Cost Allocation Billing System


TEST California Department of Technology STP




Budget Not Determined Yet

Procurement Method:

View doc

Application Period:

October 16, 2019


November 20, 2019 3:59 PM

Q&A Period:

October 16, 2019 - November 6, 2019


The Department of Water Resources is seeking a user-friendly and modern solution to improve their current cost allocation billing system for our staff and water contractors.


Currently, when permit applicants submit a completed paper permit application, the application is scanned into a PDF file and imported into the City’s permit software system, IPS. Then, multiple departments are tasked with reviewing the permit and approving it. These reviews are typically done in tandem, and if departments have questions or concerns, they independently reach out to the applicant to request clarification or updates. This leads to version control issues. If the applicant provides updated plans to one of the reviewers, those updates are typically not shared with the other reviewers. Therefore, many departments may be conducting their reviews with out-of-date plans or information.

Additionally, there is no way for applicants to see where their permit stands in the review process. If an applicant wants to check on the permit’s status they either have to wait to hear from the City, or call and hope that they can speak to someone with information about their application.

This results in:

Higher number of phone calls and in person visits
Lack of visibility into status or progress
Inconsistent information across departments
Increased time to approval
Frustrated and annoyed applicants

Requirements & Outcome

Public Works seeks a solution that would have the following outcomes:

A software solution with automated approval/rejection of proposed truck travel route
Shared permit database with the police department
Improved permit request processing time
Integrated permit and online payment system for a seamless customer experience
Secure online digital payment system that accepts credit card payments to minimize person-to-person transactions
Ability for permittees to check balances, dues, credits and transactions online
Increase in number of truck permits issued due to improvement permit and payment systems
Ability for a police officer to identify permitted trucks without a traffic stop
Decrease of truck travel on residential streets
Reallocate police staff and resources to address and respond to higher priority issues