TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Leigh Sharp, Deputy Director of Public Works
SUBJECT: Approve Agreement No. 250232B with Brightly Software Inc. to assess the condition of various building systems, to download this information into an upgraded software program for managing facility maintenance, and to approve the associated budget amendment.
RECOMMENDATION
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Approve and authorize Agreement No. 250232B with Brightly Software, Inc. with a term ending June 30, 2025 and maximum compensation of $49,000 to perform various facility condition assessments to inform the County’s infrastructure operations and maintenance and capital asset forecasting and approve an associated budget amendment to upgrade our property management software. (Fiscal Impact: $138,220 Expense; Property Management Division; Not Budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
Napa County has utilized Brightly Software Inc.’s (Brightly) facilities management software since 2017 to schedule preventative maintenance, accept work orders for non-routine maintenance and repairs, and to manage facility asset forecasting. Asset information within the system is out of date and needs to be updated to reflect new equipment and repairs performed on existing equipment to allow for proper preventative maintenance scheduling and capital asset forecasting. Under the proposed agreement, Brightly will perform a desktop update to confirm current condition and update life cycle information, update preventative maintenance schedules, inventory existing equipment as needed, and place barcodes on major pieces of equipment to allow for tracking of maintenance and repairs on these pieces of equipment. In addition, the facilities management software from 2017 is obsolete and an update is required to provide functionality across the maintenance management and asset management and forecasting software programs and to incorporate Geographic Information System functionality.
The requested budget amendment will increase appropriations in the Property Management Division (43000) by $138,220 ($49,000 for the facility condition assessment and $89,220 for the software update and licensing through June 30, 2026) offset by use of available fund balance. The facility condition assessment will be performed under Professional Service Agreement No. 250232B and the software upgrade and licensing will be procured through a purchase order.
Requested Actions:
1. Approve and authorize Agreement No. 250232B with Brightly Software Inc. with a term ending June 30, 2025 and maximum compensation of $49,000 to perform facility condition assessments to support infrastructure operations, maintenance and capital asset forecasting; and
2. Approve a budget amendment to increase Maintenance-Building & Improvement and Maintenance-Software appropriations in the Property Management-Maintenance Subdivision by $138,220 ($49,000-account 52505, $89,220-account 52515) offset by use of available fund balance to perform facility condition assessments and to update facility management software.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
A facilities condition assessment is needed to add new equipment and to update information about existing equipment for improved asset management and forecasting of capital needs. The existing property maintenance software management system is obsolete and an update is needed to support integration of maintenance with capital asset forecasting. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
No future fiscal impact for facilities condition assessment. Software licensing fees will be budgeted beginning in FY27. |
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Consequences if not approved: |
Information about critical infrastructure equipment will remain out of date and the facilities maintenance software in use by property management will not support facility needs, resulting equipment not being properly maintained and higher long term costs to the County for repairs. |
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ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.