TO: Mayor and City Council
FROM: Chris Sternal, Director of IT
SUBJECT:
title
Award of Contract to Avolve Software for ProjectDox SaaS Renewal in the Amount of $41,400.00
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BACKGROUND:
ProjectDox is a cloud-based electronic plan review platform that enables digital submission, review, and approval of development projects. It streamlines workflows across departments such as Building, Engineering, and Planning, allowing for parallel reviews and faster turnaround times. The system supports transparency by providing applicants with 24/7 access to project status and reviewer comments.
CONCLUSION:
Renewing ProjectDox ensures continued efficiency in permit processing, saving time and resources for both staff and applicants. It supports improved interdepartmental coordination, and enhances service delivery to the public. With over 6,000 projects completed and an average review time of just over six days, ProjectDox has proven to be a valuable asset to City operations.
This renewal includes software licensing, managed services, and training for continued use and optimization.
This item was recommended for City Council approval by the Communication, Technology and Information Systems Committee at the October 1, 2025 meeting.
Section 2-438 of the City of Joliet Code of Ordinances states that purchases whose estimated cost is in excess of twenty-five thousand dollars ($25,000.00) may be awarded without written specifications or bidding under certain circumstances. Three of these circumstances apply:
(b) Purchases for additions to and repairs and maintenance of equipment owned by the City which may be more efficiently added to, repaired or maintained by a certain person;
(f) Purchases when authorized by a concurring vote of two-thirds of the Mayor and City Council;
(g) Purchases of professional services.
Sufficient Funds exist utilizing the Information Technology Contractual Services budget (Org 04001000, Object 524200, $41,400.00)
RECOMMENDATION:
recommendation
Based on the above, it is recommended that the Mayor and City Council award a contract to Avolve Software for ProjectDox SaaS renewal in the Amount of $41,400.00.
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