passed ordinance

*Amend contract with Avolve Software Corporation for continued maintenance and support of the ProjectDox computerized permit review system for five years not to exceed $949,702 (amend Contract 30003537)

technology data
procurement

Department: Permitting & Development
Introduced by: Former Commissioner Carmen Rubio
Status: Passed

Impact statement

Purpose & background

The purpose is to renew an existing contract with Avolve Software Corporation for continued maintenance and support of the ProjectDox computerized permit review system and migration to a Software as a Service model. The ProjectDox system is an essential component of the permit review process and allows customers and staff the ability to collaborate on electronic plan review. ProjectDox Software is in use by BDS along with other many other City bureaus. The current contract expires on August 7, 2023.

Financial impacts

This ordinance has no budgetary impacts. This legislation does not create, eliminate, or re-classify positions now or in the future. The financial impact of this ordinance is the authorized spend of $949,702 over a 5-year period to continue maintenance and support of the ProjectDox electronic plan review software. Costs associated with this computer system have been incorporated into the bureau’s 5-Year Financial Plan.

Community impacts

The Bureau of Development Services, did not engage in any public involvement as the ProjectDox system is already in use and saving customers and community members time and money by giving them remote access to information and services, and by decreasing the need to visit the Development Services Center or BDS offices.

▸ Full text (the legislation as adopted)

The City of Portland ordains: Section 1. The Council finds: On August 8, 2013, the city issued Contract 30003537 with Avolve Software Corporation for $185,400 and initial contract term of five years with a 5-year option for the installation, maintenance, and technical support services for the ProjectDox computerized permit review system. On February 8, 2016, Amendment 1 added $177,000 for additional professional services. On December 31, 2016, Amendment 2 added $131,810 for additional professional services and support and maintenance. On January 25, 2018, Amendment 3 added $505,790 for additional licenses and professional services and extended the contract to August 7, 2023. On December 21, 2021, Amendment 4 added $250,000 for planned support and maintenance fees during the term extended in Amendment 3. Contract 30003537 has reached the maximum dollar amount allowed without council approval and needs council approval to be extended and increased. Contract 30003537 will expire on August 7, 2023 and can be extended using the Amendment process. ProjectDox Software is a core component of the Bureau of Development Services (BDS) permit system and is a key component of the city’s transition from paper-based systems to online plan review and revision and supports the city’s sustainability goals by reducing paper use, customer travel and permit review response time. The amended contract with Avolve Software Corporation shall be effective from August 8, 2023, to August 7, 2028 and increased by $949,702 for a new not-to-exceed amount of $2,199,702 to provide migration to Avolve’s Software as a Service solution and continued maintenance and enhancement of the ProjectDox software. NOW, THEREFORE, the Council directs: The Chief Procurement Officer is authorized to execute a contract amendment with Avolve Software Corporation for software and related services for a term of five years and an amount not to exceed $949,702 provided such amendment has been approved as to form by the City Attorney’s Office. Section 2. The Council declares that an emergency exists because a delay in proceeding with the amendment will hamper the City’s ability to proceed with permitting in the city and prohibit designating payment to Avolve Software Corporation. in a timely manner; therefore, this Ordinance shall be in full force and effect from and after its passage by Council.

Tally

4 yea 0 nay 1 other