CITY COUNCIL STAFF REPORT
Meeting: September 19, 2023
Subject
Award a Software-as-a Service (SaaS) agreement to Avolve Software Corporation, for Migration, Deployment and Subscription Services of ProjectDox from on-premises environment to Cloud Services, for a total cost of $488,680.50, including 10% contingency over five years.
Recommended Actions
1. Find under Municipal Code section 3.22.060(B) that the formal competitive bidding procedures are impractical for competitive procurement.
2. Authorize the City Manager to execute a Software-as-a Service (SaaS) agreement with Avolve Software Corporation, for Migration, Deployment, and Subscription Services of ProjectDox from on-premises environment to Cloud Services, for a total cost of $488,680.50 including 10% contingency over five years.
Reasons for Recommendation
Staff proposes the award of an agreement with Avolve Software Corporation to transition ProjectDox from an on -premises solution to a Software as a Service (SaaS) subscription model. Avolve has communicated to the City that support for the on-premises version of ProjectDox will cease by the end of 2023. Consequently, Avolve recommend that all existing on -premises customers migrate to their SaaS offering.
Since 2013, the City has employed Avolve’s ProjectDox application for the review and approval of all permit ap plications, ensuring that the proposed construction plans align with the life safety, accessibility, sustainability, and structural safety standards stipulated by the California Building Code.
Transitioning to the SaaS framework will delegate the tasks of daily maintenance, system upgrades, and data backups to Avolve. Moreover, Avolve will assume the responsibility for both data and application security. This SaaS service, accessible through a browser, ensures that both staff and customers can access it fr om any
location. The software upgrades cost is also included in this SaaS offering.
Additional workflow licenses in the SaaS will allow integration of new city departments.
The Innovation & Technology department recommends moving forward with Avolve Software Corporation for the migration, deployment, and subscription services of ProjectDox, transitioning from an on -premises environment to cloud services. The main consideration is the platform's functionality; ProjectDox has proven successful for both our staff and Cupertino clientele during in-person and online Plan Check Reviews. Furthermore, the system seamlessly integrates with Accela, our Land Management System, facilitating the smooth interchange of permit plan check review data between the two platforms.
Over the years, the City's Plan Check workflow has been refined to embody our best practices' efficiencies. Transitioning to a different platform might jeopardize the effectiveness of our established business processes. As explained above, staff and Cupertino clientele are currently using ProjectDox through an on-premises server. Moving ProjectDox to the cloud not only allows staff and the public continuing access to a system that seamlessly integrates with our Land Management Syst em and Electronic Record Management System but also provides the other advantages of a cloud-based system as described above.
Alternatively, the City can undergo a n RFP for a new provider but doing so will incur additional cost and inefficiencies to install and train staff and the public as no other provider’s software will be able to integrate with the ProjectDox proprietary cloud software. Accordingly, staff recommends that Council make the findings required under Municipal Code section 3.22.060(B) for necessary standardization and costs savings and approve the exemption of competitive bidding procedures under Chapter 3.22.
Formal Competitive Bidding Exemption
CMC Chapter 3.22 ordinarily requires that purchases of services be selected through Request for Proposal process. However, CMC § 3.22.060(B) authorizes the waiver of competitive bidding procedures if “pursuant to a written recommendation of the City Manager, the City Council finds that the use of the formal competitive bidding procedure is not practical due to limitations on source of supply, necessary restri ctions in specifications, necessary standardization, quality considerations, or if other valid reasons for waiving the formal competitive bidding process procedures appear.”
Staff recommends 1) Council find that CMC 3.22.0 60(B) appliable to exempt the competitive bidding process and 2) awarding the Software-as-a-Service (SaaS) agreement with Avol ve Software for Migration, Deployment, and Subscription
Services of ProjectDox from on-premises environment to Cloud Services, for a total cost of $488,680.50 including 10% contingency over five years.
Sustainability Impact
ProjectDox software has reduced the volume of paper used for plan check review, conserving natural resources, and reducing greenhouse gases generated during the production and disposal of paper. Cupertino Community Development and Public Works staff leverage the improved software platform to perform plan check review online. Additionally, contractors, architects and customers can submit and do plan check revisions online, further reducing vehicle travel and use of paper.
Implementation of paperless office strategies like this one are prioritized in Cupertino’s Climate Action Plan (M-SW-1).
Fiscal Impact
The cumulative expenditure for ProjecDox agreement amounts to $488,680.50.
Council has approved expenditures as part of FY 2023-24 Proposed Budget.
California Environmental Quality Act
Not applicable.
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Prepared by: Nidhi Mathur, Applications Manager
Reviewed by: Bill Mitchell, Chief Technology Officer
Michael Woo, Senior Assistant City Attorney
Approved by: Pamela Wu, City Manager
Chris Jensen, City Attorney
Attachments:
A – Avolve Software Corporation Software-as-a-Service Agreement