SR-06-11-2013-3IRecommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to contract 9149 (CCS) in the amount of $77,868 with
Avolve Software, an Arizona -based company, for product maintenance and technical
support services for the ProjectDox plan checking system. This will result in a five -year
amended contract with a new total amount not to exceed $375,868 with future year
funding contingent on Council budget approval.
Executive Summary
The City uses Avolve Software's ProjectDox system to allow design professionals and
architects to upload electronic plans for review. The City's plan reviewers are then able
to do their plan checks electronically via ProjectDox. ProjectDox also streamlines
workflows by tracking the plan re- submittal and revision processes to prevent loss of
plans and delays. In order to receive software updates and prompt technical support,
staff recommends amending the existing agreement with Avolve Software in an amount
not to exceed $77,868 for a two year period for a total not to exceed $375,868.
Background
On November 10 2009 Council authorized the purchase the City's first electronic plan
review and resubmittal system, ProjectDox. It is used by several departments to review
and plan check building and construction plans. On July 13, 2011, the City made a first
contract modification to contract 9149 (CCS) to include additional services to be
performed by the vendor. Specifically, Avolve agreed to develop the integration between
ProjectDox and the City's land management system, Permits Plus. Because this first
modification did not involve a change in price, staff did not seek Council authorization.
The product has been a reliable and flexible system that has met the City's ever
changing requirements with respect to review and plan tracking processes.
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A continuation of the software maintenance for Avolve's ProjectDox would ensure the
City's ability to provide better plan check service to the public by having access to the
latest product upgrades, new functionality and technical support to resolve issues
promptly.
Discussion
Staff from several divisions regularly make updates to ProjectDox to incorporate current
construction demands and trends and to provide better service to the public. In order to
continue to receive critical software upgrades and technical support, a new support and
maintenance contract is needed.
Vendor Selection
In July 2009, the City published a Request for Proposals (RFP) for an electronic plan
check system in accordance with City specifications. The bid was posted in the Santa
Monica Daily Press. The City received one proposal and publically opened it on August
10, 2009. 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 based on price, product availability,
selection, quality of material, and compliance with City specifications and found that
Avolve Software was the best bidder. Avolve offered viable pricing and they had
provided similar systems and services to other municipalities such as the State of Idaho,
the City of Lancaster (CA), the City of Santa Ctarita (CA) and the City of Miami (FL).
The software licenses previously purchased by the City for the ProjectDox system are
perpetual and require no renewal. However, in order to receive critical support and
regular software updates, the City must continue software maintenance with Avolve
Software. Avolve Software is the only vendor qualified to provide this support for its
proprietary software, therefore this is a sole source purchase. Because this is a service
only available from Avolve, an Arizona -based company, the City Manager approved a
Justification for Working with an Arizona Based Company on April 7, 2011.
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Financial Impacts & Budget Actions
The contract amendment to be awarded to Avolve Software is $37,080 for FY2013/14,
$40,788 for FY2014/15, for a total not to exceed $375,868 for the five -year term. Funds
for FY2013 -15 have been included in the FY2013 -15 Proposed Budget, pending
Council approval. Each year, the contract will be charged to account 01321.533580.
Prepared by: Cheng -Wei Pong, Systems Analyst — Permitting Systems.
Approved: Forwarded to Council:
Vhifo � Rod Gould
forma t' n Officer, City Manager
tion Systems Department
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Reference Contract No.
9149 (CCS)