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Placentia City Council
AGENDA REPORT
CITY COUNCIL
CITY ADMINISTRATOR
DEPUTY CITY ADMINISTRATOR / PUBLIC SERVICES AND INFRASTRUCTURE NOVEMBER 21, 2023
PROFESSIONAL SERVICES AGREEMENT WITH BUREAU VERITAS
TECHNICAL ASSESSMENTS, LLC., FOR CITYWIDE ASSET MANAGEMENT
PROGRAM AND PURCHASE OF BRIGHTLY ASSET MANAGEMENT
SOFTWARE MODULE
EXPENSE: $119,254.44 PROFESSIONAL SERVICES AGREEMENT
$ 11,925.44 TOTAL CONTINGENCY AMOUNT
$131,179.88 TOTAL AMOUNT
$ 35,774.53 PURCHASE OF SOFTWARE MODULE
$ 3,577.45 TOTAL CONTINGENCY AMOUNT
$ 39,351.98 TOTAL AMOUNT
$170,531.86 GRAND TOTAL AMOUNT
BUDGETED: $171,000.00 TOTAL PROJECT BUDGET
$100,000.00 FY 2023-24 CIP BUDGET (109800-6770
JL#24903-6770)
$ 71,000.00 PROPOSED BUDGET RESOLUTION (799800-6770
JL#24903-6770)
Staff prepared a Request for Proposals and solicited competitive proposals from qualified asset management assessment teams for the purpose of developing the City's first comprehensive Asset Management Program (Program). The Program entails a detailed facility condition assessment and preparation of a 10 -year facility capital improvement budget, creation of an asset registry with asset barcoding system, completion of needs and risk assessments, preparation of preventative maintenance plans for all assets and integration of the program into a new asset management software program for Public Works personnel to utilize for the purpose of conducting more proactive maintenance and management of the City's various assets. A total of three (3) proposals for this project were received. A Selection Committee consisting of the Deputy City Administrator, Deputy Director of Community Services, Senior Management Analyst and Public Works Intern reviewed and scored the proposals.
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Nov 21, 2023
City Council Agenda
November 21, 2023
On February 1, 2022, the City Council approved a Master Subscription Agreement (Agreement) with Brightly Software, Inc. (Brightly), formerly known as Dude Solutions, to purchase and implement SmartGov, a permit tracking/land management software. Since then, the City has sought to purchase and integrate additional work modules from Brightly into the City's operations.
The adopted Fiscal Year (FY) 2023-.24 Capital Improvement Program (CIP) Budget includes funding for a Public Works asset management and condition assessment master plan. As part of this project, Staff is recommending the purchase of the Brightly Asset EssentialsTM module, an asset management software to have a computerized inventory of City facility and park assets to strategically schedule proactive maintenance tasks, log repairs, and budget for replacements of critical infrastructure necessary for smooth operations of City services. The new module will work seamlessly with the new Brightly permit tracking system the City recently implemented. The executed, negotiated agreement from Smartgov governs this Asset Essentials purchase. In accordance with the City's purchasing policy section 10D, Staff is proposing to utilize a cooperative agreement competitively solicited through Sourcewell for the purchase of this module.
The recommended actions accept the recommendation of the Selection Committee to award a Professional Services Agreement to Bureau Veritas for a not -to -exceed amount of $119,254.44 to conduct a Citywide Asset Management Program and $35,774.53 to purchase Brightly Asset Essentials TM module for proactive repair and maintenance of all City assets.
RECOMMENDATION:
It is recommended that City Council take the following actions:
1. Award a Professional Services Agreement to Bureau Veritas for a not -to -exceed amount of $119,254.44 to prepare a Citywide Asset Management Program.
2. Authorize the City Administrator to approve any change orders up to 10% of the contract not -to -exceed amount, or $11,925.44; and
3. Approve a Purchase Order with Brightly Software, Inc., formerly known as Dude Solutions, Inc. ("DSI"), pursuant to Sourcewell procurement contract #090320 -SDI for the purchase of the Brightly Asset Essentials Module TM for $35,774.53; and
4. Authorize the City Administrator to approve any change orders up to 10% of the contract not -to -exceed amount, or $3,577.45; and
5. Adopt Resolution No. R-2023-88, A Resolution of the City Council of the City of Placentia, California authorizing a budget amendment in Fiscal Year 2023-24 in compliance with City Charter of the City of Placentia §§1206 and 1209 pertaining to appropriations for actual expenditures; and
6. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
City Council Agenda
November 21, 2023
STRATEGIC PLAN STATEMENT:
There is no specific strategic planning goal or objective associated with this agenda item.
DISCUSSION:
Asset Management Program
Pursuant to City Council policy direction, Staff has been tasked with creating a Citywide Asset Management Program (Program) which includes a detailed facility condition assessment and capital improvement program. In addition, the Program includes a detailed risk and needs analysis, creation of an asset registry and barcoding system, preparation of preventative maintenance programs for all assets and integration of the Program into a new asset management software program. The software is designed to operate and maintain its facility and park assets more effectively. The City does not currently maintain any registry of its assets, maintenance records or history, asset management software or a routine regularly scheduled preventative maintenance program for its assets. The purpose of the program is to allow the City to effectively address preventative maintenance needs and anticipate maintenance and replacement costs and allocate appropriate funding through the City's Capital Improvement Program Budget. The City last completed a facility condition assessment in 2012 which did not evaluate all City assets in its inventory.
The goal of the City's new Asset Management Program is to shift from reactive maintenance and repairs to proactive planning and management of infrastructure assets through focused Asset Management Plans utilizing asset management software. The Asset Management Program will be centered around a detailed facility condition assessment and will focus on City buildings and facilities such as City Hall and the police station, fire stations, community centers and gyms, restroom buildings, storm water pump stations, the Bradford Pedestrian Bridge and park facilities.
A total of three (3) proposals for this project were received. A Selection Committee consisting of the Deputy City Administrator, Deputy Director of Community Services, Senior Management Analyst and Public Works Intern reviewed the proposals. The following table outlines the combined final scores and rankings:
RANKING CONSULTANT TOTAL SCORE
1 Bureau Veritas 333
2 ALPHA Facilities Solutions 307
3 Kayuga Solution 275
Bureau Veritas (BV) was the highest ranked firm based upon their extensive experience in conducting and delivering asset management programs in California as well as their understanding of the City's work scope and the City's vision for this program. BV was the lead consultant that completed the City of Placentia's Planning software implementation in 2022 and are very familiar and experienced in working with Brightly's Asset Essentials module (as recommended below) and have completed numerous similar integrations with other Cities. BV will be responsible for populating the new database and providing the City with a turn -key system ready for end-user training and application.
City Council Agenda
November 21, 2023
In addition, sealed cost proposals were received from each firm which were opened and evaluated at the conclusion of the review process. Consultant cost proposals are based upon hourly rates for each assigned project team member multiplied by the total number of allocated hours by task.
Professional services agreements are awarded based upon qualifications; however, cost proposals are considered only to the extent that the proposed cost is reasonable for the services to be delivered. The cost proposals noted in the table below reflect each consultant's cost to conduct a citywide asset management program:
Consultant
Bureau Veritas
ALPHA Facilities Solutions
Kayuga Solution
Complete Cost Package
$119,254.44
$83,695.69
$261,230.00
Once the BV team was identified as the top-ranked firm, Staff confirmed with BV that the work scope and fee is complete and covers all of the tasks called out in the City's RFP. The scope includes the conduction of a facility condition assessment, asset registry, risk analysis, needs assessment, preventive maintenance program, and the asset management software implementation. It is anticipated the asset management program will be completed within six (6) months of the City issuing BV a Notice to Proceed with this work with the facility condition assessment and list of capital improvements completed by the end of March 2024.
Asset Management Program Software
The Public Works Department currently relies upon service requests submitted through iPlacentia/GoGov, the City's citizen request management software to serve as a quasi -work order system, Staff memory and spreadsheets to manage, track, and maintain assets associated with facilities. The City requires a comprehensive asset management software program to efficiently manage and maintain critical infrastructure asset data. Asset management software also known as a computer maintenance management system (CMMS) is a specialized software system designed to help organizations track, manage, and optimize their assets throughout their lifecycle.
The software helps organizations maintain an accurate inventory of their assets and schedule and track preventative maintenance tasks, reducing downtime, extending asset lifecycles, and optimizing maintenance costs. The transition to asset management software will further the City's efforts towards proactive preventative maintenance, streamline work order processing, and reduce costs through efficiencies by improving internal workflows and accurate record keeping.
Asset management software will also provide Staff with accurate information in the field through mobile technology and allow Staff to maintain the City's facilities and parks at optimum levels.
During the implementation process of the City's new SmartGov system currently being used to track and manage building and encroachment permitting, Staff learned from Brightly Software, Inc., formerly known as Dude Solutions, Inc. (DSI), that it offers an asset management software module that can be easily integrated into the City's new system known as Asset EssentialsTM This is a cloud -based work and asset management platform designed for simple and advanced asset and operations management and is geared toward facilities, public works, utilities and related public services. Through this software, users can initiate, assign, and track the progress of maintenance work orders; manage assets and equipment for all properties with advanced mobile and geographic information system (GIS) capabilities; develop advanced workflows with
City Council Agenda
November 21, 2023
preventive maintenance scheduling; leverage Internet of Things (loT) technology for predictive maintenance; and manage inventory. In addition, Asset EssentialsTM has functionality for document management and reporting and mobile capabilities. The mobile component of the software offers easy-to-use mobile usage for Staff to access, fulfill and include notes on work completed in the field.
Staff recommends that the City Council authorize the purchase and implementation of the Brightly's Asset Essentials TM software through the Sourcewell Cooperative Contract to assist with the development and implementation of a Citywide Asset Management Program. Asset EssentialsTM will allow the City to integrate with the City's existing system of SmartGov under Brightly's enterprise software system and seamlessly integrate the City's GIS database into Asset Essentials which has already been integrated into the main Brightly system.
Staff issued a request for proposals to create the City's first asset management program from qualified firms. If approved, the purchase of Asset Essentials TM will allow Staff to simultaneously work with the selected consultant to create a digital database of the City's asset inventory and setup internal workflows as the City conducts its facility condition assessment and develops the Program. This will reduce the implementation time of the Program and provide Staff with the support needed to setup the new asset management software.
Pursuant to the City's purchasing policy, the City can piggyback off existing competitively bid contracts such as Sourcewell's contract with Brightly for the purchase of public sector software.
The recommended actions authorize the City Administrator to approve the proposal and purchase order with Brightly for the purchase and implementation of Asset Essentials TM FISCAL IMPACT:
The recommended actions will approve an agreement with BV to provide the Asset Management Program for a not -to -exceed contract amount of $119,254.44. The implementation, licensing, and initial purchase costs of Asset EssentialsTM from January 1, 2024, through June 30, 2024, is $34,774.53. If the purchase of this software is approved, Staff will bring forward future subscription renewals for the City Council's consideration and include those costs in the proposed FY 2024- 25 Operating Budget. The grand total cost of the recommended actions amounts to $170,531.86 inclusive of a 10% contract contingency. A total of $100,000 has been budgeted in the FY 2023- 24 CIP Budget to cover the cost. Staff is recommending Resolution R-2023-88 (Attachment 3) to appropriate $71,000 from existing Measure U fund balance to support the cost of the proposed project. Accordingly, sufficient funds exist for the recommended actions.
Prepared by: Reviewed and approved:
Elsa Y. Robinson
Senior Management Analyst
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Jennifer Lampman
Director of Finance
City Council Agenda
November 21, 2023
Reviewed and approved:
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Luis Estevez
Deputy City Administrator
Reviewed and approved:
Damien R. Arrula
Reviewed and approved:
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Karen Crocker
Director of Community Services
Attachments:
1. Professional Services Agreement with Bureau Veritas
2. Asset Essentials Proposal
3. Budget Amendment Resolution No. 2023-88