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