01-18-2013 BPU RPT 10 - Laserfiche WebLink

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W A T E R E N E R G Y 1 1 F F RIVERSIDE PUBLIC UTILITIES Board Memorandum PUBLIC UFILIIIES BOARD OF PUBLIC UTILITIES DATE: January 18, 2013 ITEM NO: 10 SUBJECT: UPDATE REGARDING PARTICIPATION IN ELECTRONIC PLAN REVIEW AND MANAGEMENT SOFTWARE - PROJECTDOX ISSUE: This issue for Board of Public Utilities consideration is approval of participation and funding for the Utilities' involvement with ProjectDox, an electronic plan review and management software. RECOMMENDATIONS: That the Board of Public Utilities: 1. Approve the participation of Riverside Public Utilities in the amount of $85,780.18 with the City of Riverside's Business Ready strategy for the procurement of ProjectDox,an electronic plan submittal and review process management software, from Avolve Software Corporation; and 2. Authorize a supplemental appropriation from the unappropriated balance of the Public Utilities Electric Fund (510) in the amount of $43,390.09 and Public Utilities Water Fund (520) in the amount of $43,390.09 to fund the Utilities' portion of the purchase price of the ProjectDox software. BACKGROUND: On January S,2013,the City Council authorized the sole source exception and contract with Avolve Software Corporation for electronic plan review and management software, ProjectDox,as part of the Business Ready Strategy. An electronic plan submittal and review process management system was determined to be the most effective solution; both benefttting businesses and increasing efficiency in internal project development processes. It will provide substantial cost savings to customers as well as streamline and improve the plan check process as described below. Customers are required to submit multiple paper copies of plans to the Community Development Department (CDD), Building and Safety Division. Plans are then routed within CDD and to the Fire, Public Utilities, and Public Works Departments,for review and approval. If revisions are needed customers are required to submit new paper plans which reflect any required changes. Department distribution and review begins anew with each resubmittal. An electronic plan submittal and review process system will reduce costs to customers by eliminating the need for paper submittals initially and throughout review. In addition to printing, plans are currently hand- delivered to City Hall. An electronic system will result in savings from fuel costs as well. Customers will have remote access to the system and be able to submit and receive feedback from the City; all without leaving their office. Alerts for correction will be conveyed immediately, thus reducing time and expense associated with pick-up and delivery of comments and corrections respectively. Any location with internet access will have access the system, allowing customers greater personal flexibility. The transition to electronic submittal and review will help set Riverside apart from other governmental entities, and through more efficient and convenient practices, foster better business relationships.