AGREEMENT BETWEEN
THE CITY OF GARDENA
AND
MAINTSTAR, INC.
This contract, hereinafter referred to as Agreement, is entered into by and between THE CITY OF GARDENA (“City”) and MAINTSTAR, INC . (“Consultant”). Based on the mutual promises and covenants contained herein, the Parties hereto agree as follows:
1. Recitals.
A. City is desirous of design, testing, documentation, and implementation of an Asset and Maintenance Management System (AMPS).
B. Consultant is qualified by virtue of experience, training, education and expertise to provide these services.
C. City has determined that the public interest, convenience and necessity require the execution of this Agreement.
2. Services.
A. The services to be performed by Consultant shall consist of the scope of services outlined in RFP 2024 -10 Asset Maintenance Project Software , and any associated addendum, incorporated herein by reference, unless otherwise instructed by City.
B. The Services shall be performed in accordance with the Project Schedule. Consultant shall not be liable for any failure or delay in furnishing proposed services resulting from fire, explosion, flood, storm, Act of God, governmental acts, orders or regulations, hostilities, civil disturbances, strikes, labor difficulties, difficulty in obtaining parts, supplies, or shipping facilities, inability to obtain or delays in obtaining suitable material or facilities required for performance, temporary unavailability of qualified personnel, failure by City to provide appropriate access to equipment or personnel, or other causes beyond Consultant’s reasonable control.
3. Additional Services. If City determines that additional services are required to be provided by Consultant in addition to the Services set forth above, City shall authorize Consultant to perform such additional services in writing (“Additional Services”). Such Additional Services shall be specifically described and approved by City in writing prior to the performance thereof. Consultant shall be compensated for such Additional Services in accordance with the amount agreed upon in writing by the Parties. No compensation shall be paid to Consultant for Additional Services which are not specifically approved by City in writing.
4. Agreement Administrator. For purposes of this Agreement, City designates Rachel Yoo as the Agreement Administrator who shall monitor Consultant’s performance under this Agreement. All notices, invoices or other documents shall be addressed to the Agreement Administrator, as well as all substantive issues relating to this contract. City reserves the right to change this designation upon written notice to Consultant.
5. Consultant’s Proposal. This Agreement shall include and incorporate therein RFP 2024 -10 Asset Maintenance Project Software and Consultant’s proposal in response incorporated herein by reference. In the event of any inconsistency between the terms of the proposal and this Agreement, this Agreement shall govern.
Docusign Envelope ID: C6344DC3-4779-484E-A4FD-7E8C656A252D
6. Timing of Performance. Time is of the essence with respect to Consultant’s performance of the Services required by this Agreement. Consultant shall diligently and timely pursue and complete the performance of the Services required of it by this Agreement City, in its sole discretion, may extend the time for performance of any Service.
7. Compensation. Compensation for the Services shall be billed as set forth in Attachment A, attached hereto. The Compensation is inclusive of all costs that may be incurred by Consultant in performance of the Services, including but not limited to such items as travel, copies, delivery charges, phone charges, and facsimile charges.
8. Term of Agreement/Termination.
A. This Agreement shall be effective as of the date of execution by the City and shall remain in effect until all Services are completed or until terminated as provided for herein.
B. City may terminate this Agreement without cause by providing written notice to Consultant not less than three days prior to an effective termination date. City’s only obligation in the event of termination will be payment of fees and allowed expenses incurred up to and including the effective date of termination.
C. Unless for cause, Consultant may not terminate this Agreement.
D. Upon receipt of a termination notice, Consultant shall: (1) promptly discontinue all Services, unless the notice directs otherwise; and (2) within ten (10) days, deliver to City all files, data, reports, estimates, summaries, and such other information and materials as may have been accumulated or prepared to date by Consultant in performing the Services under this Agreement, whether completed or in progress. Consultant shall provide these documents by both hard copy and in electronic format if available. In the event of termination for other than cause attributable to Consultant, Consultant shall be entitled to reasonable compensation for the services it performs up to the date of termination and shall be deemed released from liability for any work assigned but not completed as of the effective date of termination.
9. Invoices and Payments.
A. Payment shall be made upon receipt and approval of invoices for Services rendered.
In order for payment to be made, Consultant’s invoice must include an itemization as to the services rendered, date(s) of service, direct and/or subcontract costs, and be submitted on an official letterhead or invoice with Consultant’s name, address, and telephone number referenced.
B. The Agreement Administrator shall review the invoices to determine whether services performed and documents submitted are consistent with this Agreement. Payment shall be made within forty-five (45) days following receipt of the invoice or the Agreement Administrator shall provide Consultant with a written statement objecting to the charges and stating the reasons therefore.
C. Payment by City under this Agreement shall not be deemed a waiver of defects, even if such defects were known to City at the time of payment.
10. Records/Audit.
A. Consultant shall be responsible for ensuring accuracy and propriety of all billings and shall maintain all supporting documentation for a minimum of three (3) years from the completion date of the Services under this agreement the following records:
1. All accounts and records, including personnel, property and financial, adequate to identify and account for all costs pertaining to this Agreement and assure proper accounting for all Docusign Envelope ID: C6344DC3-4779-484E-A4FD-7E8C656A252D
funds.
2. Records which establish that Consultant and any subconsultant who renders Services under this Agreement are in full compliance with the requirements of this Agreement and all federal, state and local laws and regulations.
3. Any additional records deemed necessary by City to assume verification of full compliance with this Agreement.
B. City shall have the right to audit Consultant’s invoices and all supporting documentation for purposes of compliance with this Agreement for a period of three years following the completion of Services under this Agreement.
C. Upon reasonable notice from City or any other governmental agency, Consultant shall cooperate fully with any audit of its billings conducted by, or of, City and shall permit access to its books, records and accounts as may be necessary to conduct such audits.
11. Successors and Assignment. This Agreement covers professional services of a specific and unique nature. Except as otherwise provided herein, Consultant shall not assign or transfer its interest in this Agreement or subcontract any services to be performed without amending this Agreement. This Agreement shall be binding upon the heirs, executors, administrators, successors and assigns of the parties hereto.
12. Change in Name, Ownership or Control. Consultant shall notify the Agreement Administrator, in writing, of any change in name, ownership or control of Consultant’s firm or subconsultant. Change of ownership or control of Consultant’s firm may require an amendment to the Agreement.
13. Key Personnel . City has relied upon the professional training and ability of Consultant to perform the services hereunder as a material inducement to enter into this Agreement. Consultant shall provide properly skilled professional and technical personnel to perform all services under this Agreement. In the event that City, in its sole discretion, at any time during the Agreement, desires the removal of any person or persons assigned by Consultant to perform Services pursuant to this Agreement, Consultant shall remove any such person immediately upon receiving notice from City.
14. Use of Materials.
A. City shall make available to Consultant such materials from its files as may be required by Consultant to perform Services under this Agreement. Such materials shall remain the property of City while in Consultant’s possession. Upon termination of this Agreement and payment of outstanding invoices of Consultant, or completion of work under this Agreement, Consultant shall return to City any property of City in its possession and any calculations, notes, reports, electronic files, or other materials prepared by Consultant in the course of performance of this Agreement.
B. City may utilize any material prepared or work performed by Consultant pursuant to this Agreement, including computer software, in any manner, which City deems proper without additional compensation to Consultant. Consultant shall have no responsibility or liability for any revisions, changes, or corrections made by City, or any use or reuse pursuant to this paragraph unless Consultant accepts such responsibility in writing.
15. Confidentiality. Consultant acknowledges that some of the material and information that may come into its possession or knowledge in connection with this Agreement or its performance may consist of information that is exempt from disclosure to the public or other unauthorized persons under either state or federal statutes ("Confidential Information"). Confidential Information includes, but is not limited to, names, addresses, Social Security numbers, e-mail addresses, telephone numbers, Docusign Envelope ID: C6344DC3-4779-484E-A4FD-7E8C656A252D
financial profiles, credit card information, driver's license numbers, medical data, law enforcement records, agency source code or object code, agency security data, or information identifiable to an individual that relates to any of these types of information. Consultant agrees to hold Confidential Information in strictest confidence and not to make use of Confidential Information for any purpose other than the performance of this Agreement, to release it only to authorized employees or Sub - consultants requiring such information for the purposes of carrying out this Agreement, and not to release, divulge, publish, transfer, sell, disclose, or otherwise make the information known to any other party without City's express written consent or as provided by law. Consultant agrees to release such information or material only to employees or Sub -consultants who have signed a nondisclosure agreement, the terms of which have been previously approved by City. Consultant agrees to implement physical, electronic, and managerial safeguards to prevent unauthorized access to Confidential Information.
"Personal information" including, but not limited to, "Protected Health Information" (PHI) under Health Insurance Portability And Accountability Act (HIPAA), individuals' names, addresses, phone numbers, birth dates, and social security numbers collected, used, or acquired in connection with this Agreement shall be protected against unauthorized use, disclosure, modification or loss.
HIPAA establishes national minimum standards for the use and disclosure of certain health information.
The Consultant must comply with all HIPAA requirements and rules when determined applicable by the City. If City determines that (1) City is a "covered entity" under HIPAA, and that (2) Consultant will perform "business associate" services and activities covered under HIPAA, then at City's request, Consultant agrees to execute City's Agreement in compliance with HIPAA.
Consultant shall ensure its directors, officers, employees, Sub-consultants or agents use personal information solely for the purposes of accomplishing the services set forth herein. Consultant and its Sub-consultants agree not to release, divulge, publish, transfer, sell or otherwise make known to unauthorized persons personal information without the express written consent of the City or as otherwise required by law.
Any breach of this provision may result in termination of the Agreement and demand for return of all personal information. Moreover, Consultant will indemnify and hold the City harmless from and against all losses and damages resulting from any unauthorized or improper disclosure, dissemination or use of the information as a result, in whole or in part, of Consultant’s action or inaction.
16. Nonuse of Intellectual Property of Third Parties. Consultant shall not use, disclose or copy any intellectual property of any third parties in connection with work carried out under this Agreement, except for intellectual property for which Consultant has a license. Consultant shall indemnify and hold City harmless against all claims raised against City based upon allegations that Consultant has wrongfully used intellectual property of others in performing work for City, or that City has wrongfully used intellectual property developed by Consultant pursuant to this Agreement.
17. Ownership of Work Product. All documents or other information created, developed, or received by Consultant shall, for purposes of copyright law, be deemed worked made for hire for City by Consultant and shall be the sole property of City. Consultant shall provide City with copies of these items upon demand, and in any event, upon termination of this Agreement.
18. Legal Requirements.
A. Consultant shall secure and maintain all licenses or permits required by law, including Docusign Envelope ID: C6344DC3-4779-484E-A4FD-7E8C656A252D
a City business license, and shall comply with all ordinances, laws, orders, rules, and regulations pertaining to the work.
B. Consultant warrants that it shall perform the services required by this Agreement in compliance with all applicable Federal and California employment laws, including, but not limited to, those laws related to minimum hours and wages; occupational health and safety; fair employment and employment practices; workers’ compensation; and all other Federal, State and local laws and ordinances applicable to the services required under this Agreements.
C. Consultant covenants that there shall be no discrimination based upon race, color, creed, religion, sex, marital status, age, handicap, national origin or ancestry, or any other category forbidden by law in performance of this Agreement.
19. Conflict of Interest and Reporting.
A. Consultant shall at all times avoid conflicts of interest or the appearance of a conflict of interest in the performance of this Agreement. If required, Consultant shall comply with the City’s Conflict of Interest reporting requirements. Consultant understands that pursuant to Gardena Municipal Code sections 2.24.020H and 2.24.025G, it is forbidden to make any contribution to a candidate or committee of a candidate for a municipal office of the City, or to an officeholder, until the completion of services to be performed under this Agreement.
B. Consultant and its representatives shall refrain from lobbying City of Gardena officials, employees and representatives for the duration of this Agreement.
20. Guarantee and Warranty. Consultant warrants to City that the material, analysis, data, programs and SERVICES to be delivered or rendered hereunder will be of the kind and quality designated and will be performed by qualified personnel. Without waiver of City’s other rights or remedies, City may require Consultant to re - perform any of said services, which were not performed in accordance with these standards. Consultant shall perform the remedial services at its sole expense.
21. Insurance.
A. Commencement of Work. Consultant shall not commence work under this Agreement until it has obtained City approved insurance. Before beginning work hereunder, during the entire period of this Agreement, for any extensions hereto, and for periods after the end of this Agreement as may be indicated below, Consultant must have and maintain in place all of the insurance coverage required in this Section. Consultant’s insurance shall comply with all items specified by this Agreement. Any subcontractors shall be subject to all of the requirements of this Section and Consultant shall be responsible to obtain evidence of insurance from each subcontractor and provide it to City before the subcontractor commences work. Alternatively, Consultant’s insurance may cover all subcontractors.
B. Insurance Company Requirements. All insurance policies used to satisfy the requirements imposed hereunder shall be issued by insurers admitted to do business in the State of California. Insurers shall have a current Best’s rating of not less than A -: VII, unless otherwise approved by City.
C. Coverage, Limits and Policy Requirements. Consultant shall maintain the types of coverage and limits indicated below:
1. Commercial General Liability Insurance - a policy for occurrence coverage for bodily injury, personal injury and property damage, with coverage at least as broad as Insurance Services Office Form CG 00 01, with no special limitations affecting City. The limit for all coverage Docusign Envelope ID: C6344DC3-4779-484E-A4FD-7E8C656A252D
under this policy shall be no less than one million dollars ($1,000,000.00) per occurrence.
2. General Auto Liability Insurance - a policy including all coverage provided by and to the extent afforded by Insurance Services Office form CA 0001, including hired and non -owned autos with no special limitations affecting City. The limit for bodily injury and property damage liability shall be no less than one million dollars ($1,000,000.00) per accident.
3. Worker’s Compensation and Employer’s Liability Insurance - a policy which meets all statutory benefit requirements of the Labor Code, or other applicable law, of the State of California. The minimum coverage limits for said insurance shall be no less than one million dollars per claim. The policy shall be issued by an insurance company which is admitted to do business in the State of California and shall contain a clause that the policy may not be canceled without thirty (30) days prior written notice, return receipt requested, is mailed to City.
4. Professional Errors & Omissions - a policy with minimum limits of one million dollars ($1,000,000.00) per claim and aggregate. This policy shall be issued by an insurance company which is admitted to do business in the State of California and shall contain a clause that the policy may not be canceled until thirty (30) days written notice, unless cancelled for non-payment, then ten (10) calendar days notice shall be given, is mailed to City.
5. Policy Requirements. The policies set forth above shall comply with the following, as evidenced by the policies or endorsements to the policies:
a. The City, its appointed and elected officers, employees, agents and volunteers shall be added as additional insured to the policy. b. The insurer shall agree to provide City with thirty (30) days prior written notice, of any cancellation, non-renewal or material change in coverage, unless cancelled for non-payment, then ten (10) calendar days notice shall be given. c. For any claims with respect to the Services covered by this Agreement, Consultant’s insurance coverage shall be primary insurance as respects the City, its elected and appointed officers, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its elected and appointed officers, employees, agents and volunteers shall be excess of Consultant’s insurance and shall not contribute with it.
D. Additional Requirements. The procuring of such required policies of insurance shall not be construed to limit Consultant’s liability hereunder or to fulfill the indemnification provisions and requirements of this Agreement. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. City shall notify Consultant in writing of changes in the insurance requirements. If Consultant does not deposit copies of acceptable insurance policies or endorsements with City incorporating such changes within sixty (60) days of receipt of such notice, Consultant shall be deemed in default hereunder.
E. Deductibles. Any deductible or self -insured retention over $25,000 per occurrence must be declared to and approved by City. Any deductible exceeding an amount acceptable to City shall be subject to the following changes: either the insurer shall eliminate or reduce such deductibles or self -insured retentions with respect to City, its officers, employees, agents and volunteers (with additional premium, if any, to be paid by Consultant); or Consultant shall provide satisfactory financial guarantee for payment of losses and related investigations, claim administration and defense expenses.
F. Verification of Compliance. Consultant shall furnish City with original policies or Docusign Envelope ID: C6344DC3-4779-484E-A4FD-7E8C656A252D
certificates and endorsements effecting coverage required by this Agreement. The endorsements are to be signed by a person authorized by the insurer to bind coverage on its behalf. All endorsements are to be received and approved by City before work commences. Not less than fifteen (15) days prior to the expiration date of any policy of insurance required by this Agreement, Consultant shall deliver to City a binder or certificate of insurance with respect to each renewal policy, bearing a notation evidencing payment of the premium therefore, or accompanied by other proof of payment satisfactory to City. Consultant shall provide full copies of any requested policies to City within three (3) days of any such request by City.
G. Termination for Lack of Required Coverage. If Consultant, for any reason, fails to have in place, at all times during the term of this Agreement, including any extension hereto, all required insurance and coverage, City may immediately obtain such coverage at Consultant’s expense and/or terminate this Agreement.
22. Indemnity.
A. Consultant assumes all risk of injury to its employees, agents, and contractors, including loss or damage to property.
B. Consultant shall defend, indemnify, and hold harmless the City, including its officials, officers, employees, and agents from and against all claims, suits, or causes of action for injury to any person or damage to any property arising out of any intentional or negligent acts or errors or omissions to act by Consultant or its agents, officers, employees, subcontractors, or independent contractor, in the performance of its obligations pursuant to this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Consultant.
This indemnity shall not apply if the claim arises out of the sole negligence or willful misconduct of City, its officers, agents, employees or volunteers.
C. No official, employee, agent or volunteer of City shall be personally liable for any default or liability under this Agreement.
23. Independent Contractor. Consultant agrees to furnish consulting services in the capacity of an independent contractor and neither Consultant nor any of its employees shall be considered to be an employee or agent of City.
24. PERS Eligibility Indemnification. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City.
Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, Consultant and any of its employees, agents, and subcontractors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.
25. Notices. Any notice or communication given under this Agreement shall be effective when Docusign Envelope ID: C6344DC3-4779-484E-A4FD-7E8C656A252D
deposited, postage prepaid, with the United States Postal Service and addressed to the contracting parties. Name, address, telephone and facsimile numbers of the parties are as follows:
City of Gardena – GTrans
Attn: Rachel Yoo
13999 S. Western Avenue
Gardena, California 90249
Email: [email protected]
MaintStar, Inc.
Attn: Eric Sabato
3510 Turtle Creek Boulevard Unit 17B
Dallas, Texas 75219
Email: [email protected]
Either party may change the information to which notice or communication is to be sent by providing advance written notice to the other party.
26. Severability. If any provision of this Agreement shall be held illegal, invalid, or unenforceable, in whole or in part, such provision shall be modified to the minimum extent necessary to make it legal, valid, and enforceable, and the legality, validity, and enforceability of the remaining provisions shall not be affected thereby.
27. Jurisdiction and Venue. This Agreement shall be deemed a contract under the laws of the State of California and for all purposes shall be interpreted in accordance with such laws. Both parties hereby agree and consent to the exclusive jurisdiction of the courts of the State of California and that the venue of any action brought hereunder shall be Los Angeles County, California.
28. Waiver. No delay or failure by either Party to exercise or enforce at any time any right or provision of this Agreement shall be considered a waiver thereof or of such Party’s right thereafter to exercise or enforce each and every right and provision of this Agreement. To be valid a waiver shall be in writing but need not be supported by consideration. No single waiver shall constitute a continuing or subsequent waiver.
29. Electronic Signatures. The parties hereby acknowledge and agree that electronic records and electronic signatures, as well as facsimile signatures, used in connection with the execution of this Agreement and electronic signatures, facsimile signatures or signatures transmitted by electronic mail in so-called pdf format shall be legal and binding and shall have the same full force and effect as if a paper original of this Agreement had been delivered and had been signed using a handwritten signature. City and Consultant (i) agree that an electronic signature, whether digital or encrypted, of a party to this Agreement is intended to authenticate this writing and to have the same force and effect as a manual signature, (ii) intend to be bound by the signatures (whether original, faxed or electronic) on any document sent or delivered by facsimile or, electronic mail, or other electronic means, (iii) are aware that the other party will reply on such signatures, and (iv) hereby waive any defenses to the enforcement of the terms of this Agreement based on the foregoing forms of signature. If this Agreement has been executed by electronic signature, all parties executing this document are expressly consenting under the United States Federal Electronic Signatures in Global and National Commerce Act of 2000 ("E -SIGN") and California Uniform Electronic Transactions Act ("UETA")(Cal.
Civ. Code § 1633.1, et seq.), that a signature by fax, email or other electronic means shall constitute an Electronic Signature to an Electronic Record under both E -SIGN and UETA with respect to this specific transaction.
30. Joint Drafting. Each party acknowledges that it has had an adequate opportunity to revie w each and every provision in this Agreement and to submit the same to counsel and other consultants for review and comment and that the parties jointly drafted this Agreement. No provision of this Docusign Envelope ID: C6344DC3-4779-484E-A4FD-7E8C656A252D
Agreement or any Assignment shall be construed more strictly against one party than the other party by reason that one or the other party proposed, drafted or modified such provision or any other existing or proposed provision.
31. Public Records Act Disclosure. Consultant has been advised and is aware that this Agreement and all reports, documents, information and data, including, but not limited to, computer tapes, discs or files furnished or prepared by Consultant, or any of its subcontractors, pursuant to this Agreement and provided to City may be subject to public disclosure as required by the California Public Records Act (California Government Code section 7920.000 et seq.). Exceptions to public disclosure may be those documents or information that qualify as trade secrets, as that term is defined in the California Government Code section 7924.510, and of which Consultant informs City of such trade secret. The City will endeavor to maintain as confidential all information obtained by it that is designated as a trade secret. The City shall not, in any way, be liable or responsible for the disclosure of any trade secret including, without limitation, those records so marked if disclosure is deemed to be required by law or by order of the Court.
32. Authority to Execute. The persons executing this Agreement on behalf of the parties warrant that they are duly authorized to execute this Agreement.
33. Attorney’s Fees. In the event that legal action is necessary to enforce the provisions of this Agreement, or to declare the rights of the parties hereunder, the parties agree that the prevailing party in the legal action shall be entitled to recover attorney’s fees and court costs from the opposing party.
34. Entire Agreement . This Agreement contains the entire understanding between City and Consultant. Any prior agreement, promises, negotiations or representations not expressly set forth herein are of no force or effect. Subsequent modifications to this Agreement shall be effective only if in writing and signed by both parties. This Agreement may be signed by the parties hereto in separate counterparts, including both counterparts that are executed on paper and counterparts that are in the form of electronic signatures. Electronic signatures include facsimile or email electronic signatures.
Each executed counterpart shall be deemed an original. All counterparts, taken together, constitute the executed Agreement. If any term, condition or covenant of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall be valid and binding.
(The Remainder of This Page is Intentionally Left Blank) (Signature Page Follows)
Docusign Envelope ID: C6344DC3-4779-484E-A4FD-7E8C656A252D
IN WITNESS WHEREOF, the parties have hereunto affixed their names as of the day and year written below.
CITY OF GARDENA
By ______________________ Date ____________________
Tasha Cerda
Mayor
ACCEPTED: MAINTSTAR, INC.
By ______________________ Date ____________________
Dimitry Poretsky
CEO
By ______________________ Date ____________________
Eric Sabato
Vice President of Sales
APPROVED AS TO FORM:
________________________ Date ____________________
Carmen Vasquez
City Attorney
ATTEST:
________________________ Date ____________________
Mina Semenza
City Clerk
Docusign Envelope ID: C6344DC3-4779-484E-A4FD-7E8C656A252D 1/15/2026
1/15/2026
1/15/2026
Category Total
1 Implementation Services Total Price $65,000
2 Training Total Price $16,500
3 Hosting/License/Maintenance Year 1 $75,000
TOTAL PRICE INCL. 1 Year of Mainteance $156,500
4a
Additional Maintenance and Support Year 2 $75,000
4b Additional Maintenance and Support Year 3 $75,000
4c Additional Maintenance and Support Year 4 $75,000
4d Additional Maintenance and Support Year 5 $75,000
4e Additional Maintenance and Support Year 6 $75,000
Total Hosting/License/Maintenance Year 2-6 $375,000
TOTAL PRICE INCL Incl. Year 2-6 $531,500
AUTHORIZED OFFICIAL PRINT NAME
AUTHORIZED OFFICIAL SIGNATURE
TITLE
DATE
Vice President of Sales
5-Jan-26
ASSET MAINTENANCE PROJECT SOFTWARE
RFP No. 2024-10
BEST AND FINAL OFFER - COST PROPOSAL
FIRM NAME: MaintStar, Inc.
Eric Sabato
RFP #2024-10 Asset Maintenance Project Software - BAFO Page 1 of 2 Docusign Envelope ID: C6344DC3-4779-484E-A4FD-7E8C656A252D Qty Per unit Total Comments
1 Implementation Services Total Price $65,000.00
a Project Management and Coordination $0.00
b System Setup/Customization 1 $65,000 $65,000.00
c Migration of ADAMS Data $0 $0.00 Included/No Charge
d Reports Development $0 $0.00 Included/No Charge
e Bus stop survey $0 $0.00 Included/No Charge
f Testing Total Cost $0 $0.00 Included/No Charge
Functional Testing $0 $0.00 Included/No Charge
Production Testing $0 $0.00 Included/No Charge
Availability Test $0 $0.00 Included/No Charge
g Documentation $0 $0.00 Included/No Charge
$0.00
2 Training Total Price $0.00
a Hardware Maintenance Training $0.00 SaaS Cloud Hosting Solution No Hardware Proposed. b System Administration Training $0.00 Included in AMPS Training Priced Below. c AMPS User Training (all classes) $16,500 $0.00 Included On Site Training (40 Hours) d General System User Training $0.00 Included in AMPS Training Priced Above. $0.00
3 Hosting/License/Maintenance Year 1 $75,000.00
a Year 1 Hosting Cost Per Asset 1 $75,000 $75,000.00 Enterp rise Site License (not per user one per site) b Year 1 License Cost Per Asset 204 $0 $0.00 Included in item above. c Year 1 Maintenance/Support Cost Per Asset 204 $0 $0.00 Included in item above. $0.00
4 Additional Years $375,000.00
a Year 2 Total Cost $75,000.00
Year 2 Hosting Cost 1 $0 $0.00 Includes Lic ense, Hosting, Support, Upgrades, Training Year 2 License Cost 1 $75, 000 $75,000.00 Included, see above.
Year 2 Hardware Maintenance and AMPS Support 1 $0 $0.00 No Hardware proposed, SaaS vendor hosted.solution. b Year 3 Total Cost $75,000.00
Year 3 Hosting Cost 1 $0.00 Includes Licens e, Hosting, Support, Upgrades, Training Year 3 License Cost 1 $75, 000 $75,000.00 Included, see above.
Year 3 Hardware Maintenance and AMPS Support 1 $0.00 No Hardware proposed, SaaS vendor hosted.solution. c Year 4 Total Cost $75,000.00
Year 4 Hosting Cost 1 $0.00 Includes Licens e, Hosting, Support, Upgrades, Training Year 4 License Cost 1 $75, 000 $75,000.00 Included, see above.
Year 4 Hardware Maintenance and AMPS Support 1 $0.00 No Hardware proposed, SaaS vendor hosted.solution. d Year 5 Total Cost $75,000.00
Year 5 Hosting Cost 1 $0.00 Includes Licens e, Hosting, Support, Upgrades, Training Year 5 License Cost 1 $75, 000 $75,000.00 Included, see above.
Year 5 Hardware Maintenance and AMPS Support 1 $0.00 No Hardware proposed, SaaS vendor hosted.solution. e Year 6 Total Cost $75,000.00
Year 6 Hosting Cost 1 $0.00 Includes Licens e, Hosting, Support, Upgrades, Training Year 6 License Cost 1 $75, 000 $75,000.00 Included, see above.
Year 6 Hardware Maintenance and AMPS Support 1 $0.00 No Hardware proposed, SaaS vendor hosted.solution.
FIRM NAME: MaintStar, Inc.
ASSET MAINTENANCE PROJECT SOFTWARE
RFP No. 2024-10
BEST AND FINAL OFFER - COST PROPOSAL
RFP #2024-10 Asset Maintenance Project Software Page 2 of 2 Docusign Envelope ID: C6344DC3-4779-484E-A4FD-7E8C656A252D Section I(Q), “Invoicing/Payment”
Updated Milestone Payment Schedule
No. Description
Project Cost Hosting/License Fee
% Payment % Payment
1 GTrans approval of the detailed project
schedule which meets the requirements of
the Technical Specifications, and a complete
list of training, software, and other
documentation deliverables. Includes kick-
off meeting.
10% $ 8,150.00 - -
2 GTrans’ authorization to configure the system
to the AMPS system. MaintStar to provide
successful confirmation of the completion of
all initial data migration to the AMPS system.
- - 33.3% $ 25,000.00
3 GTrans approval of design, successful
installation, and configuration of the system. 30% $ 24,450.00 - - 4 GTrans approval of successful functional,
phase-over, and availability testing. 30% $ 24,450.00 - - 5 MaintStar to provide confirmation of
successful completion of all final data
migration to the AMPS system (Specification
Section 8.2.3).
- - 33.3% $ 25,000.00
6 GTrans receipt of all training and final
documentation reflecting all changes and
corrections, and final acceptance, in writing,
of the system by GTrans.
20% $ 16,300.00 33.3% $ 25,000.00
7 Retention. 10% $ 8,150.00 - -
Total 100% $ 81,500.00 100% $ 75,000.00
Docusign Envelope ID: C6344DC3-4779-484E-A4FD-7E8C656A252D