieve
    the following information:
 2    Address of problem
 3    Block and Lot Number of problem
 4    Location of problem on property or in structure
 5    Type of Case (e.g., illegal dwelling unit)
 6    Contact information for problem site
 7    Property Owner Information
 8    Property Manager Information
 9    Type of Property
 10   Description of problem (unlimited text)
 11   Date of Case (complaint) Opening
 12   Source of case (complaint) (e.g., City employee, citizen)
 13   Employee who received information
 14   Status of problem (New, Under Investigation, Closed, etc.)
 15 System shall provide ability to prioritize cases based on City-defined parameters (e.g.,
    health and safety issues).
 16 System shall provide ability to integrate complaint information with the relevant
    databases, including the Code Enforcement database
 17 System shall provide ability to record, store, and retrieve information associated with
    an established case (complaint), including the following:
 18   Date of contact
 19   Type of contact (e.g., correspondence, telephone call)
 20   Staff making contact
 21   Full text of any correspondence with property owner letter, if sent
 22   Comments
 23   Referral to another Department or Agency
 24   Legal Action
 25   Inspections
 26 System shall provide ability to create a reminder or “tickler” so that the user is alerted
    to the next required action for a particular case (complaint).
 27 System shall provide ability to download the captured information into form letters and
    notices of violation.
    System shall provide ability to assign a primary tracking number to each case
 28
    (complaint) and assign sub-numbers to track related activities.
 29 System shall provide ability to prioritize workload according to City-defined criteria.



       City and County of San Francisco                                                                                                 Complaint Tracking
       Planning Requirements                                                                                                                 Page 27 of 37
                                              (Planning) Technical and Functional Requirements

                                                                    Complaint Tracking
                                                                                                  One Response Per
                                                                                                    Requirement
                                                                                                      (Vendor Use Only)
                                                                                                             G
Item
   #
                                             Requirement                                          Y     N    C     3      F   Comments
                                                                                                             M
 30     System shall provide ability to automatically generate letters to a complainant to show
        the status of a complaint.




       City and County of San Francisco                                                                                                  Complaint Tracking
       Planning Requirements                                                                                                                  Page 28 of 37
                                                (Planning) Technical and Functional Requirements
                                                           Code Enforcement and Appeals
                                                                                                       One Response Per
                                                                                                         Requirement
                                                                                                           (Vendor Use Only)
                                                                                                                  G
Item
   #
                                               Requirement                                             Y     N    C     3      F   Comments
                                                                                                                  M
 0      Notices of Violation and Correction Notices
 1      System shall provide ability to generate violations based upon violation type, infraction
        type, and issuing department.
 2      System shall provide ability to track violation/correction issued to a person/entity or
        property.
 3      System shall provide ability to allow for signature (written and electronic) by issuing
        officer.
 4      System shall provide ability to indicate violation/correction severity status and indicate
        number of offense (first offense, second offense, etc.).
 5      System shall provide automatic notification of inspection results to Departments or
        Divisions that have issued notices of violation on a property.
 6      System shall provide ability to track and control the request, review, approval, and
        issuance of a Stop Work Order.
 7      System shall provide ability to notify appropriate parties of a Stop Work Order.
 8      System shall provide ability to produce printed warning letters.
 9      Code Enforcement
 10     System shall provide ability to enable, via workflow, progressive, proactive enforcement
        based on business rules, including prevention of permit issuance and referrals to other
        Departments.
 11     System shall provide ability to report delinquencies where referral responsibilities are
        not completed in a timely manner.
 12     System shall provide ability to automatically route required electronic data (e.g.,
        inspection data, photos, report of legal use and zoning, and title report) to the City
        Attorney for legal action.
 13     System shall provide ability to associate and share electronic data (e.g., inspection
        data, photos, report of legal use and zoning, and title report) to related violation record,
        summons or case number.
 14     System shall provide ability to allow enforcement staff to automatically generate
        notices of violation and other correspondence (e.g., hearing notices and continuances).

 15     System shall provide ability to track process service (request and completion).
 16     System shall provide ability to change violation status along with date.
 17     System shall provide ability to track outcome of Director's Hearings (e.g., upheld,
        overturned, continued or returned to staff).
 18     System shall provide ability to capture and bill for additional permit fees, penalties
        (penalties may be per day, flat amount or based on permit fee) and code enforcement
        costs incurred (including time and materials).



       City and County of San Francisco                                                                                                       Code Enforcement & Appeals
       Planning Requirements                                                                                                                                Page 29 of 37
                                                (Planning) Technical and Functional Requirements
                                                            Code Enforcement and Appeals
                                                                                                        One Response Per
                                                                                                          Requirement
                                                                                                            (Vendor Use Only)
                                                                                                                   G
Item
   #
                                               Requirement                                              Y     N    C     3      F   Comments
                                                                                                                   M
 19     System shall provide ability to produce notices instructing property owner that permits
        are required and to issue a Notice of Violation when permit applications are not filed.

 20     System shall provide ability to reverse or rescind violations and update all related
        information including violation number, violation type, issuing department/unit, reason
        for rescission, date of rescission, date of inspection, date of certificate of correction or
        affidavit, and permit application number.
 21     System shall provide ability to track request for dismissal, appeal, correction,
        subsequent inspections, and removal of order (e.g., dismissal, certificate of correction).

 22     System shall provide ability to track and control all requests from violation and
        corrections.
 23     System shall provide ability to allow authorized staff to rescind administrative and other
        substantive violations based on business rules (e.g., inspection results, submission of
        proof, research, etc.) including the ability to log, display and report all instances of
        rescission.
 24     System shall provide ability to allow selected staff to remove violation based on
        owner/contractors submission of proof the violation has been corrected and that
        applicable fees/penalties payable to the City have been paid.
 25     System shall provide ability to keep cancelled violations in history file.
 26     System shall provide ability to, upon rescission request, allow for the scheduling of
        inspections, reporting of inspection results and determination of request disposition
        (granted, denied) and continuance and rescheduling of hearings.
 27     System shall provide ability to, upon rescission of vacate order, notify all necessary
        City departments or divisions.
 28     System shall provide ability to inquire and report on the volume of enforcement cases
        and other related statistics, including cases processed by planner.
 29     System shall provide ability to prioritize enforcement cases by standards established
        by each Department.
 30     Appeals
 31     System shall provide ability to flag cases (conditional use, environmental review,
        building permit, letter of determination, variance, notice of violation, etc.) that are being
        appealed. (NOTE: Appeal body varies by appeal type - i.e. conditional use and
        environmental review are appealed to Board of Supervisors; building permit, variance,
        letter of determination and some notices of violation are appealed to Board of Appeals;
        some notices of violation may be appealed to an Administrative Law Judge.




       City and County of San Francisco                                                                                                        Code Enforcement & Appeals
       Planning Requirements                                                                                                                                 Page 30 of 37
                                               (Planning) Technical and Functional Requirements
                                                          Code Enforcement and Appeals
                                                                                                     One Response Per
                                                                                                       Requirement
                                                                                                         (Vendor Use Only)
                                                                                                                G
Item
   #
                                              Requirement                                            Y     N    C     3      F   Comments
                                                                                                                M
 32     System shall provide the ability to input and track appeal-related data, including but not
        limited to: BOA appeal numbers; party names and contact information; permit
        number(s); and subject matter. The ability to input this information should be available
        to staff outside the Planning Department, such as Board of Appeals staff.

 33     System shall provide ability to track requests and workflow for appeals as well as
        record results of appeals (e.g., granted, denied and rationale for each), including
        decision document (i.e. Notice of Decision and Order for Board of Appeals) and dates
        each workflow step was completed.
 34     System shall provide ability for the public to request an appeal through the Internet,
        including scheduling with appropriate staff and tracking of outcomes.
 35     System shall provide ability to inquire and report on requests for appeals.
 36     System shall provide ability to take requests for appeals on-line, including submittal of
        electronic briefs and/or other documents, and payment.
 37     System shall provide internal validation of request for appeals (i.e., valid application
        number, following pre-defined chain of command).
 38     System shall provide ability to internally assign or delegate requests for appeals and
        related appointment requests.
 39     System shall provide ability to automatically schedule and send notification of hearings
        if request for appeal is accepted by DBI or Planning.
 40     System shall provide ability for applicant to submit multiple appeals.
 41     System shall provide ability for applicants to view their history of appeals requests.
 42     System shall provide ability for City staff to enter decision on appeals resulting from
        hearings.
 43     System shall provide ability for Auditors and other authorized City staff to view and
        query database of appeal decisions made.
 44     System shall provide ability to track all Board of Appeals actions, such as
        reschedulings, continuances, and rehearings.
 45     System shall provide ability to inquire and report on the volume of appeals and other
        related statistics, including appeals processed by planner.
 46     System shall provide ability to produce printed legal papers for legal action against non-
        compliant property owners.
 47     System shall provide ability to produce printed notification to non-compliant property
        owners.
 48     System shall provide ability to modify violation/correction notices.
 49     System shall provide alerts to staff when property owner response is overdue.
 50     System shall provide ability for users to flag cases and request notification when
        actions are taken on the case (e.g., violation is abated).


       City and County of San Francisco                                                                                                     Code Enforcement & Appeals
       Planning Requirements                                                                                                                              Page 31 of 37
                                                (Planning) Technical and Functional Requirements
                                                               Fee Calculation & Tracking
                                                                                                       One Response Per
                                                                                                         Requirement
                                                                                                           (Vendor Use Only)
                                                                                                                  G
Item
   #
                                               Requirement                                             Y     N    C     3      F   Comments
                                                                                                                  M
 0      General
 1      System shall provide ability to track time and expense and integrate fee calculation and
        collection capability associated with permits, cases, complaints, or other activities,
        including allowing users to review and amend fees at application time.

 2      System shall provide ability to track time worked on any review and inspection activities.

 3      System shall provide ability to retain historical fee schedules that are no longer active.

 4      System shall provide ability to calculate, assess and track payment of impact fees -
        including variable impact fees based on height, FAR, or payment to Citywide impact
        fee programs - including, but not limited to:
 5        Transit Impact Development Fee (TIDF)
 6        School District Fees
 7        Affordable Housing - Jobs Linkage Housing Program
 8        Inclusionary Housing
 9        Downtown Park Fund
 10       Child Care Fees
 11       Visitacion Valley Community Facilities and Infrastructure Fee
 12       SOMA Community Stabilization Impact Fee
 13       Community Improvement Impact Fee (Rincon Hill Downtown Residential Area)
 14       Market and Octavia, Eastern Neighborhoods, and other Plan Area Impact fees
 15     System shall provide ability to add and/or remove impact fee types.
 16     System shall provide ability to calculate fees for an application and collect that fee
        during the permit or entitlement application phase.
 17     System shall provide ability to calculate, assess, and track all penalties and/or fees
        associated with code enforcement.
 18     System shall provide the ability to track time billed to projects for post entitlement
        review and monitoring.
 19     System shall provide the ability to produce automatic billing letters when the time spent
        exceeds the initial fee.
 20     System shall provide the ability to subtract the application, case, or activity fee from the
        overall permit, case, or activity fee (based on time and material charges) and collect
        the balance when the permit is picked up.
 21     System shall provide the ability to support the following fee type calculations:
 22       Flat fee based on permit, activity, or case type
 23       Variable fee based on valuation constructed as follows:
 24            Processing Fee (i.e., CPB processing fee)


       City and County of San Francisco                                                                                                       Fees Calculation & Tracking
       Planning Requirements                                                                                                                                 Page 32 of 37
                                              (Planning) Technical and Functional Requirements
                                                             Fee Calculation & Tracking
                                                                                                    One Response Per
                                                                                                      Requirement
                                                                                                        (Vendor Use Only)
                                                                                                               G
Item
   #
                                             Requirement                                            Y     N    C     3      F   Comments
                                                                                                               M
 25            Tiered Flat fee for dollar range in valuation (or other measurement) - (e.g., $200
               fee for first thousand dollars of valuation)
 26            Additional fee for additional increments (e.g., $30 for each additional hundred
               dollars)
 27     System shall provide ability to add a variety of fees that may be appropriate depending
        on the type of work involved (e.g., special projects, fast track, etc.)
 28     System shall provide ability to handle fee exemptions and inter-departmental billing
        processes.
 29     System shall provide ability to support the following types of fee adjustments after the
        permit is issued or application accepted:
 30       Refunds (including refunds of transactions completed over the Internet)
 31       Adjustments
 32       Revision fees
 33     System shall provide ability to generate an itemized receipt and record the associated
        Treasurer‟s receipt number with each fee transaction.
 34     System shall provide ability to track a fee that will become due when a future activity
        occurs (e.g., fees due before a Certificate of Occupancy can be issued).
 35     System shall provide ability to inquire and obtain listing of previously made payments
        by application number or other user-defined parameters.
 36     System shall provide ability to recalculate, log and display all changes to fees
        regardless of status of permit, case, or application.
 37     System shall provide ability to calculate fees according to the City‟s business rules
        when permits are processed over the Internet.
 38     System shall provide ability to inquire and report on cash receipts for reconciliation.
 39     System shall provide ability to electronically link to the CCSF Business Tax System.
 40     System shall provide ability to inform other City departments, including the
        Treasurer/Tax Collector, if accounts are deliquent and if so to withhold other permits
        and/or licenses to compel payment.
 41 System shall provide ability to issue a renewal charge.
 42 System shall provide ability to replicate common information, e.g. contractor's name,
    through an entire application.
 43 System shall provide ability to send notifications to Assessor's Office based on user-
    defined parameters.
 44 System shall provide ability to hold issuance of permit or Certificate of Occupancy until
    obligations for development impact fees are fulfilled.
    System shall provide ability to generate quarterly reports for billing to other Agencies
 45
    for miscellaneous permit review.



       City and County of San Francisco                                                                                                    Fees Calculation & Tracking
       Planning Requirements                                                                                                                              Page 33 of 37
                                               (Planning) Technical and Functional Requirements
                                                               Fee Calculation & Tracking
                                                                                                  One Response Per
                                                                                                    Requirement
                                                                                                      (Vendor Use Only)
                                                                                                             G
Item
   #
                                              Requirement                                         Y     N    C     3      F   Comments
                                                                                                             M
 46     Planning-Specific Fees
 47     System shall provide ability to calculate, assess and track fees related to Planning
        Department services including, but not limited to the following, and provide ability to
        create new fee types as necessary:
 48       Environmental Applications
 49         Initial Study and EIR
 50         Reactivate Withdrawn Application
 51         EIR Addendum
 52         EIR Supplement
 53         Negative Declaration Addendum/Re-evaluation
 54         Exemption Certificate
 55         Exemption Stamp
 56         Appeal of Preliminary Negative Declaration to Planning Commission
 57         Appeal of EIR Certification to the Board of Supervisors
 58       Commission and Variance Hearing Applications
 59         Discretionary Review Request
 60         Mandatory Discretionary Review
 61         Planning Code Text Amendment Request
 62         Zoning Map Change
 63         Setback Change
 64         Institutional Master Plan (Full and Abbreviated)
 65         General Plan Referral
 66         General Plan Amendment and Related Plans
 67         Conditional Use (including PUD)
 68         Section 321
 69         Variance
 70       Downtown Applications
 71         Section 309 Review
 72         Application for One or More Exceptions Under Section 309
 73       Preservation Applications
 74         Landmarks Designation
 75         Historic District Designation
 76         Certificate of Appropriateness
 77         Determination of Compatibility
 78         Mills Act Historical Properties Contract
 79         Article 11 Downtown Preservation Review
 80               Designation or Change of Designation
 81               Designation or Change of Boundary


       City and County of San Francisco                                                                                                  Fees Calculation & Tracking
       Planning Requirements                                                                                                                            Page 34 of 37
                                              (Planning) Technical and Functional Requirements
                                                              Fee Calculation & Tracking
                                                                                                    One Response Per
                                                                                                      Requirement
                                                                                                        (Vendor Use Only)
                                                                                                               G
Item
   #
                                             Requirement                                            Y     N    C     3      F   Comments
                                                                                                               M
 82               Alteration of a Significant or Contributory Building in a Designated
                  Conservation District
 83               Alteration of a Contributory Building Outside a Conservation District
 84               Demolition of a Contributory Building Outside a Conservation District for which
                  no TDR has been Transferred
 85         Statement of Eligibility
 86         Certificate of Transfer
 87         Certification of Transfer of TDR (Notice of Use)
 88       Subdivision Applications
 89         Land Subdivision
 90         New Condominiums
 91         Condominium Conversions
 92       Miscellaneous Fees
 93         Monitoring Approved Sections 149, 163, 164, 165, 321, Conditional Use, Variance
            and Section 309 Projects
 94         Sale of Documents
 95         Photocopies
 96         Information Analysis, Report Preparation, Research Services, Data Requests, Site
            Inspections and Presentations
 97         Subscription to Planning Commission Agenda
 98         Subscription to Historic Preservation Commission Agenda
 99         Project Review
100         Project Notification (BBN)
101         Written Determination by Zoning Administrator
102         Transportation Review
103         Temporary Use Permit Review
104         Service Station Conversion Determination
105         Initiation of Residential Conservation Controls
106       Building Permit Applications
107         Building Permit Review
108         Permit for Solar Panels
109         Permit Revision Recheck
110         Shadow Review of Project Exceeding 40'
111         Public Notification
112         Demolition Applications
113         Fire, Police and Health Permits
114         Sign
115         Over-the-Counter Permit for Solar Equipment Installation


       City and County of San Francisco                                                                                                    Fees Calculation & Tracking
       Planning Requirements                                                                                                                              Page 35 of 37
                                           (Planning) Technical and Functional Requirements
                                                          Fee Calculation & Tracking
                                                                                                One Response Per
                                                                                                  Requirement
                                                                                                    (Vendor Use Only)
                                                                                                           G
Item
   #
                                          Requirement                                           Y     N    C     3      F   Comments
                                                                                                           M
116 System shall provide ability to generate a report of all payments received at the counter
    over a specified period.
117 System shall provide ability to automatically identify projects that are nearing City-
    defined time and materials fee thresholds (e.g., time and materials fees are nearing 2
    times the initial flat intake fee) and generate alerts/warnings.
118 System shall provide ability to automatically generate letters to project sponsors of
    projects that are nearing City-defined time and materials fee thresholds.




       City and County of San Francisco                                                                                                Fees Calculation & Tracking
       Planning Requirements                                                                                                                          Page 36 of 37
                                                       City and County of San Francisco, CA
                                                      Technical and Functional Requirements
                                                        Proposer Response Instructions
In responding to the requirements located in the spreadsheet tabs labeled, the following codes must be used.
Please place one "X" under the appropriate response code column for each of the requirements.

Response Code                      Definition
Y (Yes)                            Requirement will be met 'out of the box' without configuration, customizations or modifications (see definitions below) to the existing
                                   application or report. The functionality must be installed and operational at other sites and can be demonstrated to the Agency.

N (No)                             The functionality identified in the requirement will not be provided.
G (ConfiGuration)                  The requirement will be met by ConfiGuration, Customization or Modification:
                                   G = Configuration - The requirement will be met through changes to setting of tables, switches, and rules without modification to the
       C (Customization)           source code. Include any changes to the existing or 'out of the box' workflow functionality.
                                   C = Customization - The requirement will be met through changes to the existing reports or programs. This would include custom
                                   code developed to perform specific functions or validations outside the standard code. Include the creation of a new report, query or
           M (Modification)        workflow that does not exist within the current application.
                                   M = Modification - The requirement will be met through changes to the source code which would require analysis and re-application
                                   during updates, upgrades, or when applying software patches.

                                   Note: For each of the codes G, C, and M in the comments column next to this response, you must indicate the following:
                                   - Description of customization
                                   - Party who will perform the work (Agency or Proposer)
                                   - Estimated level of effort involved in hours
                                   - Estimated level of complexity (High, Medium, Low)
                                   - Estimated associated costs (must also be included the Cost Proposal).
3 (Supplied by Third Party)        Requirement will be met by third-party software package and is included in this proposal.

                                   Note: In the Comments column, indicate the name of the proposed third-party software package and indicate the interface/integration
                                   services being proposed.
F (Future)                         Requirement will be met by packaged software that is currently under development, in Beta test, or not yet released.

                                   Note: In the Comments column next to this response, indicate the date when requirement will be available for implementation. If
                                   possible, also indicate any additional costs.
                                                                                 Note:
                                   1. An omitted response will be assumed to be the same as a response code of “N”.
                                   2. Only one (1) response per requirement will be accepted. Multiple responses will be re-coded at the discretion of the Agency.
                                   3. Any deviation from the response codes will be re-coded at the discretion of the Agency.
                                   4. Costs associated with G, C, M or F responses should be clearly shown in the comments column and must be included in the Cost
                                   Proposal.




    City and County of San Francisco                                                                                                                                         Proposer Instructions
    Planning Requirements                                                                                                                                                           Page 37 of 37

				
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