Placentia City Council
TO: CITY COUNCIL
VIA: CITY ADMINISTRATOR
FROM: ACTING DIRECTOR OF PUBLIC WORKS
DATE: JULY 16, 2024
AGENDA REPORT
SUBJECT: AGREEMENT WITH BRIGHTLY SOFTWARE, INC. FOR ASSET
MANAGEMENT SOFTWARE SYSTEM
FISCAL
IMPACT: EXPENSE: FISCAL YEAR 2024-25 - $61,234.16
BUDGET: $ 61,234.16 Technology Fund (750000-6366)
SUMMARY:
On November 21, 2023, the City Council approved the purchase of Brightly Asset Essentials software, an asset management and work order system. The software allows the City to have a computerized inventory of City assets as well as a schedule of preventative maintenance work orders. Staff recommends the purchase of a one-year subscription to the software for continued use.
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Approve a Purchase Order with Brightly Software, Inc. for the Fiscal Year 2024-25 subscription in the amount of $61,234.16; and
2. Authorize the City Administrator and/or his designee to execute all necessary documents, in a form approved by the City Attorney.
DISCUSSION:
Pursuant to City Council policy direction, Staff was tasked with creating a Citywide asset management program, asset inventory and a preventative maintenance program. After a public solicitation, proposals were reviewed by a selection committee which recommended a consultant to conduct a facility condition assessment and the software to be used as an asset management repository. On November 21, 2023, the City Council approved a purchase order with Brightly Software, Inc., for Asset Essentials implementation services and training as well as a prorated subscription for the months of January — June 2024.
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July 16, 2024
City Council Agenda
July 16, 2024
The City does not currently maintain any maintenance records, history, or a regularly scheduled preventative maintenance program for its assets. Continued access to the Asset Essentials software is needed to allow the City to effectively address preventative maintenance needs and record maintenance activities via work orders.
The Public Works Department currently relies upon service requests submitted through iPlacentia/GoGov, which is designed as a communication tool to manage resident requests but does not sufficiently capture costs or time associated with the requests. The transition to Asset Essentials provides a more robust tool to record maintenance, issue preventative maintenance work orders, streamline workflows, and document labor hours and costs related to this work.
Implementation of Asset Essentials is ongoing, with an anticipated launch in Fall 2024. iPlacentia/GoGov is currently creating the interface which will allow it to integrate with other software systems. This will allow the City to continue to utilize iPlacentia/GoGov for resident - facing communications while passing the service requests through to Asset Essentials. The integration of the two systems needs to be completed before rolling out the Asset Essentials work order system. The initial launch date for the iPlacentia/GoGov integration feature was June 2024, but it has been delayed to September 2024.
A continued software subscription to Asset Essentials will be needed for access to the software features. Staff recommends the City Council authorize one additional year of subscription to Asset Essentials through the Sourcewell Cooperative Contract for continued access to the asset inventory and work order system through Fiscal Year 2024-2025, for a total cost of $61,234.16. Pursuant to the City's purchasing policy, the City can piggyback off existing competitively bid contracts such as Sourcewell's contact with Brightly for the subscription purchase of public sector software. Future year subscription costs will be brought back to the City Council for review and approval.
FISCAL IMPACT:
The cost of the agreement through Fiscal Year 2024-2025 is $61,234.16. Funding is included in the Fiscal Year 2024-25 Budget Account 0075-6366. Future funding will be requested in future fiscal years' budgets.
Prepared by:
Att.
Samantha Byfield
Public Works Manager
Reviewed and approve
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f Finance
City Council Agenda
July 16, 2024
Reviewed and approved:
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Chris Tanio u
Acting Director of Public Works
Attachment:
Brightly, Inc. Software Agreement
Reviewed and approved
Damien R. Arrula
City Administrator