HomeMy WebLinkAboutItem 12 - Land Management Electronic Plan Review System Planning and Building Agency
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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
Page 2
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 Accounting Unit— Fund Accounting Unit— Amount
Year Account No. Description Account No.
Description
2026-27 01116510-66511 Planning and Planning, Contract $19,136
Building Agency Services-Professional
2026-27 01116520-66511 Planning and Permit & Inspection $19,135
Building Agency Services, Contract
Services-Professional
2026-27 01116530-66511 Planning and Permit & Plan Check, $19,135
Building Agency Contract Services-
Professional
2026-27 10117605-66511 Public Works Development $14,137
Engineering, Contract
Services-Professional
2026-27 06017645-66511 Public Works WaterAdmin/ $14,137
Engineering, Contract
Services-Professional
Total $85,680
Submitted By: Ali Pezeshkpour, AICP, Executive Director of Planning and Building Agency
Approved By: Alvaro Nunez, City Manager