AVOVLE/LCT (LIFECYCLE) #2023004 - Laserfiche WebLink

Page 1 of 3 Item #9 CITY COUNCIL AGENDA REPORT May 7, 2024 Community Development TITLE: APPROVE AND AUTHORIZE THE CITY MANAGER TO EXECUTE A ONE-YEAR RENEWAL ORDER WITH AVOLVE SOFTWARE FOR DIGEPLAN ELECTRONIC PLAN REVIEW SOFTWARE IN THE AMOUNT OF $39,529 AND AUTHORIZE THE CITY MANAGER TO APPROVE FUTURE ANNUAL RENEWALS THROUGH JUNE 30, 2027 FOR AN ANTICIPATED CUMULATIVE AMOUNT OF $197,818 OVER THE FIVE-YEAR PERIOD SUMMARY The City has utilized DigEplan as its plan review Software as a Service (SaaS) system since 2021. In July 2022 an updated agreement was signed, moving the service from individual licensing to an enterprise license for up to 60 users, so that all staff involved in plan review have access to the software toward establishing a fully digital plan review environment. The enterprise-based agreement included a one-year initial subscription period through June 30, 2023, with the option for annual renewals at a three percent increase in cost each year. A renewal order was processed for the July 1, 2023 - June 30, 2024 timeframe. Staff recommends approving a renewal order to extend the term of the current license agreement for one additional year and authorizing the City Manager to approve future annual renewals through June 30, 2027. The cost for the one-year extension of licensing, support, and maintenance through June 30, 2025 is $39,529. The two additional renewals have a total estimated cost of $82,651 (based on the annual three percent escalation in cost, per the enterprise agreement), for an anticipated cumulative amount of $197,818 over the five-year period. RECOMMENDATION Approve and authorize the City Manager to execute a one-year renewal order with Avolve Software for DigEplan electronic plan review software in the amount of $39,529 and authorize the City Manager to approve future annual renewals through June 30, 2027 for an anticipated cumulative amount of $197,818 over the five-year period. BACKGROUND DigEplan is an electronic plan review software used to perform plan checks digitally. It provides a streamlined user experience, creating one set of tasks, workflows, and data. DigEplan removes the need for file upload or download, enabling all actions to take place within the City’s Accela land management software. In 2021, the City entered into a Master Services Agreement with Lifecycle Technologies (LCT) Software LLC (the DigEplan product was subsequently purchased in 2022 by Avolve Software) to provide digital plan review software. The agreement included an initial one-year term with the option for two additional one-year extensions for 20 user subscriptions. During the initial term, it was determined that additional licenses would be required so that all City departments Docusign Envelope ID: FBD853CA-8112-44C7-A7DC-0D77377C9DB0