DATE: DECEMBER 3, 2024
DEPARTMENT: COMMUNITY DEVELOPMENT
FROM: LISA BRINTON, DIRECTOR
THROUGH: DAVID GONZALVES, ASSISTANT DIRECTOR
BY: ANGELINE ANZINI, CHIEF BUILDING OFFICIAL
TITLE: FOURTH RENEWAL WITH AVOLVE SOFTWARE, INC. PROJECTDOX EPLAN RECOMMENDED MOTION:
A motion to approve a Resolution authorizing the City Manager to execute the Fourth renewal with Avolve Software, Inc. ProjectDox ePlan for a software subscription and increase the compensation by $101,160 for a revised not to exceed amount of $407,367 from December 12, 2024 to December 11, 2025.
EXECUTIVE SUMMARY:
On June 22, 2021, the City of Salinas entered into a Services Agreement with Avolve Software Inc., the developer of OAS and ProjectDox software (Resolution No. 22140 (N.C.S.). OAS and ProjectDox software are utilized to provide residents, design professionals, and developers the ability to submit their permit applications for review and approval electronically. Electronic plan review provides greater efficiency by streamlining processes and creating a digital one-stop review of building permit applications.
For calendar years 2023 and 2024, Council approved Resolution Nos. 22569 (N.C.S.) and 22844 (N.C.S.) authorizing the annual Services Agreement renewal with Avolve for Year Two and Three, for a not to exceed compensation amount of $101,160 per year. The amount of the Renewal for Year Four remains the same, $101,160, and covers services from December 12, 2024, to December 11, 2025. The funding source for the 2021 Service Agreement and subsequent yearly renewals is Capital Improvement Program 9093, Permit Systems and Technology Upgrade, which is funded by a 5% technology fee collected with building permit fees.
BACKGROUND:
Under State Assembly Bill 2234, a public agency must require permits to be applied for, completed, and stored through a process on its internet website. Jurisdictions with a 2020 census population greater than 75,000 were to comply no later than January 1, 2024. To fulfill this mandate, on June 22, 2021, the City entered into a Services Agreement with Avolve Software Inc., the developer of OAS and ProjectDox software. Avolve's OAS system enables design professionals and architects to upload electronic plans for review. Once uploaded, City staff track, review and process plan checks electronically via ProjectDox, and facilitates management of permit application and review processes. In addition to reviewing plans, ProjectDox serves as a digital repository for approved plans to be maintained and used by City staff in the future. Avolve software is integrated with our current permitting software, TRAKiT.
Project Dox allows applicants to submit their application when it is convenient for them. The software performs automated tasks and gives the applicant immediate feedback about missing information on forms, address validation, contractor license validation, the ability to pay fees and more. This eliminates the need to deliver applications and materials at the counter, simplifies file sharing, and cuts down staff time for data entry. The also software complements the Permit Center’s one-stop-shop concept to create a virtual multi-departmental permitting center.
The software guides 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 by providing reviewer mark-up tools, prioritizing task assignments, automating version tracking, and processing data analytics. In addition, digital signatures can be maintained in the system during virtual meetings where plans are redlined for approval.
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).
CALIFORNIA GOVERNMENT CODE §84308 APPLIES:
No.
STRATEGIC PLAN INITIATIVE:
This Renewal furthers the City Council’s 2022-2025 strategic goals of Economic Development and Housing/Affordable Housing. The Avolve electronic plan review software will continue to offer a streamlined and efficient process for both residential and commercial permits which supports businesses to obtain important construction permits in a timely manner.
DEPARTMENTAL COORDINATION:
The Community Development, Public Works, and Fire Departments utilize ProjectDox for building permit plan review. Information Technology Division supports ProjectDox and Trakit database integration.
FISCAL AND SUSTAINABILITY IMPACT:
Permit Systems & Technology Upgrade is funded by a 5% technology fee collected with building permit fees.
Fund
Appropriation
Appropriation
Name
Total Appropriation
Amount for recommendation
FY 24-25 CIP Budget Page
Last Budget Action (Date, Resolution)*
5800
30.9093-66.5800
Computer Software
$156,543
$101,160
Pg. 21
6/11/24, 22979
* The Capital Improvement Program (CIP) budget was adopted by City Council on June 11, 2024.
ATTACHMENTS:
Resolution Authorizing Year Four ePlan Renewal
Executed Avolve Service Agreement
Year Four Consultant Quote and Statement of Work (October 28, 2024) Page | 3
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