TO: LINDA REICH, CITY MANAGER
FROM: WARREN MORELION, AICP, DIRECTOR OF DEVELOPMENT SERVICES
SUBJECT
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Contract Amendment with E-Plan Inc. for Electronic Plan Review Software.
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RECOMMENDATION
Approve Contract Amendment #4 with E-Plan Inc., for Electronic Plan Review Software Licenses through June 30, 2027, in the amount of $161,000, for a revised not-to-exceed contract total of $482,000 and authorize the City Manager to execute all necessary documents on behalf of the City.
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FISCAL IMPACT
Sufficient funds are included in the FY 2025-26 Adopted Budget and will be budgeted in future years.
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above further the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
• Responsible Long-Range Planning
• Effective Technology
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Expenditure: 10063001-43070 |
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BACKGROUND
In 2023, the City entered into a Licensing Agreement with E-Plan Inc. for electronic plan review software following a sole source procurement process. The software was selected due to its ability to integrate with the City’s permitting system and streamline plan review workflows across Development Services Department, Public Works Department, and partner agencies. The agreement includes software licensing, cloud hosting, maintenance, support services, and middleware integration to support system connectivity.
The original agreement established a five-year term with pricing based on the City’s initial number of user licenses and a defined cost structure for software and middleware services. As implementation progressed, the system has been adopted more broadly across departments to support operational needs and improve service delivery. There are currently two (2) years remaining on the original agreement term and the City continues to utilize the system to support daily plan check and permitting operations.
ISSUES/ANALYSIS
E-Plan Inc. continues to provide critical electronic plan review services that support efficient development review operations. The platform enables simultaneous multi-department review, reduces plan review and permitting turnaround times, minimizes paper usage, and improves accuracy and transparency for both staff and applicants.
Since the execution of the original agreement in 2023, the City’s use of the system has expanded to support additional staff and consultants, resulting in an increase in the total number of software licenses necessary to support ongoing operations. The updated sales order for the remaining two years of the agreement reflects the City’s current operational needs while maintaining the pricing structure established under the original 2023 agreement terms, including middleware integration services.
The updated sales order for the remaining term of the agreement increases the total contract amount beyond the City Manager’s purchasing authority threshold. Therefore, City Council approval is required to authorize the contract amendment and continue uninterrupted electronic plan review services through the remainder of the agreement term.
Attachments: Amendment to E-Plan Inc. Agreement (2023-228 A4)
Updated Sales Order (Remaining Contract Term)