TO: Mayor and City Council
FROM: Beth Beatty, City Manager
SUBJECT:
title
Award of Contract to Avolve Software for ProjectDox ePlan Review Software Annual Renewal in the Amount of $35,400.00
end
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 to 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.
This item was recommended for City Council approval by the Communication, Technology and Information Systems Committee at the November 6, 2024 meeting.
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 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. Two (2) of these circumstances apply:
(f) Purchases when authorized by a concurring vote of two-thirds (2/3) of the Mayor and City Council;
(g) Purchases of professional services.
RECOMMENDATION:
recommendation
Based on the above, it is recommended that the Mayor and City Council award a Contract to Avolve Software for ProjectDox ePlan Review Software annual renewal in the amount of $35,400.00
end