Laserfiche WebLink
(9) <br />b. In instances of initial business licensing not requiring City staff review, the system must <br />permit fully automated online licensing (e.g. out-of-town state license contractors, <br />absentee residential rental property landlords, etc.). The online capabilities must include <br />but are not limited to: <br />i. Customers create a profile and receive login/password credentials with the ability <br />to initiate password resets; <br />ii. Staff may reset credentials if a customer is locked out; <br />iii. Customers may upload multiple images or other documentation with online <br />applications. The ability to store all documentation submitted within the system <br />itself with document management capabilities is highly desirable. <br />iv. System MUST possess the capability to link to the City's Laserfiche application to <br />connect documents and files, either printed/scanned or digitally generated, i.e. <br />Adobe PDF. The ability to run a full text search on all stored documentation and <br />scanned files is required; <br />v. Customers may update and request to cancel their business license online, with <br />staff approvals permitted; <br />vi. Enable secure signatory processes which may be built into the system or <br />integrated with an outside platform (e.g. Simple Signature); and <br />vii. The workflow processes must ensure all requirements are met prior to a business <br />license being issued. This includes but is not limited to, possessing occupancy <br />permits, Alcohol Beverage Control (ABC) licenses, and contractor licenses, which <br />will require the system to communicate with the City's incoming LMS (Clariti). This <br />functionality would in turn allow for multiple sales permits to be assigned to a single <br />business license. <br />7. Calculate standard or special taxes, fees, and assessments (in addition to penalties and interests) <br />from City -defined formulas or rates with the ability for authorized City staff to override and amend <br />the amounts charged. <br />a. The ability to set start- and end -dates for such calculations is required. <br />b. Records of staff overrides must be maintained with the name of the staff member plus ID <br />number and the reason for the modification. <br />i. Selection of reasons from a configurable drop -down list is ideal. <br />c. Tax and fee adjustments may only occur after the acceptance of an initial tax or fee is <br />collected and may be done as a refund, revision, resubmission, adjustment, <br />apportionment rule/apportionment audit, or transfer. <br />d. A "scenario calculator" to estimate taxes, fees, and assessments is highly desirable; <br />8. The ability to associate a payoff order/sequence to fees, taxes, interests, penalties, and any other <br />charges within the system. <br />a. The computation of the final payoff order/sequence when applying received payments <br />must be in accordance to existing and future Santa Ana Municipal Code, and Business <br />License Tax Administrative Procedures. <br />b. For the proposers' knowledge, the Santa Ana Municipal Code § 21.66 states, "Money <br />received during the current year for a license shall first be applied to the payment of <br />delinquent fees, sums and penalties due during any preceding calendar year, any balance <br />remaining thereafter shall be applied to the payment of the current license fees and <br />penalties." <br />City of Santa Ana RFP No. 23-165 Page 22 of 196 <br />