Submitted By: Tye Chighizola
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Presentation By: Tammi Haslam
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Department: Growth Management
STAFF RECOMMENDATION (Motion Ready):
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Adopt Budget Resolution 2023-127 amending the fiscal year 2022 - 2023 budget to appropriate funds from the Reserve for Building Fund to cover the additional cost of the ProjectDox upgrade to Version 9.2 and the first year of software hosting in the amount of $20,256
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OCALA’S RELEVANT STRATEGIC GOALS:
Economic Hub, Operational Excellence
PROOF OF PUBLICATION:
N/A
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BACKGROUND: On December 7, 2010, City Council approved an Agreement with Avolve Software Corporation to utilize ProjectDox software for a web-based electronic plan and document workflow that allows citizens and city staff to initiate and complete the plan submission, review, and approval process online rather than using a manual, paper-based process.
In late 2017, the City entered into a new five-year contract with Avolve Software Corporation that include upgrades to the ProjectDox software and hosting services. Staff is proposing to enter into another five-year contract that will include an upgrade from version 9.1 to the version 9.2.
FINDINGS AND CONCLUSIONS: The current Agreement with Avolve Software Corporation (Contract ITS/15-006, expires on March 14, 2023). ProjectDox has been beneficial in streamlining the development review process for citizens and improving interdepartmental communication and collaboration. Avolve Software Corporation has been very responsive in resolving issues quickly and efficiently. The 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, which amounts 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. The annual cost of $140,256 will be included in the Building Division’s budget over the next 4 years. The total cost of the five-year contract for ProjectDox software hosting and upgrade to version 9.2 is $701,280
PROCUREMENT REVIEW: N/A
LEGAL REVIEW: N/A
ALTERNATIVE:
• Adopt with changes
• Table
• Deny
BUDGET RESOLUTION 2023-127
A RESOLUTION AMENDING THE FISCAL YEAR 2022-2023 BUDGET TO APPROPRIATE FUNDS FROM THE RESERVE FOR BUILDING FUND TO COVER ADDITIONAL COST OF THE PROJECTDOX UPGRADE TO VERSION 9.2 AND FIRST YEAR OF SOFTWARE HOSTING IN THE AMOUNT OF $20,256
WHEREAS, on December 7, 2010, City Council approved an Agreement with Avolve Software Corporation to utilize ProjectDox software for a web-based electronic plan and document workflow; and
WHEREAS, in late 2017, the City entered into a new five-year contract with Avolve Software Corporation that included upgrades to the ProjectDox software and hosting services; and
WHEREAS, the current Agreement with Avolve for ProjectDox (Contract ITS/15-006) expires on March 14, 2023; and
WHEREAS, since ProjectDox has been working so well for both staff and the public, Growth Management is proposing to enter in another five-year contract with Avolve that will include an upgrade from version 9.1 to the version 9.2; and
WHEREAS, the total cost of the ProjectDox software contract will be $701,280 with the Growth Management Department budgeting $140,256 for it annually this year and over the next four years; and
WHEREAS, there is $120,000 included in Growth Management’s FY23 budget for hosting the ProjectDox software and another $20,256 is needed in order to pay the first year of software hosting, which amounts to $140,256; and
WHEREAS, the City’s Building Fund currently has a reserve balance of $3,540,929; and
WHEREAS, the ProjectDox software is an appropriate expense for building funding.
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF OCALA, FLORIDA, duly assembled in regular session, that the Fiscal Year 2022-2023 Budget be amended as outlined below to appropriate funding as follows:
RESOURCE:
001-099-999-513-81-99170 Building’s Reserve for Fund Balance ($20,256)
USE:
001-016-061-524-52-52045 Software-Subscript Based $20,256
This resolution adopted this ______ day of ______________________, 2023.
ATTEST: CITY OF OCALA
By: By:
Angel B. Jacobs James P. Hilty Sr.
City Clerk President, Ocala City Council
Approved as to form and legality:
By: _________________________________
William E. Sexton
City Attorney
Reviewed for accounting accuracy & completeness:
By: _________________________________
Peter A. Lee
City Manager