Submitted By: Tye Chighizola
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Presentation By: Tye Chighizola
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Department: Growth Management
STAFF RECOMMENDATION (Motion Ready):
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Approve a five-year renewal with Avolve Software Corporation for ProjectDox software in the amount of $701,280
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OCALA’S RELEVANT STRATEGIC GOALS:
Operational Excellence, Economic Hub
PROOF OF PUBLICATION:
N/A
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BACKGROUND:
On December 7, 2010, City Council approved a Software License and Services Agreement with Avolve Software Corporation (“Avolve”) to utilize ProjectDox software (“Original Agreement”). This software provides a web-based electronic plan and document workflow solution that allows citizens and City staff to initiate and complete the plan submission, and review and approval process online rather than using a manual, paper-based process.
On September 19, 2017, City Council approved Amendment #1 to the Original Agreement. This amendment was for a five-year period and included upgrades to the ProjectDox software and hosting services. Staff is now proposing to enter into Amendment #2 for another five-year renewal term for software as a service (“SaaS”) and cloud hosting services renewal that will include an upgrade from version 9.1 to the version 9.2. The renewal period is March 15, 2023, to March 14, 2028.
FINDINGS AND CONCLUSIONS:
The current Amendment under the Original Agreement (Contract No. ITS/15-006) with Avolve Software Corporation expires on March 14, 2023. ProjectDox has been beneficial in streamlining the development review process for citizens and improving interdepartmental communication and collaboration. Avolve has been very responsive in resolving issues quickly and efficiently and the ProjectDox software is compatible with GovSense.
FISCAL IMPACT:
There is $120,000 included in Growth Management’s FY23 budget in account 001-016-061-521-52-52045 for hosting the ProjectDox software. Another $20,256 is needed to pay the first year of software hosting, bringing the total to $140,256. The Building’s Reserve for Fund Balance currently has a balance of $3,540,929, therefore, there is sufficient funding to cover the additional $20,256 cost of the ProjectDox upgrade to version 9.2 and the first year of software hosting. An accompanying budget resolution is provided on the consent portion of this same agenda. The annual cost of $140,256 will be included in the Building Division’s budget over the next four (4) years. The total cost of the five-year renewal for ProjectDox software hosting and upgrade to version 9.2 is $701,280.
PROCUREMENT REVIEW: The services were procured in compliance with the City’s Procurement Policy.
LEGAL REVIEW: The Amendment will be reviewed and approved for form and legality by City Attorney, William E. Sexton.
ALTERNATIVE:
• Approve with Changes
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• Deny