AVOVLE/LCT (LIFECYCLE) #2023004 - Laserfiche WebLink

Page 2 of 3 and staff involved in plan review have access to the software and achieve the goal of establishing a fully digital plan review environment. In July 2022, the City successfully negotiated an updated agreement for an enterprise license with LCT/Avolve for up to 60 users. The enterprise-based Master Services Agreement executed on July 11, 2022, was for an initial one-year term through June 30, 2023, with the option of subsequent annual renewals at a three percent increase in costs each renewal year. One renewal order has been completed, extending the agreement to June 30, 2024. DISCUSSION Staff recommends the City Council approve and authorize the City Manager to execute the attached Order Form to continue the enterprise license agreement with Avolve Software through June 30, 2025, and authorize the City Manager to approve future annual renewals through June 30, 2027. The attached Order Form covers the period of July 1, 2024, through June 30, 2025, at a cost of $39,529, and continues the existing license, maintenance, and support services provided by Avolve Software. Maintaining the existing DigEplan software service enables the City to continue to perform electronic plan reviews, a critical function of the Building Department, and to continue modernization and streamlining of the City’s Permit Center processes. The City Council is also requested to authorize the City Manager to execute additional annual renewals through June 30, 2027 – these two potential renewals would incur a total additional 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. EQUITY AND SUSTAINABILITY Approval of this action supports the continuation of sustainability efforts to reduce paper consumption and vehicle trips associated with plan review. The implementation of electronic plan review - wherein plans are submitted, routed, and reviewed in electronic format, rather than hard copy - has allowed the City and its customers to eliminate the need for large-format plan printing in most cases, as well as transporting of those plans to and from the Permit Center. OUTREACH No outreach was conducted, as this item is a routine matter of City business. STRATEGIC PLAN ALIGNMENT Approval of this action advances the ONE Pleasanton strategic plan goal of Optimizing Our Organization, Straegy 2 - Procure and integrate critical software platforms across departments for efficient and effective use by City staff and the public. While the Avolve DigEplan software itself is not new to the City, continuing the license agreement with Avolve allows for the continuation of the City’s enhanced and streamlined plan review process, as well as opportunities to continue to modernize processes in the Permit Center. FISCAL IMPACT Funding for the cost of this renewal is available and budgeted in the Permit Center Professional Services account FY 2024/25. It is expected that this ongoing cost will continue to be reflected in the Permit Center budget in future fiscal years, which will be subject to future City Council approval. Docusign Envelope ID: FBD853CA-8112-44C7-A7DC-0D77377C9DB0