Agenda - 03-21-2017 - 8-e - Enterprise Asset Management Facilities Software Purchase and Support Agreement

Browse Search

2 Criteria in evaluating the proposals included 1) integration and effectiveness within a mobile phone wireless platform; 2) functionality; 3) the ability for customization within the technology platform; 4) overall cost structure (capital cost, operating costs, ongoing maintenance/support costs; and 4) the overall internal and external customer experience. Of the seven proposals received, four proposals were over the project budget of $150,000: Computerized Facility Integration, Tyler Technologies, JBT Cooperation, and Apptricity. One proposal did not meet minimum specifications for functionality, Dude Solutions. The two remaining vendors, TMA Systems and FM Systems (in bold in the list above), were selected for further review. The selected vendors provided in-depth demonstrations of their software. After these demonstrations, a testing protocol was devised that would allow AMS to have staff members, including field technicians and administrative staff, use the software to verify its functionality and ease of use. In addition, AMS administrative staff also evaluated the software from the customer's point of view. After rigorous testing of both software platforms, "WebTMA", from TMA Systems, LLC was selected as the best option based on the following: • TMA Systems software has a highly customizable mobile app built for use with smartphones and tablets. • The mobile app has the ability to continue working without the presence of cellular or wireless service. This feature allows the AMS field technicians to continue documenting their work and then synch up to the server, once the device comes back into the range of cellular or wireless service. • The client portal can be customized to best fit the needs of AMS customers and enabled them to attach supporting documents like pictures to the requests they sent. • The software has a dedicated module for supervisors, enabling them to better manage the workload and assignment of work orders. FINANCIAL IMPACT: The Board of County Commissioners appropriated $150,000 within the FY 2015-16 Capital Investment Plan for the purchase of this software, including implementation costs. The cost of the software, including implementation and related consulting fees, will be $137,622 in the first year. In years 2 through 7, the annual maintenance cost will be $14,937, which will be included in ongoing Information Technology operating budgets. SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is applicable to this item: • ENSURE ECONOMIC SELF-SUFFICIENCY The creation and preservation of infrastructure, policies, programs and funding necessary for residents to provide shelter, food, clothing and medical care for themselves and their dependents. The software facilitates the smooth operation of County facilities which allows Orange County departments to serve residents well. RECOMMENDATION(S): The Manager recommends the Board authorize the County Manager to execute a contract with TMA Systems, LLC for the purchase of the Asset Management Services facilities maintenance work order system and related professional services at a cost of $137,622 after review by the County Attorney.