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File #: 080958.    Version: 0 Name: Declare ProjectDox Electronic Plan Review and Permitting as Sole Source (B)
Type: Staff Recommendation Status: Passed
File created: 5/7/2009 In control: City Manager
On agenda: Final action: 5/7/2009
Title: Declare ProjectDox Electronic Plan Review and Permitting as Sole Source (B) This item involves a request for the City Commission to waive the competitive bid process and a request to authorize the Building Official to enter into contract negotiations with Avolve Software for the purchase of electronic plan review software.
Attachments: 1. 080958a_Avolve PPt_20090507.pdf, 2. 080958b_Staff PPt_20090507.pdf, 3. 080958c_Cost Chart_20090507.pdf
Title
Declare ProjectDox Electronic Plan Review and Permitting as Sole Source (B)
 
This item involves a request for the City Commission to waive the competitive bid process and a request to authorize the Building Official to enter into contract negotiations with Avolve Software for the purchase of electronic plan review software.
 
Explanation
Electronic plan review is the next step in the streamlining of the permitting and plan review process. ProjectDox is currently the only self-hosted solution for electronic plan check and review for government entities.  It is designed to handle permit project drawings from review, markup, and approval thru final inspection. Informative Graphics and Avolve Software is the sole maker of ProjectDox.  They are also the sole maker of Brava, which is the viewer within ProjectDox.  No other plan review software in the market has the tools and the capability to track all changes and re-submittals on one set of documents.
 
The City of Gainesville entered into a contract with Innoprise in 2008 to provide software for Planning, Code Enforcement, Building Inspections and GIS that will allow seamless coordinated tracking of our entire development process as well as an e-Gov solution for our citizens.  ProjectDox works stand alone so it can be used with any permitting system.  Avolve and Innoprise are presently working together so that data input in one will automatically update the other. ProjectDox can be used for site plan review and be shared by all of the City's Innoprise users.
 
The following jurisdictions in Florida are using ProjectDox for plan review and made their purchase through the sole source purchasing process: The City of Miami, Leon County, City of Palm Coast, City of Tallahassee, Lee County, City of West Palm Beach, and Osceola County.  The Building Official has consulted on this matter with the Builders Association of North Central Florida (BANCF) and has received their support for this software application.
 
The City is approximately half way through the FY 09 budget year and it appears that the Building Enterprise Fund will make budgeted figures for revenue and has reserve funds available for  purchasing this enhancement to service delivery.
 
Fiscal Note
 The proposed cost is estimated to be $364,400 and this amount is available in the Building Enterprise Fund. Staff is projecting a reduction in plan review man hours, a reduction in the time plans spend in the review process and the elimination of $4,000.00 a year for plan storage and retrieval.
 
Recommendation
Recommended Motion:  The City Commission: 1) waive the competitive bid process and declare the ProjectDox plan review and electronic permitting software as a "sole source,";  2) approve the purchase of ProjectDox software from Avolve Software for a  not to exceed  price of $400,000; and 3) authorize Staff to enter into contract negotiations with Avolve Software , and if successful, the City Manager will execute a contract, subject to the approval of the City Attorney as to form and  legality.
 
Alternative Recommendation A:  The City Commission: deny the waiver of the competitive bid process. There is no fiscal impact.
 
Alternative Recommendation B:  The City Commission: require the competitive bid process for the purchase of this software with fiscal impact to be determined.
 
 



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