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Agenda Item
ASR
Control 22-000285 |
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MEETING DATE: |
04/26/22 |
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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: |
County Executive Office (Approved) |
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Department contact
person(s): |
Thomas Miller (714) 834-6019 |
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James Treadaway (714) 667-9700 |
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Subject: Approve Amendment to
Contract with AssetWorks LLC for AiMCAD Base Module
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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: No |
Current Year Cost:
$276,850 |
Annual Cost:
N/A |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
No |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 11/3/2020
#14, 3/26/2019 #34, 12/5/2017 #48, 10/25/2016 #23 |
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RECOMMENDED ACTION(S):
Authorize the County Procurement Officer or Deputized designee to execute Amendment No. Twelve to the contract with Trapeze Software Group Inc., dba AssetWorks LLC, to renew the Contract for the Computerized Maintenance Management System, effective December 5, 2022, through and including December 4, 2024, and to add specialized financial integration software, software consulting and development servers to the Computerized Maintenance Management System in an amount not to exceed $276,850, for a revised cumulative contract total amount not to exceed $7,607,984.
SUMMARY:
Approval of Amendment No. Twelve with AssetWorks LLC to renew the Contract for two years and add specialized financial integration software, software consulting and development servers will allow the County to better sync financial data between the County’s CMMS system and the County’s financial system of record CAPS+.
BACKGROUND INFORMATION:
Three primary County of Orange (County) departments currently utilize the AssetWorks Computerized Maintenance Management System (CMMS): the County Executive Office/Real Estate (CEO Real Estate), OC Public Works (OCPW) and OC Sheriff’s Department (OCSD). The CMMS system has replaced inadequate existing systems and inventory programs at CEO Real Estate, OCPW, and OCSD for management of the County’s facilities maintenance needs. The County utilizes this system to increase Countywide facility maintenance efficiencies and to establish the ability to efficiently develop accurate and detailed asset management information in a single, centralized enterprise system. In addition, the County needed a real estate tracking and reporting software solution to satisfy its asset management needs.
On October 25, 2016, the Board of Supervisors (Board) approved OC Information Technology (OCIT) to conduct negotiations concurrently with AssetWorks and International Business Machines Corporation for CMMS solutions and return to the Board for Contract approval.
On December 5, 2017, the Board approved the Contract with AssetWorks, effective December 5, 2017, through December 4, 2020, in an amount not to exceed $4,806,100, with the option for two (2) two-year renewals. Under the initial Contract, AssetWorks was to provide software and services for a CMMS solution that would enable CEO Real Estate to establish a centralized database outlining all County real estate assets. The initial contract amendments numbered One, Two and Nine were taken to the Board for approval. All other amendments were administratively executed and without further Board action to add services and functionalities using contract contingency funds, modify interfaces, change the Contract name, and update County standard provisions.
The initial contract with Assetworks was initially set out to scope a County-wide CMMS framework. The initial contract contemplated the minimum software purchases necessary to onboard CEO Real Estate and the Facility Operations team at that time. As is the course with software development, additional components and modules were realized as necessary during the development process, which were unforeseeable at the start of the project. The CMMS system has also expanded its scope to more fully integrate with CAPS+, OC Time, OCPW Operations and Maintenance, Construction Capital Planning, and OCSD asset inventory, and has positioned itself as a ready solution for additional County agencies. This iterative development process has necessitated the eleven amendments before this amendment. Purchasing all available services from the initial contract would have left the County with thousands to millions of dollars in potentially unused software, which has been saved by the iterative development process and eleven amendments.
The proposed Amendment No. Twelve to Contract MA-017-18010489 (Contract) with AssetWorks LLC (AssetWorks) would incorporate the purchase of custom Application Programming Interfaces (API’s) which will allow employee information, (such as their department, office location, reporting supervisors) to be automatically populated in the CMMS solution. This will allow departments to more accurately track costs associated with projects and Service Areas. This amendment also includes the purchase of specialized Property and Deed Application and Programming Interface (APIs) which will allow the syncing of Real Estate property locations and Deeds with OCPW property data. This will allow consistent Property and Deed data between the multiple systems, ensuring the CMMS system has the most accurate Real Property data and asset inventory. This amendment also includes supported consulting services to assist the County with connecting to the Time Management software replacing IntelliTime Virtual Time Card Interface, known as WorkForce. Integration with Workforce will allow work orders scheduled in CMMS to be visible in Workforce. Lastly, this Amendment includes an additional hosted development server, to allow the County to have better testing and internal auditing of records.
The table below summarizes the amendments approved by the Board.
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Board Date |
Contract/ Amendment |
Action |
Summary |
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December 5, 2017 |
Contract |
Board Approved Master Agreement and Individual Contracts
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December 5, 2017 – December 4, 2020 |
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November 27, 2018 |
Amendment One |
Board Approved Amendment |
OCIT executed Amendment No. One to the Contract with AssetWorks to exercise the approved use of contingency funds of $42,000, for a new cumulative amount of $4,848,100. With the contingency amount, AssetWorks was tasked with providing three additional interfaces to support the development of a centralized Enterprise Resources Planning Solution (ERPS). ERPS is being developed to address Countywide operational needs from facility asset information, including maintenance and capital planning and their associated costs to establish short- and long-term resource allocations necessary to appropriately operate and maintain County-owned and -leased facilities and property. |
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March 26, 2019 |
Amendment Two |
Board Approved Amendment |
The Board approved Amendment No. Two to the Contract with AssetWorks, for the AiMCAD Base Module for the CMMS solution for an additional amount of $200,280. |
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November 3, 2020 |
Amendment Nine |
Board approved renewal of contract through December 4, 2022 |
The Board approved Amendment No. Nine to the Contract with AssetWorks to 1) renew the Contract for two years effective December 5, 2020, through December 4, 2022, in the amount of $951,920, 2) replace Article S entitled, “Change of Ownership” in its entirety, 3) amend Article 2 entitled, “Term of Contract”, 4) amend Article 44 entitled, “Notices”, 5) amend Attachment A – Scope of Work to include a new Module and Enterprise License using Contract contingency funds of $50,000 and, 6) amend Attachment B – Cost/Compensation to include the new Module, Enterprise License, and ongoing maintenance and support. |
This Contract does not currently include subcontractors or pass through to other providers. The Contractor’s performance has been confirmed as satisfactory. The department has verified there are no concerns that must be addressed with respect to Contractor's ownership/name, litigation status or conflicts with County interests. The Orange County Preference Policy is not applicable to this contract award.
FINANCIAL IMPACT:
The new total contract amount of $7,607,984 is $391,019 more than the previous contract amount of $7,216,965. Appropriations for this project were not included in the FY 2021-22 Budget. FY 2021-22 costs will be paid by Budget Control 080 in the amount of $138,425.00 and Budget Control 035 in the amount of $138,425. In FY 2022-23 $498,830 will be cost applied to all agencies utilizing the CMMS system. In FY 2023-24 $513,499 will be cost applied to all agencies utilizing the CMMS system.
STAFFING IMPACT:
N/A
REVIEWING AGENCIES:
OC Public Works
ATTACHMENT(S):
Attachment A - Amendment
Attachment B - Contract Summary Form