Planning and Building Agency
www.santa-ana.org/pb
Item # 12
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
June 16, 2026
TOPIC: Land Management Electronic Plan Review System
AGENDA TITLE
Purchase Order Contract to Avolve Software Corporation for Land Management Electronic Plan Review System (Specification No. 26-060) (General Fund)
RECOMMENDED ACTION
Award Purchase Order Contract to Avolve Software Corporation for ProjectDox, a Land Management Electronic Plan Review System, in a total amount not to exceed $85,680, for a one-year term beginning July 3, 2026 and expiring July 2, 2027.
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The City of Santa Ana has been in continuous operation with the ProjectDox Land Management Electronic Plan Review system since 2020. It continues to serve as the primary platform for electronic submissions and review of all planning, permitting, and construction documents for the Planning and Building and Public Works agencies.
ProjectDox allows all plan submittals to the City to be electronically reviewed, approved, and stored while eliminating the need for paper plans or document. Applicants are able to submit plans, retrieve corrections, and verify project status online at any time, reducing or eliminating travel time for applicants during business hours and when City Hall is closed after hours or on weekends.
ProjectDox is a proprietary solution and the only system that supports continuity with the City’s current electronic plan review environment. Since the City began using the software, staff has made improvements to the user interface and internal processes to streamline the submission process for applicants and the review process for staff. The City's departments are fully trained on this platform.
Santa Ana Municipal Code, Section 2-807(a), authorizes the City to make non-bid purchases of services, supplies, materials, and equipment whenever it shall appear that there is only one reasonably available source. Staff researched available procurement options and product offerings in the market, including a request-for-proposal (RFP) for a
Land Management Electronic Plan Review System
June 16, 2026
5 8
1 8
new competitive Land Management System and utilizing a cooperative purchasing contract. However, both alternatives were dismissed due to the inherent operational risks and cost disadvantages. Furthermore, this purchase order contract is strategically timed to support the City’s current transition to the Accela Electronic Permit Portal. The Land Management Electronic Plan Review system offered by Avolve Software Corporation meets City specifications. Staff recommends awarding an agreement with Avolve Software Corporation.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
This annual expenditure is between the Planning and Building Agency and Public Works agencies. The accounting units may change, pending specialty items that may be paid from other programs. However, the maximum aggregate amount of the expenditure will not exceed $85,680. For FY 2026-27, the annual expenditure will be included in the proposed budget for City Council consideration as follows:
Fiscal
Year
Accounting Unit –
Account No.
Fund
Description
Accounting Unit –
Account No.
Description
Amount
2026-27 01116510-66511 Planning and
Building Agency
Planning, Contract
Services-Professional
$19,136
2026-27 01116520-66511 Planning and
Building Agency
Permit & Inspection
Services, Contract
Services-Professional
$19,135
2026-27 01116530-66511 Planning and
Building Agency
Permit & Plan Check,
Contract Services-
Professional
$19,135
2026-27 10117605-66511 Public Works Development
Engineering, Contract
Services-Professional
$14,137
2026-27 06017645-66511 Public Works Water Admin/
Engineering, Contract
Services-Professional
$14,137
Total $85,680
Submitted By: Ali Pezeshkpour, AICP, Executive Director of Planning and Building Agency Approved By: Alvaro Nuñez, City Manager