2009-27007 ResoRESOLUTION NO. 2009-2~00~
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA APPROVING, PURSUANT TO SECTION 2-367 (d) OF
THE MIAMI BEACH CITY CODE, THE SOLE SOURCE PURCHASE OF
PROJECTDOX, ELECTRONIC PLAN REVIEW SOFTWARE, FROM AVOLVE
SOFTWARE CORPORATION, IN THE ESTIMATED AMOUNT OF $287,300, AND
A FOUR YEAR MAINTENANCE AGREEMENT, IN THE AMOUNT OF $179,896 A
YEAR; ADDITIONALLY AUTHORIZING THE CITY MANAGER TO AQUIRE ALL
OF THE SUPPORTING EQUIPMENT AND SOFTWARE FOR THE
IMPLEMENTATION OF THE PROJECT; AND FURTHER AUTHORIZING THE
APPROPRIATION OF $163,900 IN ADDITIONAL FUNDING FOR THE PROJECT
FROM THE TRAINING AND TECHNOLOGY FUND.
WHEREAS, pursuant to Section 2-367 (d) of the Miami Beach City Code, the
City may enter into contracts for goods and/or services where only one source for
the product or service is evident; and
WHEREAS, the City currently processes building permit applications
through the Building, Planning & Zoning, Public Works and Fire Departments; and
WHEREAS, during the application process, large plan sets and drawings are
submitted for review; and
WHEREAS, during Fiscal Year 2007/08, the Building Department performed
30,381 plan reviews, and spent approximately 21,000 hours on plan reviews
(including Building ~ Accessibility, Mechanical, Electrical, Plumbing, Elevator,
Engineering, and Structural disciplines); and
WHEREAS, during this same period, the Building Department scanned
approximately 193,000 documents, ranging in size from 8.5 by 11 inches, to 36 by
42 inches; and
WHEREAS, Avolve Software Corporation (ProjectDox) of Scottsdale,
Arizona is the only software provider the City of Miami Beach Building Department
has identified that offers a web-based electronic plan submittal and review
application; and
WHEREAS, Avolve is the sole distributor of the ProjectDox software; and
WHEREAS, the Finance and Citywide Projects Committee Meeting of
February 11, 2009, unanimously approved recommending to the City Commission
the sole source purchase of ProjectDox and place this item on the consent agenda
for February 25, 2009 Commission Meeting; and
WHEREAS, the Administration has complied with the documenting
requirements for sole source purchases, pursuant to Section 2-367 (d) of the Miami
Beach City Code; and
WHEREAS, the implementation of the electronic plan review system will be
funded $224,000 in previously appropriated funds from the Training and Technology
Fund and $160,300 in additional funding to be appropriated from the Training and
Technology Fund 601-7000-229253.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and
City Commission hereby approve, pursuant to Section 2-367 (d) of the Miami Beach
City Code, the sole source purchase of ProjectDox, Electronic Plan Review
Software, from Avolve Software Corporation, in the estimated amount of $287,300,
and a four year maintenance agreement, in the amount of $179,896 a year;
Additionally authorizing the City Manager to acquire all of the supporting equipment
and software for the implementation of the project; and further authorizing the
appropriation of $163,900 in additional funding for the project from the Training and
Technology Fund.
PASSED AND ADOPTED THIS 25th DAY OF February ~ 2009
ATTEST:
~~
CI Y CLERK
Robert Parcher Matti Herrera Bower
T:\AGENDA\2009\February 25\Consent\Project Dox - Resolution.doc
APPROVED AS TO
FORM & LANGUAGE
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(:UMMISSIUN I I tM SUMMAKY
Condensed Title:
A Resolution of The Mayor and City Commission of The Cityof Miami Beach, Florida Approving, Pursuant To
Section 2-367 (D) of The Miami Beach City Code, The Sole Source Purchase Of ProjectDox, Electronic Plan
Review Software, From Avolve Software Corporation, In The Estimated Amount of $287,300, And A FourYear
Maintenance Agreement In The Amount of $179,896; Additionally Authoring The CityManagerTo Acquire All
Of The Supporting Equipment And Software For The Implementation Of The Project, And Further Authorizing
The Appropriation of $163,400 In Additional Funding For The Project From The Training And Technology
Fund.
Ke Intended Outcome Su orted:
Increase Commun' Satisfaction With C' Services; Make the C' More Business Friendl
Supporting Data (Surveys, Environmental Scan, etc.): In the 2007 Community Satisfaction Surveys
32% of Residents and 32% of Businesses identified "faster permit/inspectionspproval process' as the most
important thing to improve the Building Department.
Issue:
Shall the Ma rand C' Commission ado t the Resolution?
Item Summa /Recommendation:
The City currently processes building permit applications through the Building, Planning 8~ Zoning, Public
Works and Fire Departments. During Fiscal Year 2007/08 the City of Miami Beach Building Department has
performed 30,381 plan reviews and has spent approximately 21,000 hours on plan reviews including Building
8~ Accessibility, Mechanical, Electrical, Plumbing, Elevator, Engineering, and Structural disciplines. During this
same period the Building Department scanned approximately 193,000 documents ranging in size from 8.5 by
11 inches to 36 by 42 inches.
Avolve Software Corporation (ProjectDox) of Scottsdale, Arizona is the onlysofiware providerthe Cityof Miami
Beach Building Department has identified that offers a web based electronic plan submittal and review
application. Avolve is the sole distributor of the ProjectDox software. ProjectDox satisfies the best practices for
electronic plan review.
During the assessment process the City conducted a peer review meeting and sent a survey questionnaire to
about a dozen counties and municipalities as part of the efforts being conducted by Watson Rice during their
operational review of the Building Department. As a result of these efforts, we could not identify a product
available in the market that provided all of the functionalitythat ProjectDox provides. MiamFDade County has
developed something similar in-house but it is not as a comprehensive of a system as the one provided by
ProjectDox. The City could exercise the option of developing its own software solution in-house; however, this
would create a significant time delay in the implementation of this product.
ADOPT THE RESOLUTION.
Advisory Board Recommendation:
The Finance and Citywide Projects Committee Meeting of February 11, 2009, unanimously approved
recommending to the City Commission the sole source purchase of ProjectDox and place this item on the
consent agenda for February 25, 2009 Commission Meetin .
Financial Information:
Source of Amount Account
Funds: 1 $224,000 Previouslyappropriated funds from the Training and Technology Fund
601-7000-229253.
2 $163,400 Additional Funding to be appropriated from the Training and
Technolo Fund 601-7000-229253.
3
4
OBPI Total $387,400
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Gus Lopez, Ext# 6641
Sign-Offs:
rtment Director Assists anager City Maria
AR GL PDW JM
r:\AGENDA12009\February 25\ConsenflProject Dox- Summary.doc
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City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
To: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: February 25, 2009
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA APPROVING, PURSUANT TO SECTION 2-367 (d) OF THE MIAMI
BEACH CITY CODE, THE SOLE SOURCE PURCHASE OF PROJECTDOX,
ELECTRONIC PLAN REVIEW SOFTWARE, FROM AVOLVE SOFTWARE
CORPORATION, IN THE ESTIMATED AMOUNT OF $287,300, AND A FOUR YEAR
MAINTENANCE AGREEMENT IN THE AMOUNT OF $179,896; ADDITIONALLY,
AUTHORIZING THE CITY MANAGER TO ACQUIRE THE INITIAL HARDWARE AND
SOFTWARE FOR THE IMPLEMENTATION OF THE PROJECT, AND FURTHER
AUTHORIZING THE APPROPRIATION OF $163,400 IN ADDITIONAL FUNDING FOR
THE PROJECT FROM THE TRAINING AND TECHNOLOGY FUND.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
BID AMOUNT AND FUNDING
The cost of the software license, implementation, training and first year of maintenance is
$287,300 and initial hardware needs are estimated at $100,100, for total initial funding of
$387,400.
The initial implementation of the electronic plan review system will be funded by $224,000
of previously appropriated funds from the Training and Technology Fund and $163,400 in
additional funding to be appropriated from the Training and Technology Fund 601-7000-
229253.
The funding of the maintenance for the future years will be appropriated on a year-by-year
basis as part of the City's annual operating budget subject to the following schedule:
Year 2: $38,760
Year 3 $42,636
Year 4 $46,900
Year 5 51 600
Total $179,896
Commission Memorandum -ProjectDox Sole Source
February 25, 2009
Page 2
The high-level costs associated with both the Workstations and Back End components are
as follows:
PHASE I (FY 08/09) PHASE II (FY 09/10)
(5) High-End Workstations - $ 28,500 (28) High-End Workstations - $159,600
Web and Job Processor Servers - $ 63,000 Web and Job Processor Servers-$0
250GB SAN Storage - $ 5,000 250GB SAN Storage -$0
2 Kiosk to upload plans - $ 3,600 Kiosk to upload plans~0
Total Estimated H/VV Costs = $100,100 $159,600
Pilot workstations and hardware are anticipated to cost $100,100, in FY 2008/09, with the
balance anticipated to be deployed and appropriated upon full implementation in FY
2009110. The high-end workstations will be deployed as follows: Building (14), Planning
and Zoning (13), Fire (4) and Public Works (2) Departments for a total of 33 workstations.
The cost of each workstation is estimated to be $5,700, for a total of $188,100.
The City has the ability to purchase the hardware through existing contractual agreements.
ANALYSIS
The City currently processes building permit applications through the Building, Planning &
Zoning, Public Works and Fire Departments. During the application process, large plan
sets and drawings are submitted for review. In many cases, the plans and drawings contain
building and engineering details that consist of several rolls of up to 100 or more (36" x 42")
sheets of paper.
The implementation of the electronic plan review process will be conducted in three
phases.
• Phase I -Will be a pilot phase during which we will work with a selected group of
design professionals to ensure that all process are tested before opening to the
general public.
• Phase FI -Full access to the system for all our customers via a kiosk at City Hall.
The web base component of the system will not be implemented at this time. The
ProjectDox web component, as currently structured, introduces a security risk at
this time that the City is not willing to assume; therefore, until this is addressed by
the vendor, we will upload plans through a kiosk system at City Hall. The vendor
has committed to eliminate the security risk and the contract will provide for a
timetable and penalties to the vendor if these are not addressed.
• Phase III -Implementation of the web-based capabilities of the system.
During Fiscal Year 2007/08 the City of Miami Beach Building Department has performed
30,381 plan reviews and has spent approximately 21,000 hours on plan reviews including
Building & Accessibility, Mechanical, Electrical, Plumbing, Elevator, Engineering, and
Structural disciplines. These figures exclude reviews conducted by Planning & Zoning,
Public Works and Fire Departments.
2
Commission Memorandum -ProjectDox Sole Source
February 25, 2009
Page 3
During this same period the Building Department scanned approximately 193,000
documents ranging in size from 8.5 by 11 inches to 36 by 42 inches.
The Major Benefits to the City's from the acquisition of this software area:
- Allows for concurrent plan reviews.
- Allows electronic redlining and project mark-up capabilities, including overlay and
review various drafts of submitted drawings. Comparisons between different drafts
of plans have to be performed manually, which increases the risk that a reviewer
will fail to notice a change (or the absence of a change) in the submitted plans.
- Eliminates the requirement that all plans be submitted in paper form. This
eliminates the risk of misplacing plans, reduced storage space and is
environmentally friendly. Allow for concurrent reviews of electronic plans,
consolidate the submittal cycle and streamline the correction process.
- Provides a medium for internal and external agencies to review and collaborate on
projects/plans.
- Provide for better quality control, transparency, accountability and reliability.
- Standardizes the plan reviewprocess and review checklist.
- Eliminates the need to review worksheets that have not been modified.
- Provides for work collaboration with design professionals so that updates and
communication can occur electronically.
- Provides for integration with the City's existing document management system
(Laserfiche) and current permitting application Permits Plus (Accella).
- Improves efficiency and reduce turn-around time for plan reviews.
Sole Source Justification
Avolve Software Corporation (ProjectDox) of Scottsdale, Arizona is the only software
provider the City of Miami Beach Building Department has identified that offers a web
based electronic plan submittal and review application. Avolve is the sole distributor of the
ProjectDox software.
ProjectDox satisfies the best practices for electronic plan review. In addition, the following
features are offered exclusively by ProjectDox:
- Parallel plan review capabilities that expedite electronic files distribution and review
by all concerned departments, in the same timeframe, in other words concurrent
reviews are possible using the ProjectDox software, plans can be submitted
electronically to the City and reviewed concurrently by all reviewers involved in the
development review process over the intemet.
3
Commission Memorandum -ProjectDox Sole Source
February 25, 2009
Page 4
- Electronic forms that are automatically generated and populated when appropriate
data is entered into the permitting and plan check database.
- Highly structured, customizable electronic workflows that control the transfer of
information and tasks to appropriate individuals in all designated departments, and
also to (citizen) architects and engineers when required.
- The software can be configured to automatically send email notifications to all
project stakeholders and review departments to provide real-time status and alerts
regarding the plan review process.
- The software includes advanced visualization tools that incorporate overlay
comparison features so that plans can be reviewed electronically to compare
changes between earlier drafts and resubmitted drawings.
- This plan review and management system will enable the City of Miami Beach
Development Review Departments and its Customers a method to submit plans
and drawings, allow internal and extemal staff and external agencies to review,
mark-up and approve electronically submitted plans and provide a method to
electronically archive electronic plan sets and associated documents.
- During the phase III of the implementation, the web-based application for
management of plan reviews and notifications by providing for online submission
and resubmission of plan drawing sets and associated documents in a secure
manner.
During the assessment process the City conducted a peer review meeting and sent a
survey questionnaire to about a dozen counties and municipalities as part of the efforts
being conducted by Watson Rice during their operational review of the Building
Department. As a result of these efforts, we could not identify a product available in the
market that provided all of the functionality that ProjectDox provides.
Miami-Dade County has developed something similar in-house but it is not as a
comprehensive of a system as the one provided by ProjectDox. The City could exercise
the option of developing its own software solution in-house; however, this would create a
significant time delay in the implementation of this product.
In summary, the City of Miami Beach Building Department has not found a software solution
that specifically addresses the following criteria in a web-based electronic plan review
application.
CONCLUSION
The City expects to meet these objectives:
- Improve the average time for the development review process from application to
approval.
- Reduce the number of hours departments must spend to convert physical paper
based files to an electronic medium.
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Commission Memorandum -ProjectDox Sole Source
February 25, 2009
Page 5
- Decrease staff time spent on locating misplaced plans.
- Improve management reports that can support measurement of Key Intended
Outcomes (KIO) and Department Performance Indicators to make the City More
Business Friendly and Improve the Process through IT.
- Easily determine the reasons as to plans are submitted over three times.
The Finance and Citywide Projects Committee Meeting of February 11, 2009, unanimously
approved recommending to the City Commission the sole source purchase of ProjectDox
and place this item on the consent agenda for February 25, 200 Commission Meeting.
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida, adopt the attached resolution, herein approving pursuant to Section 2-367
(d) of the Miami Beach City Code, the sole source purchase of ProjectDox, Electronic Plan
Review Software, from Avolve Software Corporation in the estimated amount of $287,300,
and a four year maintenance agreement in the amount of $179,896; Additionally,
authorizing the City Manager to acquire the initial hardware and software for the
implementation of the project; and further authorizing the appropriation of $163,400 in
additional funding for the project from the Training and Technology Fund.
T:\AGENDA\2009\February 25\Consent\Project Dox- Memo.dac
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