REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
November 4, 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. 4 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 $799,725, from $1,077,879 to $1,877,604, and extending the contract term two years and six months, for a total term of June 2, 2020 through June 30, 2028.
(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 $1,877,604, for the period of June 2, 2020 through June 30, 2028. Payments for this contract will be made from the Project & Facilities Management Department (PFMD) budget and the Real Estate Services Department (RESD) budget. Sufficient appropriation is included in the 2025-26 PFMD and RESD budgets and will be included in future recommended budgets.
BACKGROUND INFORMATION
PFMD and RESD 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 PFMD’s and RESD’s Archibus Business Partner around 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), as the result of a non-competitive procurement, 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 PFMD and RESD.
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.
On April 8, 2025 (Item No. 37), the Board approved Amendment No. 3 to the Contract, increasing the contract amount by $112,000, from $965,879 to $1,077,879 and extending the contract period from June 2, 2020 through December 31, 2025.
PFMD and RESD desire to modernize their Integrated Workplace Management System (IWMS) solutions and have initiated a technology and business process assessment to determine whether to enhance or replace the current Archibus platform to improve functionality and streamline processes. Approval of this amendment will allow for the County’s continued use of Archibus and associated consulting and technical support services and allow sufficient time to complete the enhancement or replacement platform as determined.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Kaleigh Ragon, Deputy County Counsel, 387-5455) on September 23, 2025; Purchasing (Ariel Gill, Supervising Buyer, 387-2070 on October 2, 2025; Project and Facilities Management (Jennifer Costa, Chief of Facilities Management, 387-2920) on October 8, 2025; and County Finance and Administration (Eduardo Mora, Administrative Analyst, 387-4376) on October 17, 2025.