SR 04-12-2016 3C
City Council
Report
City Council Meeting: April 12, 2016
Agenda Item: 3.C
To: Mayor and City Council
From: Jory Wolf, Chief Information Officer, Information Systems Department
Subject: Professional Services Agreement for Electronic Plan Check Management
System, ProjectDox Upgrade
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute a Professional Services
Agreement with Avolve Software, an Arizona-based company, for implementation
and integration services to upgrade the Electronic Plan Check Management
System, ProjectDox. This recommended award is made as an exception to the
competitive bidding process pursuant to Section 2.24.080 (d) and is for a total
amount not to exceed $158,672, with future year funding contingent on Council
budget approval; and
2. Authorize budget changes as outlined in the Financial Impacts & Budget Actions
section of this report.
Executive Summary
ProjectDox, to enable the public, design professionals, and architects to upload and
ProjectDox, staff can then review and comment on submitted plans, compare original
submittals against subsequent submittals, and approve the plans online. The current
version of ProjectDox runs on obsolete technology that Avolve Software no longer
Accela Automation (AA). An upgrade to the current version of ProjectDox is required to
prevent future system failure, which would disable electronic plan check processing.
The upgrade would also allow the City to receive critical system updates, vendor
support, and enable the integration of ProjectDox with AA. Staff recommends executing
a sole source professional services agreement with Avolve Software for upgrade,
implementation, and integration services for ProjectDox. The total cost of the upgrade
is $593,349, including $158,672 for the professional services agreement with Avolve
Software, $351,676 for the infrastructure build-out and server licensing, and $83,001 for
the first year contribution towards the Computer Equipment Replacement Program
(CERP) for future server replacement.
Background
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In 1989, the City implemented the permitting software system, Permits Plus, to manage
the increasing demand for permitting services related to building construction and
improvements. As the technology infrastructure to support permitting services grew
over the years, the City did not have a system to efficiently manage the plan check
process. In order to enhance City services related to plan check processing, improve
efficiencies, and promote environmentally sustainable practices, the City sought to
purchase an electronic plan check submittal and review system that would integrate
with Permits Plus.
In July 2009, the City released the Request for Proposals (RFP) to purchase an
Electronic Plan Check Management System. Avolve Software was the only respondent.
was selected based on price; the quality of the software
product; the ability, capacity, and skill of the vendor to provide an Electronic Plan Check
comparable system requirements and services.
On November 10, 2009 (Attachment A), Council authorized an agreement with Avolve
Software in the amount of $298,000 to implement and maintain ProjectDox, an
Electronic Plan Check Management System that allows the public and staff to submit,
review, and manage plans electronically. The agreement with Avolve Software included
software implementation, one-time licensing, maintenance, and technical support over a
three-year period.
On July 13, 2011, the City and Avolve Software modified the agreement to include
maintenance support of the integration between the permitting system, Permits Plus,
and ProjectDox at no additional cost.
On June 11, 2013 (Attachment B), Council approved a second modification of the
agreement with Avolve Software in the amount of $77,868 to cover maintenance and
support for an additional two years, extending the term to September 7, 2015.
On August 25, 2015 (Attachment C), Council approved the modification of the
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agreement with Avolve Software in the amount of $225,380 to provide maintenance and
support for an additional five years, extending the term to September 7, 2020. The
remaining terms of this maintenance agreement are still valid and will be applied to the
upgraded version of ProjectDox.
On September 18, 2015, Avolve Software notified staff that certain components of the
or supported. Users have encountered an increasing number of technical issues that
cannot be resolved
upgrade.
Discussion
An upgrade to the current version of ProjectDox would ensure the continued
performance of electronic plan checks. Both the community and staff use ProjectDox to
submit, review, and process building and construction plans electronically. Using
ProjectDox has eliminated the need to submit and review paper plans, reduced travel
time and costs for community users, and improved departmental coordination in
processing plans.
becoming cumbersome to maintain and has become unreliable. Moreover, the current
version does not integrate with the new Land Based Management System, Accela
Automation, which replaced Permits Plus in December 2014. The lack of integration
requires staff to perform redundant data entry in both ProjectDox and Accela
Automation. Implementing an upgraded version of ProjectDox would resolve existing
system issues on a permanent basis, mitigate the risk of future system failure through
the use of supported technologies, enable integration with the current Land Based
Management System, and enable features that increase productivity and mobility, such
as using mobile applications in the field. Staff would manage Avolve Software, which is
Staff would be responsible for the daily system administration of ProjectDox post-
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implementation and for escalating technical issues to Avolve Software as needed.
upgraded version of ProjectDox is more robust than the current version and requires
significant improvements to the existing server infrastructure. To support the upgraded
system, the City would implement enhanced server technology that includes an
advanced operating system and a robust database engine to ensure functionality and
seamless deployment. This self-hosted solution would require $351,676 in one-time
funds to build the server infrastructure and purchase related server licensing fees.
Ongoing server licensing and future hardware replacement costs would be in an annual
amount of $83,001. During the FY2015-16 mid-year budget process, Council approved
cloud environment. At the tim (cloud
based)
needs, staff identified long-term cost savings associated with hosting the system
internally. Staff would purchase hardware as needed, returning to Council for approval
as appropriate.
Vendor/Consultant Selection
In July 2009, the City published the Request for Proposals (RFP) for an Electronic Plan
Check Management System in accordance with City specifications. The RFP was
posted in the Santa Monica Daily Press. The City received one proposal on August 10,
2009. A selection committee comprised of staff from the Information Systems
Department, Planning and Community Development Department, and Public Works
Department evaluated the proposal and found that Avolve Software was a responsive
bidder. Avolve Software offered viable pricing and provided similar systems and
services to other municipalities, including the State of Idaho, the City of Lancaster (CA),
the City of Santa Clarita (CA), and the City of Miami (FL).
On September 18, 2015, Avolve Software ceased support and maintenance of the
Staff anticipated this termination of vendor support and began to review Electronic Plan
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Check Management Systems. Staff reviewed the only two competitive Electronic Plan
Land Based Management
System, Accela Automation, and determined that these systems currently lack the
functionality of processing and tracking plans through multiple reviews. Staff found that
provided the essential functionalities to review and approve plan checks within a user-
friendly interface as well as the integration with Accela Automation.
The City has invested considerable time in training staff and the public to use the
ProjectDox system and in developing the processes and systems integration to provide
seamless service delivery. Implementing a different system at this time would result in
delays in the plan check process and costs to the City that would negatively impact
n environmentally friendly and
efficient plan submittal and review process. Moreover, the current version of ProjectDox
requires an urgent upgrade due to its obsolescence and limited vendor support. Avolve
transition to the upgraded system.
Staff recommends Avolve Software to provide the Electronic Plan Check Management
System upgrade, implementation and integration services on a sole source basis. The
advanced technology and features that Avolve Software has developed for its
ProjectDox system are only supported and can only be maintained by Avolve Software.
Therefore, this sole source purchase is necessary to ensure uninterrupted service
continuity and integration of the ProjectDox system, as specified in SMMC 2.24.080 (d)
Competition does not exist because only one vendor possesses the unique ability or
capability to meet the particular requirements of the solicitation, such as a good or
service that is copyrighted, patented or otherwise only available from one license
holder.
The City Manager approved a Justification for Working with an Arizona Based Company
on April 7, 2011, since Avolve Software is the only authorized vendor able to support
and maintain ProjectDox and is headquartered in Arizona.
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Financial Impacts and Budget Actions
The total cost of the system upgrade is $593,349, including $158,672 for the Avolve
contract related to the upgrade services, $351,676 for the infrastructure build-out and
server licensing, and $83,001 for the first year contribution towards the Computer
Equipment Replacement Program (CERP) for future server replacement.
The agreement to be awarded to Avolve Software is for an amount not to exceed
$158,672. Funds are available in the FY 2015-16 Capital Improvement Program budget
in account C018008.589000.
The transfer of funds in the amount of $434,676 to the Information Technology
Replacement Services Fund for infrastructure build-out, server licensing, and first year
CERP contribution requires the following FY 2015-16 budget changes:
Transfer $227,600 to account IS010003.589000 from accounts 01321.533580
($176,057), S010210.589000 ($50,000), and C018008.589000 ($1,543);
Appropriate $207,076 to account IS010003.589000; and
Increase revenue budget of $434,676 at 55243.402660 to reflect receipt of the
funds.
The transfer of funds to the Information Technology Replacement Services Fund for the
second year CERP contribution will be included in the Proposed FY 2016-17 Budget.
Future year funding is contingent on Council budget approval.
Prepared By:
Katie Seaman, Software Systems Analyst
Approved Forwarded to Council
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Attachments:
A. November 10, 2009 Staff Report (web link)
B. June 11, 2013 Staff Report (web link)
C. August 25, 2015 Staff Report (web link)
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Reference:
AgreementNo.
10279
(CCS)