CC 09-19-2023 Item No. 6. Avolve Contract_Supplemental ReportCITY COUNCIL STAFF REPORT
SUPPLEMENTAL 1
Meeting: September 19, 2023
Agenda Item #6
Subject: Award a Software‐as‐a Service (SaaS) agreement to Avolve Software Corporation, for
Migration, Deployment and Subscription Services of ProjectDox from on‐premises
environment to Cloud Services, for a total cost of $488,680.50, including 10% contingency
over five years.
Recommended Actions
1.Find under Municipal Code section 3.22.060(B). that the formal competitive bidding
procedures are impractical for procurement.
2.Authorize the City Manager to execute a Software‐as‐a Service (SaaS) agreement to Avolve
Software Corporation, for Migration, Deployment, and Subscription Services of ProjectDox
from on‐premises environment to Cloud Services, for a total cost of $488,680.50 including
10% contingency over five years.
Staff’s responses to questions received from the public are shown in italics.
Q1: Will the City get a credit for this payment? (Councilmember Chao)
The City shall be granted a prorated credit corresponding to the current on‐premise
maintenance expenses, commensurate with the timing of its transition from on‐premise to
SaaS solutions.
Q2: Will these $28,000/year payments end since we are changing the subscription?
(Councilmember Chao)
Yes. The existing annual maintenance fee of $28,000 will be substituted with an annual
SaaS charge of $86,376.
Q3: Will the IT budget be increased to add this item or will the cost/staff needed to
do the work in‐house be reduced to compensate for moving offsite?
(Councilmember Chao)
This project, along with its associated one‐time and recurring expenditures, was presented
to and approved by the Council within the FY23‐24 budget. Given that the Avolve
application is merely one among numerous applications in our on‐premises setup, we do not
anticipate any reduction in resources.
Q4: When would this transition occur, and will there be any impact to the
public? If so, what and when? (Councilmember Chao)
The project is slated for execution within the current fiscal year. We expect the public will
not be affected, as the application and user interface will remain unchanged.
Attachments Provided with Original Staff Report:
A. Avolve Software Corporation Software-as-a-Service Agreement