Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  23-000618

 

MEETING DATE:

08/08/23

legal entity taking action:

Board of Supervisors and Orange County Flood Control District

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

OC Public Works   (Approved)

Department contact person(s):

Zac Henson (714) 834-7452 

 

 

Daniel Perez (714) 667-4911

 

 

Subject:  Approve Contract for Maintenance Management Integration Services

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

          Concur

Approved Agreement to Form

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost:   $314,234

Annual Cost: FY 2024-25 $349,681
FY 2025-26 $349,681
FY 2026-27 $36,404

 

 

 

    Staffing Impact:

No

# of Positions:            

Sole Source:   No

    Current Fiscal Year Revenue: N/A

   Funding Source:     See Financial Impact Section

County Audit in last 3 years: No

   Levine Act Review Completed: Yes

 

    Prior Board Action:         N/A

 

RECOMMENDED ACTION(S):

 

 

Authorize the County Procurement Officer or Deputized designee to execute contracts for Maintenance Management Integration Services with AirDev, Inc. and Efficient BPM LLC, effective upon execution of all necessary signatures for a term of three years, in an aggregate amount not to exceed $1,050,000, with the option to renew for two additional years upon Board of Supervisors approval.

 

 

 

SUMMARY:

 

Approval of contracts for Maintenance Management Integration Services will aid OC Public Works in integrating its Computerized Maintenance Management System, Assetworks, within OC Public Works.

 

 

 

 

BACKGROUND INFORMATION:

 

OC Public Works has been working to implement the CEO Real Estate enterprise asset management application from Assetworks since 2018. In 2019 CEO Real Estate went live with its consolidated real property database. In 2020 OC Public Works went live with its Facility Operations work orders and asset management integrations. OC Public Works is working to launch the Capital Planning and Project Management modules of the application, as well as go live with work orders and asset management for OC Public Works Operations and Maintenance division and OC Public Works Facility Operations-John Wayne Airport division. The contracts will support OC Public Works in the integration and launch of the Assetworks application.

 

The integration services include data management tasks such as inputting invoices, setting up new projects and batch processing of data, as well as managing integration points with CAPS+, system configuration, including refining existing processes and modules and implementing new integration points. Services will also include providing comprehensive training to County of Orange (County) staff on how to administer and use the Maintenance Management system and integrations, as well as provide support services that included managing and clearing requests submitted by County users, auditing processes and reports for efficiency improvements. These services are integral to ensuring the efficient management and maintenance of the CEO Real Estate enterprise asset management application.

 

On March 16, 2023, OC Public Works issued a Request for Proposals for Maintenance Management Integration Services (Services) on the County online bidding system. Two proposals were received and deemed responsive. On June 6, 2023, the evaluation panel completed the evaluation process and provided its recommendations. Based on the criteria set forth in the RFP, OC Public Works is recommending contracts be awarded to AirDev, Inc. and Efficient BPM LLC (Contractors) were deemed qualified to perform the needed Services. A summary of the rankings is attached as part of the Memorandum of Recommendation (Attachment D).

 

OC Public Works is procuring these Services in accordance with the 2021 Contract Policy Manual Section 3.3-102. The Orange County Preference Policy (OCPP) was applicable and incorporated into this solicitation. There were no OCPP qualified proposals submitted.

 

OC Public Works is recommending the Board of Supervisors (Board) authorize the County Procurement Officer or Deputized designee to execute contracts for Services effective upon execution of all necessary signatures for a term of three years, in an aggregate amount not to exceed $1.050 million, with the option to renew for two additional years upon Board approval. The work will be assigned to whichever contractor is available and, depending upon the request, work can be assigned to both contractors at the same time.

 

Contractors

Contracts

Contractor's Location

AirDev, Inc.

MA-080-23010821

San Francisco

Efficient BPM LLC

MA-080-23010821

Long Beach

 

An analysis was conducted to determine the cost/benefit of contracting out versus providing Services in-house. Based on this analysis, OC Public Works has determined that utilizing Contractors for Services would be more beneficial than in-house service due to their specialized expertise and ability to scale up quickly will provide potential cost savings from not having to invest in training, equipment and additional personnel.

 

OC Public Works has conducted due diligence on the Contractors. Both Contractors have had prior experience working with OC Public Works. Reference checks were satisfactory and completed with the following entities regarding similar Services.

 

Contractors

Reference

Reference

Reference

AirDev, Inc.

Consenna, Ltd.

Teach for America

Hive

Efficient BPM LLC

Adventist Health

Los Angeles World Airport

City of Frisco, Texas

 

The Contracts do not currently include subcontractors or pass through to other providers. See Attachment C for Contract Summary Forms.

 

Compliance with CEQA: This action is not a project within the meaning of CEQA Guidelines Section 15378 and is therefore not subject to CEQA, since it does not have the potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. The approval of this agenda item does not commit the County to a definite course of action in regard to a project since the approval is for integration services of desktop data management tasks such as inputting invoices, setting up new projects and batch processing of data, as well as managing integration points with CAPS+, system configuration. This proposed activity is therefore not subject to CEQA. Any future action connected to this approval that constitutes a project will be reviewed for compliance with CEQA.

 

 

 

 

FINANCIAL IMPACT:

 

Appropriations for the contracts will be absorbed in the FY 2023-24 Budget and will be included in the budgeting process for the following budget control/funds:

 

Budget Control 080, OC Public Works

50%

Fund 115, OC Road

25%

Fund 400, OC Flood

25%

 

The proposed contracts include a provision stating the contracts are subject to, and contingent upon, applicable budgetary appropriations being approved by the Board for each fiscal year during the term of the contracts. If such appropriations are not approved, the contracts may be immediately terminated without penalty to the County.

 

 

 

STAFFING IMPACT:

 

N/A

 

REVIEWING AGENCIES:

 

John Wayne Airport

 

ATTACHMENT(S):

 

Attachment A - Contract MA-080-23010821 with AirDev, Inc.
Attachment B - Contract MA-080-23010821 with Efficient BPM LLC
Attachment C - Contract Summary Forms
Attachment D - Memorandum of Recommendation