DATE: August 9, 2016
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of Internal Services/Chief Information Officer
SUBJECT: Approve Agreement with Accruent, LLC.
RECOMMENDED ACTION:
TITLE
Approve and authorize the Chairman to execute an Agreement with Accruent, LLC for a computerized maintenance management system, effective upon execution, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $557,900.
REPORT
ALTERNATIVE ACTION:
Should your Board not approve this agreement, the County would continue using its outdated Computerized Maintenance Management System (CMMS).
FISCAL IMPACT:
The maximum Agreement cost is $76,560 per year, and a one-time cost of $50,100 for implementation and training. Also included is an allowance of $125,000 that may be used for additional software modules, maintenance and support for those modules, and professional services that can be added to expand the system’s functionality. The total potential five-year cost of the Agreement is $557,900. Appropriations for the current year are budgeted in the FY 2016-17 ISD - Facility Services Org 8935 Adopted Budget. The cost for additional years will be included in subsequent requested budgets.
DISCUSSION:
The County uses an outdated CMMS that has limited functionality and does not have the capacity for capital asset life cycle planning. The current system no longer meets the needs for the type and size of the County’s facilities and operations. Accruent’s Facilities Management System will provide greater efficiencies in managing the County’s facilities and operations as well as provide for strategic capital asset life cycle planning. The recommended action proposes to implement the FAMIS facilities management module, the VFA facility module and the AssetConnect module. The FAMIS facilities management module tracks work order histories at County facilities and provides web based access via mobile devices enhancing productivity, accuracy and data security. The VFA Facility module allows the County to import data regarding each facility including year constructed or purchased, accompanying assets, scheduled and deferred maintenance, and related cost. The AssetConnect module integrates facilities management data with data in VFA Facility and assists in determining which assets are approaching their useful life, evaluates assets for repair or replacement and prioritizes projects based on their value proposition. This allows the County to optimize funding streams for capital projects and maximize the use of County resources. Given the enormous task of gathering information needed to deploy these systems, our goal is to first import data for the County’s most critical facilities, assets that have immediate maintenance needs and are essential to the reliability and/or functional operation of County Departments, then over time phase in data for the County’s remaining facilities and assets. Accruent’s scalability also allows for the addition of space planning and inventory control modules. This enhanced integrated approach to facilities management will better serve the County’s long-term capital asset planning needs.
The Purchasing Manual stipulates that services which have been competitively bid by another agency may be procured via purchasing cooperatives. With concurrence of the County of Fresno Purchasing Division and County Counsel, Facility Services is recommending the purchase of Accruent’s Computerized Maintenance Management System, which was competitively bid and awarded by The Cooperative Purchasing Network (TCPN). This will enable the County to leverage the pricing, terms and conditions from their contract to the County’s advantage.
The recommended action approves and authorizes award of the Agreement to Accruent, LLC for a three-year base contract and two optional one-year extensions upon written approval of both parties.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement
CAO ANALYST:
John Hays