Durham Council authorizes one-year Box.com contract for digital plan submittals

Durham City Council on Sept. 18 authorized the city manager to execute a one-year service contract with Box Inc. for digital plan submittal and review services, approving an amount not to exceed $52,212.50.

City staff urged the council to act quickly because negotiations over updated contract language used up the remaining time on the prior agreement. Planning-and-development staff told the council the vendor had been unresponsive at times during negotiations and that delays would “hinder our ability to provide that service.” The council first voted to suspend the rules so the item could be taken up immediately and then approved the contract by voice vote.

The contract covers use of Box to transmit large development-review documents while the city works to move to next-generation development review software. Planning-and-development staff said the Box service has been used for about five years and that a slight price increase was expected; they described the planned Box purchase as likely temporary once the new review system is in place.

Council members asked about vendor responsiveness and whether alternatives had been considered. Staff said Box has performed satisfactorily and that other vendors exist, but the city had an operational need and negotiations had only just concluded with acceptable contract language. The city attorney confirmed the item had moved onto the council agenda in part because the vendor’s price change placed the agreement above the city manager’s contracting authority.

The council’s action was a motion to authorize the city manager to execute the one-year Box contract not to exceed $52,212.50. The council voted by voice; the motion carried and the item was disposed of.

Staff said they expect the Box contract to remain a short-term solution while the city finishes work on its replacement development review platform.