25E - AMEND AGMT FOR POJECTDOX - Laserfiche WebLink

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: DECEMBER 15, 2020 TITLE: APPROVAL OF SECOND AMENDMENT TO AGREEMENT WITH AVOLVE SOFTWARE CORPORATION FOR THE PURCHASE AND IMPLEMENTATION OF PROJECTDOX ELECTRONIC PLAN SUBMITTAL SOFTWARE TOTAL NOT TO EXCEED $629,215 (GENERAL FUND AND NON -GENERAL FUND) CITY MANAGER CLERK OF COUNCIL USE ONLY: ❑ As Recommended ❑ As Amended ❑ Ordinance on 1� Reading ❑ Ordinance on 2nd Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER RECOMMENDED ACTION Authorize the City Manager to execute addendum to agreements with Avolve Software Corporation for the purchase and implementation of ProjectDox, an electronic plan submittal, review, tracking, and archiving system, for the Planning and Building Agency and Public Works Agency for a period of two years ending December 31, 2022, with the option to renew for up to three additional years. This project will increase customer service levels with paperless plan review, while decreasing costs of issuing permits and storing plan documents. The aggregated not to exceed amount is $629,215, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION The City currently receives paper plans, applications, and other documents from permit applicants who are applying for building permits for development projects. Due to the current COVID-19 safety precautions, the City purchased and implemented a six-month pilot program for an electronic plan review system, called PaperlessNOW, from Avolve Software in July 2020. The Avolve Software system was chosen based on customer service integration, speed of implementation, pricing, and their willingness to integrate with current and other future land management systems. This system allows customers to submit plans digitally without having to come to City Hall, and has a customer portal that allows automated tracking of their respective project's progress. With the implementation of this six-month pilot system, the City has been able to receive, review, and communicate electronically with customers, saving time and effort, as well as providing a safe way to submit projects during the pandemic. The pilot PaperlessNOW system contract is set to expire in January 2021 and the purchase of the full electronic review system called ProjectDox from Avolve Software would allow the City to move closer to offering a fully on-line permitting services system. This software will greatly streamline 25E-1