DATE: JANUARY 10, 2022
DEPARTMENT: COMMUNITY DEVELOPMENT
FROM: MEGAN HUNTER, DIRECTOR
BY: MELISSA GUILFOLYE, ADMINISTRATIVE ANALYST
TITLE: CONTRACT RENEWAL FOR ELECTRONIC PERMIT APPLICATION SOFTWARE RECOMMENDED MOTION:
A motion to approve a Resolution authorizing the Mayor to renew a Professional Services Agreement with Avolve Software, Inc. through Fiscal Year 2022-23.
EXECUTIVE SUMMARY:
The Community Development Department (CDD) is seeking approval to renew a Professional Services Agreement with Avolve Software, Inc. in the amount not to exceed $101,160 for Fiscal Year 2022-23. The OAS and ProjectDox software will be utilized to provide residents, design professionals and developers the ability to submit their projects for review and approval electronically. Electronic plan review offers customers a fast, easy and cost-effective way to participate in the City’s permitting process. This provides greater efficiency and cost savings for applicants by accepting plans electronically, streamlining processes and creating a digital one-stop review for projects. The authorization is limited to $101,160 from the Capital Improvement Program 9093, Permit Systems and Technology Upgrade, which is funded by a 5% technology fee when applying for and obtaining a permit.
BACKGROUND:
In Fiscal Year 2021-2022 the City of Salinas entered into a contract with Avolve Software Inc., the developer of OAS and ProjectDox software. The contract approved by City Council included nine milestones for each phase of the development and launch. These milestones included OAS form design, OAS integration, and training for city staff. Due to issues with integration between ProjectDox and TRAKit, the original launch date of ProjectDox was delayed by several months. In the original contract signed by the Mayor and approved by City Council, it was stipulated that for Fiscal Year 2022-2023 and Fiscal Year 2023-2024 there would be a renewal cost of $101,160 for each of these two years. The renewal cost for Fiscal Year 2022-2023 was not included in the resolution. As a result of the cost (over $100,000), the City Council will need to approve the renewal fee for Fiscal Year 2022-2023.
DISCUSSION:
Avolve Software Inc. is the developer of OAS and ProjectDox software. The programs use a cloud-based Software as a Service (SaaS) platform. Avolve's OAS system enables design professionals and architects to upload electronic plans for review. Once uploaded, city staff can track, review and process plan checks electronically via ProjectDox, which helps manage the building permit application and review process. In addition to reviewing plans, ProjectDox also serves as a digital repository for approved plans to be maintained and used by city staff in the future.
The ability to apply online will allow applicants to submit an application anytime it is convenient for them, 24 hours a day, seven days a week. The software will perform automated tasks and give the applicant immediate feedback about missing information on forms, address validation, contractor license validation, the ability to pay fees and more. The intelligent application forms can be modified by city staff at any point to adapt to current construction demands and trends. This will greatly reduce traffic at the counter, simplify file sharing to a single easy method and cut down staff time for data entry. The software complements the Permit Center’s one-stop-shop concept to create a virtual multi-departmental permitting center.
The Avolve software is proven to function seamlessly with our current permitting software, Trakit. The software will guide the applicant through each step of their participation in the review process with videos, in addition to written instruction. ProjectDox allows for better tracking across review cycles, reviewer mark-up tools, prioritizing task assignments, automated solutions for versioning complexities and process insight analytics. Digital signatures can be maintained in the system during virtual meetings where plans are redlined for approval.
The first year of the service was approved by council in the amount $204,909 and included creation of the production environment, a test environment, intelligent application forms and training for staff and community users. The renewal is a set rate for the next two years of $101,160.
CEQA CONSIDERATION:
Not a Project. The City of Salinas has determined that the proposed action is not a project as defined by the California Environmental Quality Act (CEQA) (CEQA Guidelines Section 15378).
STRATEGIC PLAN INITIATIVE:
The renewal of the Avolve Software Professional Services Agreement will assist in promoting the strategic goal of Economic Development in the City of Salinas. The Avolve electronic plan review Software will offer a streamlined and efficient process for both residential and commercial permits which will support businesses to obtain important commercial construction permits in a timely manner. Additionally, the renewal of the Avolve Software Professional Services Agreement will assist in promoting the Housing/Affordable Housing strategic goal in several ways. The Avolve software will help residents wanting to construct ADUs obtain the permits in an efficient and timely manner. Applicants will be able to apply for permits 24/7 thus allowing residents and business ample opportunity to apply for permits outside of the Permit Center’s regular business hours.
DEPARTMENTAL COORDINATION:
The Services Agreement with Avolve Software, Inc. is a collaborative effort among the CDD (Permit Services, Code Enforcement and Current Planning), the Fire Prevention Bureau of the Fire Department, Development Engineering Division of the Public Works Department, Information Technology Division, City Attorney’s Office, and Finance Department.
FISCAL AND SUSTAINABILITY IMPACT:
The cost incurred for this contract is covered through the Capital Improvement Program 9093, Permit Systems & Technology Upgrade, which is funded by a 5% technology fee when applying for and obtaining a permit. No funds are taken from the General Fund or any other accounts ATTACHMENTS:
Resolution
Avolve Services Agreement
Consultant Quote and Statement of Work (Dec 12, 2022)
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