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Agenda Item
ASR
Control 19-000622 |
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MEETING DATE: |
06/25/19 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
OC Community Resources (Approved) |
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Department contact
person(s): |
Dylan Wright (714) 480-2788 |
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Stacy Blackwood (949) 923-3743 |
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Subject: Renew OC Parks Maintenance
Management Software Contract
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: N/A |
Current Year Cost:
N/A |
Annual Cost:
FY 2019-20 $55,837 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 6/26/2018
#61, 7/11/2017 #26, 6/23/2015 #19, 7/27/2010 #30 |
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RECOMMENDED ACTION(S):
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1. |
Find that the subject activity is not a project within the meaning of CEQA Guidelines Section 15378 and is therefore not subject to review under CEQA. |
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2. |
Authorize the County Procurement Officer or authorized Deputy to execute Amendment Number Four to revise County General Terms and Conditions, section S. to align with County standards and renew the contract with Maintstar Inc. for Computerized Maintenance Management System software licensing and support for OC Parks commencing on August 1, 2019, through July 31, 2020, in an amount not to exceed $55,837, for a new cumulative total contract amount of $271,493. |
SUMMARY:
Authorization to renew the contract with Maintstar Inc. for Computerized Maintenance Management System software will help facilitate timely processing of OC Parks maintenance requests.
BACKGROUND INFORMATION:
OC Parks utilizes a web-based maintenance software system to request, track, schedule and process routine and preventative maintenance work orders at its facilities throughout the County. The current system utilized by OC Parks is Maintstar Inc.’s (Maintstar) Computerized Maintenance Management System (CMMS), which was procured after a competitive process and approval by the Board of Supervisors (Board) on July 27, 2010. Subsequent years of the contracts with Maintstar have been in place to provide licensing, customer service and upgrades for CMMS.
The existing sole-source contract with Maintstar was approved by the Board on June 23, 2015, for a one-year period from August 1, 2015, through July 31, 2016, in the amount of $52, 873, renewable for four additional one-year periods. The annual not-to-exceed limits are listed below for each year since, based on applied inflation factors. An allocation of $3,000 per year is also available to provide for additional on-site support, customization and consultation services.
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Annual
License and Support |
On-Site
Support / Customization / Consultation |
Total |
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August 1, 2015 – July 31, 2016 |
$49,783 |
$3,000 |
$52,783 |
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August 1, 2016 – July 31, 2017 |
$50,529 |
$3,000 |
$53,529 |
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August 1, 2017 – July 31, 2018 |
$51,287 |
$3,000 |
$54,287 |
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August 1, 2018 – July 31, 2019 |
$52,057 |
$3,000 |
$55,057 |
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August 1, 2019 – July 31, 2020 |
$52,837 |
$3,000 |
$55,837 |
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Total |
$256,493 |
$15,000 |
$271,493 |
Amendment One was administratively issued to renew the contract to July 31, 2017, in an amount not to exceed $53,529. Amendment Two was approved by the Board on July 11, 2017, to renew the contract to July 31, 2018, in an amount not to exceed $54,287. Amendment Three was approved by the Board on June 26, 2018, to renew the contract to July 31, 2019, in an amount not to exceed $55,057.
Amendment Number Four has been prepared to renew the contract for the last of its four allowed renewal periods to July 31, 2020, in an amount not to exceed $55,837. Prior to contract expiration, OC Parks plans to engage in a new solicitation process for these services. Amendment Number Four also revises the language in County General Terms and Conditions, section S (Change of Ownership) to reflect current County standard language. No change in the contract terms, conditions or scope of work has been requested by Maintstar.
Maintstar provides CMMS software for both OC Public Works and OC Parks; however, each department utilizes a different set of modules within CMMS that are specific to the type of work occurring in that department. Since its implementation, CMMS has been tailored to meet OC Parks’ needs and is critical to providing efficient and responsive maintenance services. OC Parks has utilized the Maintstar CMMS software to track and analyze maintenance activities throughout the County parks system:
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Preventative
Maintenance Inspections |
Maintenance
Work Orders |
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FY 2015-16 |
2,700 |
11,000 |
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FY 2016-17 |
2,678 |
11,390 |
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FY 2017-18 |
2,691 |
10,489 |
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FY 2018-19* |
2,546 |
11,943 |
*Data through 5/13/2019
Maintstar’s CMMS software platform has been customized to fit OC Parks’ needs, and continued use of the licensing, customer service support and upgrades for the proprietary software under a sole source agreement with Maintstar is critical. Staff rely heavily on its work planning and scheduling functions to forecast maintenance needs over the year, properly allocate resources and identify appropriate levels of service. A completed Sole Source/Proprietary Request Form is provided as Attachment C. The CMMS software is functioning adequately, and the contractor’s performance has been confirmed as satisfactory. OC Community Resources has verified there are no concerns that must be addressed with respect to Contractor’s ownership/name, litigation status or conflicts with County interests. This contract does not currently include subcontractors or pass through to other providers. See Attachment D for the Contract Summary Form.
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 it is an agreement for a computer maintenance software system. 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 this contract will be included in the FY 2019-20 Budget.
This contract contains language allowing OC Community Resources to terminate or modify the contract without penalty in the event that funding is reduced and/or not available.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A – Amendment Number Four to MA-012-15011980
Attachment B – Contract MA-012-15011980
Attachment C – Sole Source Form
Attachment D – Contract Summary Form