sr-111009-1i~;tYaf City Council Report
Santa Mnniea
City Council Meeting: November 10, 2009
Agenda Item: ~ °-"~
To: Mayor and City Council
From: Jory Wolf, CIO
Subject: Implementation of Electronic Plan Check Software
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a contract with AVOLVE Software in an amount not to exceed $298,000 for the
purchase and maintenance of ProjectDox software.
Executive Summary
ProjectDox is a web-based software that allows citizens and staff to access a
centralized, online site through which plans will be submitted, reviewed; checked and
approved.
Through the ProjectDox software, applicants are automatically alerted by e-mail when
their plans have been approved or noted for correction and re-submittal. Developers
and contractors can track the processing of their plans during the review process via the
Internet. Staff can access comments made by other employees, compare original
submittals with follow up submissions, and approve and stamp plans electronically.
ProjectDox provides an improved plan check process by enhancing communications
between Staff and the public. In keeping with the City's sustainability initiative,
ProjectDox saves paper and eliminates the need for the public to visit City Hall. Funds
are available in the Planning and Community Development Department CIP account.
Annual funding requirements will be requested in future years' budget submittals.
Discussion
In December 1989, the City implemented the Permits Plus system to manage increased
demand for permitting services as a result of increased construction within the City.
Over the years, the City has been steadily building its information management
environment by enhancing the permitting system. However, the permitting system was
not designed to address the City's plan-check process. To improve service and to
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reduce the amount of paper, time, travel and cost associated with the plan check
process, staff recommends the implementation of ProjectDox.
Contractor/Consultant Selection-
Staff issued a Request for Proposals for an electronic plan check system on July 28,
2009. The City received one proposal. A selection committee comprised of staff from
the Information Systems Department, the Planning and Community Development
Department, and the Department of Public Works evaluated the proposal submitted and
found that AVOLVE Software was a responsive bidder. AVOLVE offered viable pricing
and they had provided similar systems and services to other municipalities such as the
Cities of Lancaster CA, Santa Clarita CA and Miami FL, and. the State of Idaho.
Financial Impacts & Budget Actions
The cost for the software purchase and maintenance will not exceed $298,000. Funds
are available in the ProjectDox Electronic Plan Check. System CIP at account
0018008.589000. Future purchase and maintenance costs will be submitted in future
years' budgets.
Prepared by: AI Dave, Software Services Division Manager
roved: Forwarded to Council:
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Reference Contract No.
9149 (CCS).