SR-08-25-2015-3O
City Council
Report
City Council Regular Meeting: August 25, 2015
Agenda Item: 3.O
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To: Mayor and City Council
From: Jory Wolf, Chief Information Officer, Software Systems, Information Systems
Department
Subject: Third Modification to Contract #9149 with Avolve for ProjectDox Maintenance
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a third modification to
agreement #9149 (CCS) in the amount of $225,380 with Avolve Software, an
Arizona-based company, for maintenance and support of ProjectDox plan
checking system. This will result in a ten year amended agreement with a new
total amount not to exceed $601,248, with future year funding contingent on
Council budget approval.
2. Authorize the Chief Information Officer to issue any necessary changes within
contract authority.
Executive Summary
The City uses Avolve Software’s ProjectDox system to enable design professionals and
architects to upload electronic plans for review. Once uploaded, City staff can track,
review, and process the plan checks electronically via ProjectDox. Currently, the City
has a maintenance agreement with Avolve for technical support services and for access
to the latest product upgrades and functionality. The maintenance agreement expires in
September 2015. A modification of the agreement is required in order to extend the
maintenance and support services for an additional five-year term. This third
modification would increase the contract by $225,380, including an estimated 5%
annual increase, resulting in a ten-year amended agreement in the amount not to
exceed $601,248.
Background
On November 10, 2009 (Attachment A), Council authorized the purchase the City’s first
electronic plan review and resubmittal system, ProjectDox. The system is used by
several departments to review and plan check building and construction plans. On July
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13, 2011, the City processed a first contract modification to contract 9149 (CCS) to
include additional services and maintenance support at no extra cost to the City.
Because the first modification did not involve a change in price, staff did not seek
Council authorization. On June 11, 2013 (Attachment B), Council authorized a second
modification to extend the term of the agreement for a total of five years. The system is
currently in use and has been reliable and flexible in meeting the City’s ever changing
requirements with respect to review and plan tracking processes.
Discussion
The maintenance agreement with Avolve expires in September 2015. In order to
continue to receive critical support and regular software updates, a modification to
extend the term of the maintenance agreement is required. The term extension will
enable the City to continue to have access to the latest product upgrades, new
functionality and technical support to resolve issues promptly. Staff from several
divisions regularly make updates to ProjectDox to adapt to current construction
demands and trends. Avolve Software is the only vendor qualified to provide support
for its proprietary software.
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 on Santa
Monica Daily Press. The City received one proposal and publicly opened 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 submitted and found that Avolve
Software was a responsive bidder. Avolve offered viable pricing and had provided
similar systems and services to other municipalities such as the State of Idaho, the City
of Lancaster (CA), the Santa Clarita (CA) and the City of Miami (FL).
The software licenses previously purchased by the City for the ProjectDox system ar e
perpetual and require no renewal. This selection meets the provisions of SMMC
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2.24.080, exceptions to competitive bidding, as 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.
Financial Impacts and Budget Actions
The contract modification to be awarded to Avolve Corporation is $225,380, for an
amended contract total not to exceed $601,248. Funds are available in the FY 2015-16
budget in the Planning and Community Development Department. The contract
modification will be charged to account 01321.533580. Future year funding is
contingent on Council budget approval.
Prepared By: Andy Pong, Systems Analyst - Permitting Systems
Approved
Forwarded to Council
Attachments:
A. November 10, 2009 Staff Report (web link)
B. June 11, 2013 Staff Report (web link)