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HomeMy WebLinkAbout2009-06-23 - AGENDA REPORTS - AWARD CONTR AVOLVE SOFTWARE (2)CONSENT CALENDAR DATE: SUBJECT: DEPARTMENT Agenda Item: Ap CITY OF SANTA CLARITA AGENDA REPORT City Manager Approval Item to be presented by: June 23, 2009 1 ZA/w Z, - 7 Kevin Tonoian AWARD OF CONTRACT TO AVOLVE SOFTWARE CORPORATION Administrative Services RECOMMENDED ACTION City Council: 1. Appropriate $181,800 from the Computer Replacement Fund Balance (720) to expenditure account 12203-5111.009 as part of the Fiscal Year 2009/10 Budget adoption process. 2. Appropriate $18,200 from the Computer Replacement Fund Balance to expenditure account 12203-5201.002 as part of the Fiscal Year 2009/10 Budget adoption process 3. Waive the City's normal procurement process, approve single -source contract with Avolve Software, authorize execution of a contract in an amount not to exceed $181,800, and authorize the City Manager or designee to execute all documents, subject to City Attorney approval. BACKGROUND Earlier this year, the City fon-ned a Development Process Advisory Committee comprised of business, development, and community leaders to help identify ways to further streamline Santa Clarita's development review and approval process. As a result of feedback gained through this collaborative community effort, staff focused significant time on how the City could improve its development processing through greater use of technology. On April 28, 2009, the City Council approved the 21 -Point Business Plan for Progress, a local Apr, stimulus strategy for the Santa Clarita Valley. The plan includes utilizing technology solutions to streamline the development process by implementing a web -based application to provide an end-to-end electronic process for development and construction plan submittal and review. To enhance the overall efficiency of the City's development process, staff researched the feasibility of integrating an online plan submittal and review system, resulting in the selection of Avolve Software Corporation. Avolve Software is the developer of "ProjectDox," an electronic permit plan check and review software that will help manage development and construction projects. ProjectDox serves as an electronic online repository of existing plans for use by every internal division participating in the City's development and approval process More importantly, ProjectDox allows applicants and their consultants, as well as external agencies such as LA County Fire, to process development and building plans electronically through a centralized system that can manage every agency's comments. In contrast, the City's current development process requires the submittal of applications, plans, and drawings to be reviewed in paper form. In the application process, customers are required to submit between 15 and 25 sets of plans for each plan review, which are then distributed to various City divisions and agencies throughout the City and/or County. Sets of plans and drawings can vary from 30 to over 100 pages per set. Typically, plan reviews can take anywhere from three to four weeks to process, depending on the type and size of project and the number of agencies required to review. Applicants also spend extensive time traveling to other agencies within and outside Santa Clarita to make changes to design or to receive agency comments. By implementing technology solutions such as ProjectDox, the City can provide for greater efficiency and cost savings for applicants by accepting plans electronically, streamlining processes, and creating a digital one-stop review for projects. As this system is accessible to applicants, consultants, and other external public agencies, ProjectDox seamlessly integrates the development review process and will eliminate a significant amount of the travel necessary for applicants when seeking plan approval from other public agencies, The integration of this type of system is a significant step in the City's environmentally friendly "green" efforts, compliments ongoing efforts to construct a one-stop facility at City Hall, and represents the next step in making Santa Clarita an even more business -friendly City. Following extensive efforts to research and evaluate potential software solutions, staff detennined Avolve Software Corporation to be a single -source vendor capable of meeting the City's development process related needs. In considering different software solutions currently supported by third party vendors, Avolve's ProjectDox is the only solution in the marketplace that does not impose any type ofdocument uplo * ad fees upon applicants or their consultants which will be a benefit to our applicants. ProjectDox is also the only application that provides unlimited user licenses allowing the City to make the software accessible to outside public - 0;Z__ agencies involved in the development approval process. Furthen-nore, Avolve's ProjectDox application is currently utilized by more then 26 state and local governments, including the County of San Bernardino, and the cities of Lancaster and Palmdale. The cost for the system is $181,800 detailed as follows: ProjectDox Software ($88,000); professional services - system custornization ($65,200); annual maintenance ($17,600); project implementation expenses ($6,000); and advanced workflow training ($5,000). The cost for equipment upgrades necessary to support the system is $18,200 detailed as follows: computer monitor upgrades ($3,070); random access memory (RAM) ($2,730); video cards for dual monitor use ($2,400); network server ($4,000); and additional SAN storage node ($6,000). ALTERNATIVE ACTIONS 1. Do not approve contract with Avolve Software. 2. Other action as determined by City Council. FISCAL IMPACT Appropriate $181,800 from the Computer Replacement Fund Balance (720) to expenditure account 12203 -5111.009 as part of the Fiscal Year 2009/10 Budget adoption process. Appropriate $18,200 from the Computer Replacement Fund Balance to expenditure account 12203-5201.002 as part of the Fiscal Year 2009/10 Budget adoption process to be used for equipment upgrades for larger computer monitors and the purchase of a network server to support ProjectDox software ATTACHMENTS ProjectDox Overview —9-- Attachment A Avolve Software ProjectDox Benefits ProjectDox provides the following benefits: El Ability to integrate with the City's existing development permit issuance software application. 0 Unlimited user licenses, no per -transaction or document upload fees. :1 Secure information. Self -hosted to maintain the City's information and documents. D Software accepts all types of drawing file formats. D A centralized repository for project plans, accessible 24 hours per day, 7 days per week, to customer and plan reviewers El Paperless online plan submission - The annual amount of paper processed for development review in Santa Clarita is estimated to exceed 630,000 pounds or 315 tons. D7 System requires only one set of plans to be submitted. Q Parallel plan check and review by multiple divisions and external agencies - Prevents multiple departments from reviewing different versions of plans for the same project, reducing confusion, and providing a higher level of customer service. D Re -submission and approval with tracking of all changes made to the original document. 0 Automatic change notifications - Keeps all informed, resulting in customer service excellence. 0 Electronic document filing, eliminating the need to send paper documents for scanning 0 Eliminates paper documents, reducing floor space and storage requirements. 11 Reduces miles driven and the number of cars on the roads by avoiding multiple trips to City and outside agencies. D System creates a "virtual one-stop." ID Reduction of plan -processing time because of 24/7 availability to customer and plan reviewers.