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HomeMy WebLinkAbout2012 10 22 Consent 203 ProjectDox Purchase Request COMMISSION AGENDA     Informational Consent X ITEM203 Public Hearings Regular       October 22, 2012KSRS Regular MeetingCity ManagerDepartment         REQUEST: The Community Development Department requests that the City Commission approve the purchase of  ProjectDox software from Avolve Software Corporation in the amount of $65,000, associated hardware in the amount of $4,830, implementation expenses in the approximate amount of $11,000 and a contingency in the amount of $6,500; and also authorize the City Manager and City Attorney to prepare and execute any and all applicable documents.   SYNOPSIS: As part of the City’s initiative to improve productivity, efficiency, and customer service, staff is requesting approval to purchase ProjectDox software, and related equipment. This request is complimentary to and supportive of the Enterprise Resource Planning (ERP) solution which was approved in Agenda Item 601 on July 23, 2012.   ProjectDox will enable the electronic submission of building/development plans and will allow the entire review to be done electronically via a workflow process. This not only helps the customer but also greatly improves the efficiency of staff, enabling the simultaneous availability of plans to multiple people and a shorter review and approval time frame.  CONSIDERATIONS: The City of Winter Springs has been diligently working on initiatives to improve information sharing, productivity, create efficiencies, cut costs, and create an environment where the goal of providing exceptional customer service can be more readily achieved through the use of proven technology. Staff continues to strive to create an atmosphere where it is both easy and pleasant to conduct business and interact with the City.   Consent 203 PAGE 1 OF 4 - October 22, 2012 On October 10, 2011 via Regular Agenda Item 602, Commission approved the replacement of the City’s antiquated telephone system with a new Voice over Internet Protocol (VoIP) phone system which has since yielded many benefits and enhancements to the City’s delivery of services.  In June 2011, the City put out a Request for Proposals (RFP) for a new Enterprise Resource Planning (ERP) system to replace the current financial, permitting, development, and code enforcement business software with a single, integrated software package. On July 23, 2012, via Regular Agenda Item 601, the City Commission awarded that bid to New World Systems and approved the purchase of their software.  The ProjectDox application is intended to provide expanded functionality and efficiencies to both sides of the permitting function, both City staff and, more importantly, the development/building community, many of whom have requested electronic plan submissions and reviews.    ProjectDox Electronic plans submission (ePlans) has become the standard over paper plans and is being requested by some of Community Development’s biggest clients. ProjectDox is being utilized by other local Florida communities such as Seminole County, Osceola County, Winter Haven, Clearwater, Polk County, Ocala, Miami Beach, West Palm Beach, and  the Town of Davie.  Other non-Florida government agencies include Albuquerque, NM, Aspen, CO, Bend, OR, Beverly Hills, CA, and Chicago, IL. You may click on each hyperlink to view a short, informative video to see how ProjectDox is helping their city.   ProjectDox is a software solution from Avolve Software Corporation that automates the plans review process by enabling electronic building and development plan submission, review, and tracking and is part of the broader information technology initiative already underway in the City.  This type of system provides many benefits to the customer as well as to the City.  For the customer, it eliminates the need to stand in  line, saves multiple trips to City Hall, gas, drive time, paper and printing costs, and enables the customer to review status updates in real-time. For the City, it optimizes existing human capital by automating processes and making information more readily available to everyone, effectively building efficiencies and eliminating information “silos”; enables the review and commenting processes to be completed electronically, allowing for a more efficient plans review process.  Use of the software also allows for better collaboration between departments by making comments and project tracking available simultaneously and in real time; and also reduces storage costs by eliminating the need to store or scan paper plans. Full deployment of both the ERP system from New World Systems and ProjectDox will enable the sharing of common information between permits and building plans through the use of an Application Programming Interface (API) already developed by the two companies.   With ProjectDox, once a permit application is submitted, the applicant is invited to upload drawing files to the review department securely over the Internet.  Once in ProjectDox, all review department personnel that need to work on approving the plans are notified automatically and the digital review process begins.  Applicants are notified when re- submission is required and the process repeats itself until final approval.  Inspectors can also access ProjectDox projects and drawings in the field to make notes for updates to approved plans that become ‘as-builts’.  Upon completion, ProjectDox can export the project to archive or to an electronic document management system (EDMS) such as LaserFiche.    An electronic plan technology solution, such as ProjectDox, simplifies and makes managing the entire process of land development and permitting easier and more accurate, while, as stated earlier, maximizing the productivity of existing staff. The handling of paper Consent 203 PAGE 2 OF 4 - October 22, 2012 throughout the plans review and permitting processes is increasingly making less sense with respect to the City’s objectives to manage operations more effectively and become more customer experience focused.  Paper is easily mishandled and requires significant human resource time and effort to manage.  It is easy to misplace, and represents an ongoing and   ever-increasing cost to store in the City’s archives.In short, the construction plan review process has always been paper-intensive, costly, time-consuming and often complicated.  ProjectDox has been identified by staff, after exhaustive research and effort, as the preferred solution to these development and permitting process shortcomings.   ProjectDox was discussed in Regular Agenda Item 601 on July 23, 2012. The cost of this software is $65,000 (negotiated down from $137,000). This price includes professional services and maintenance for year 1. Year 2 maintenance will be $8,820 and year 3 will be $9,085 (3% increase); travel expenses are in addition to this price.  Staff anticipates the need for 4 trips maximum during implementation. If necessary, the fourth trip will incur additional costs as outlined under the implementation section of this agenda item.  The City has opted for Avolve's "QuikStart" program and anticipates total implementation of the software and staff training to be completed within 90 days from the start of the project.    Implementation As stated above, set-up and implementation of the ProjectDox system should take a maximum of 90 days at an estimated cost of $10,936.   Monitors and Video Cards The following equipment is needed to enable staff  to easily view the electronic plans. This equipment is available on Dell’s Florida State Contract # 250WSCA10ACS;B27160. 4Dell 30'' Monitor Dell Ultrasharp u3011monitor with 3 year warranty$4,030 4VisionTek Video Cards for secondary monitors$800 Total  $4,830 FISCAL IMPACT:     Requested Funding Source Item/Description Amount 420 Fund ProjectDox $   65,000 $65,000 Implementation $   10,936 $10,936 Monitors and Video Cards $    4,830 $  4,830 Contingency $    6,500 $  6,500 Totals $87,266 $87,266   That purchase price identified above will be funded from the 420 Enterprise Fund, with a 50% down payment upon project initiation and the final 50% upon project completion.  COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney/Staff, and is available on the City’s Website, LaserFiche, and the City’s Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City’s Website, LaserFiche, and the City’s Server; has been sent to applicable City Staff, Media/Press Representatives who have Consent 203 PAGE 3 OF 4 - October 22, 2012 requested Agendas/Agenda Item information, Homeowner’s Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals.   RECOMMENDATION: The Community Development Department requests that the City Commission approve of the purchase of ProjectDox software from Avolve Software Corporation in the amount of $65,000, associated hardware in the amount of $4,830, implementation expenses in the approximate amount of $11,000, and a contingency in the amount of $6,500; and also authorize the City Manager and City Attorney to prepare and execute any and all applicable documents associated with this purchase.         ATTACHMENTS:   ATTACHMENT A -ProjectDox quote (1 page) Consent 203 PAGE 4 OF 4 - October 22, 2012 Attachment A a do o 1 do, e - , Pro ectD l vo Q N|'[ St arf Price Ul t atUoM Ron Kandzer Kiva Administrator!Systems Analyst City of Winter Springs,FL dmndzon@wintempringaO.org (407)327'1800 x217 Winter Springs FL Date of Quotaflon:0/17/2012 Quotation Valid Until: 10/30/2012 Product Name Product Quantity Unit Price Total Price Discount Price Code ProjedDoxQuih8tartSystem includes: 1single server,unlimited user license ofPoinotDox1 standard business process workflow for budng 380-OG25 1 $49.000.00 $49.000.00 $4900000 pan review smuar to that attached Buding Workflow Example—see below. Permit System Integration Bi-directional |ntegnation,includes:basic permit info displayed within Pn�en�oxandmv�ws��supda�dban back 380-|NT-TA 1 $1000000 $1000000 $700000 to New Word,using New Words AP or web services.New Word to provde access to APIs and!or web services at no charge to Avove. PnojeotDox Professional Services 380-GVC 5 $1,800.00 $900000 $900000 implementation,configuration and training. Pnojeo#Dnx Annual Maintenance Maintenance is 18%of the ProjnctDoxOuikGtart System license 380-O825M 1 $882000 $882000 $000 fee=$0.82O.00—First year annual maintenance is included. Payment mf total quote amount is due mnmr before 10/31/2O12 . Grand Total: $7002Q�Q0 �85Q00�Q0 Payment via EEl. See no�m�rde�i|m. ' ' Avolve Software Corporation 4835 East Cactus Road Suite 420 Scottsdale,Arizona 85254