TO: Mayor and City Commission
FROM: Samuel A. May, City Manager
DATE: June 5, 2019
Title
APPROVING ACQUISITION AND AUTHORIZING EXECUTION OF A FIVE-YEAR SOFTWARE AS A SERVICE (SAAS) AGREEMENT FOR PROJECTDOX E-PLAN SOFTWARE SOLUTION BY AVOLVE SOFTWARE CORP. FOR THE BUILDING DEPARTMENT; TO BE ACQUIRED FROM SHI INTERNATIONAL CORP. UTILIZING THE STATE OF FLORIDA’S ALTERNATIVE CONTRACT SOURCE AGREEMENT NO. 43230000-NASPO-16-ACS-SVAR; NOT TO EXCEED $175,000 IN YEAR ONE AND $102,000 IN YEARS 2 THRU 5; PROVIDING FOR AN EFFECTIVE DATE.
BACKGROUND:
In an effort to provide more efficient services to residents and contractors, the building department researched various software solutions capable of facilitating electronic plan review and tracking. ProjectDox has been selected after considerable research, which included operational demonstrations and communications with local area municipalities such as Coral Springs, Tamarac, Miramar, Davie, Pompano Beach, and Boca Raton who are all either currently utilizing or implementing the software.
The State of Florida has adopted the multiple awarded National Association of State Procurement Officials (NASPO) software agreement with associated pricing. Staff received pricing from two of the awarded vendors and has selected the lowest cost reseller, SHI International Corp. over the higher cost proposal from CDW-G Computer Center which is also attached as background. Pricing from SHI International Corp. is broken down as follows:
SAS Project Dox Tier 4 Upfront Year One Costs $ 96,000
Tier 4 Setup and Production Tests $ 3,500
Online Application Submittal Services and Training $ 72,925
Year One Total $174,425
Per Year Cost (years 2-5) $102,000
RECOMMENDATION: Approve
FISCAL IMPACT: Approximately $175,000 in year one
001-2410-524.64-09
CONTACT PERSON: Richard Nixon, CBO, Building Director
James Wilbur, CGCIO, IT Director
Spencer L. Shambray, CPPB, Purchasing Manager