TO: Communication, Technology & Information Systems Committee
FROM: Chris Sternal, Director of IT
SUBJECT:
title
Award of Contract to Avolve Software for ProjectDox Plan Review Software Annual Renwal in the Amount of $35,400.00
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BACKGROUND:
In 2021, the City partnered with Avolve to implement their ProjectDox ePlan solution in order to review development and building applications.
Avolve ProjectDox is a comprehensive plan review software often used in construction, engineering, and architecture. ProjectDox aims to improve productivity and enhance communication and collaboration within organizations. Key features include:
• Collaboration Tools: Real-time editing and sharing for efficient teamwork.
• Version Control: Tracks document changes and allows reverting to previous versions.
• Security Features: Robust access controls and encryption protect sensitive information.
For Joliet, ProjectDox has improved processes by:
• Streamlined Document Management: Centralizes project documents for easier tracking.
• Improved Collaboration: Facilitates real-time feedback and revisions, speeding up timelines.
• Enhanced Transparency: Maintains a clear audit trail of submissions and revisions.
• Automated Workflows: Standardizes document review processes to reduce bottlenecks.
• Integrated Communication Tools: Keeps all parties updated on project status.
• Compliance Tracking: Ensures regulations are met with templates and checklists.
CONCLUSION:
Currently, ProjectDox is used by the building department to review all commercial and industrial permits: new builds, remodels, additions, signs, parking lots, accessory structures, and demolitions. It also covers residential new builds, some remodels, fences, all solar projects, and certain decks.
Recent initiatives include Public Works engineering plan reviews and capital improvements plan reviews.
To enhance these capabilities, future endeavors will focus on integrating Laserfiche for improved document retention and collaboration, linking project documents with relevant ordinances, resolutions, and council-approved projects. Additionally, efforts will aim to transition remaining paper reviews to digital formats.
Sufficient funds exist utilizing the IT Contractual Services Budget (Org 04001000, object 524200, $35,400.00).
Section 2-438 of the City of Joliet Code of Ordinance states that purchases over $25,000 may be awarded without written specifications under certain circumstances. Two (2) of these circumstances apply:
1. (f) Purchases when authorized by a concurring vote of two-thirds (2/3) of the mayor and city council;
2. (g) Purchases of professional services.
RECOMMENDATION:
recommendation
It is recommended that this item be forwarded to City Council with a recommendation to approve.
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