REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
April 8, 2025
FROM
DON DAY, Director, Project and Facilities Management Department
TERRY W. THOMPSON, Director, Real Estate Services Department
SUBJECT
Title
Amendment to Contract with Langan CA, Inc. for Archibus System Software Consulting Services
End
RECOMMENDATIONS
Recommendation
Approve Amendment No. 3 to Contract No. 20-324 with Langan CA, Inc., for software consulting and technical support services to the Archibus System software, increasing the not to exceed contract amount by $112,000, from $965,879 to $1,077,879, and extending the term by seven months, for a total contract period of June 2, 2020, through December 31, 2025.
(Presenter: Don Day, Director, 387-5000)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
Promote the Countywide Vision.
FINANCIAL IMPACT
Approval of the recommended contract amendment will not require Discretionary General Funding (Net County Cost). The total cost for services under Contract No. 20-324 (Contract) with Langan CA, Inc. (Langan) will not exceed $1,077,879 for the period of June 2, 2020, through December 31, 2025. Payments for this contract will be made from the Project & Facilities Management Department (PFMD) budget (7301001000). Sufficient appropriation is included in the 2024-25 PFMD budget and will be included in the 2025-26 Recommended Budget.
BACKGROUND INFORMATION
The Real Estate Services Department (RESD) and PFMD utilize the Archibus System software (Archibus) for County building inventory, real estate management, facilities management, work requests and energy management systems. Archibus requires each client to utilize an approved Business Partner to enable continuity in the use of the Archibus product and technical support. The Business Partner is the technical/product expert and is required as a pass-through for payment of the Archibus software licensing.
Robert Stephen Consulting, LLC (RSC) began serving as RESD’s and PFMD’s Archibus Business Partner on or about 2006. As a Business Partner, RSC provided valuable services to RESD and PFMD over an extended period, providing expert knowledge of Archibus, back-end coding, reports preparation, development of additional systems, and processing licensing fees. This allowed RESD and PFMD to facilitate ongoing development and customization of Archibus.
On June 2, 2020 (Item No. 32), the Board of Supervisors (Board) approved the Contract with RSC, in the amount of 767,529, for the term of June 2, 2020, through May 31, 2025, to provide professional software consulting services for RESD and PFMD.
On August 22, 2023 (Item No.49), the Board approved Amendment No. 1 to the Contract, revising the scope of work to include additional modules and support services and increasing the contract amount by $198,350, from $767,529 to $965,879, with no change to the Contract term of June 2, 2020, through May 31, 2025.
On January 14, 2025 (Item No. 43), the Board approved Amendment No. 2 to the Contract, assigning the Contract to Langan, with no change to the contract amount of $965,879, or the term of June 2, 2020, through May 31, 2025.
PFMD and RESD now recommend approval of this amendment to allow the County’s continued use of Archibus with software consulting and technical support services.
PROCUREMENT
N/A
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Kaleigh Ragon, Deputy County Counsel, 387-5455) on March 7, 2025; Purchasing (Dylan Newton, Buyer III, 387-3377) on March 11, 2025; Project and Facilities Management (Jennifer Costa, Chief of Facilities Management, 387-2920) on March 12, 2025; Finance (Eduardo Mora, Administrative Analyst, 387-4376) on March 19, 2025; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on March 24, 2025.