REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
April 9, 2024
FROM
DON DAY, Director, Project and Facilities Management Department
SUBJECT
Title
Contract Amendment with Aurigo Software Technologies Inc. for Aurigo Project Management Software
End
RECOMMENDATIONS
Recommendation
Approve Amendment No. 6 to Contract No. 19-245 with Aurigo Software Technologies Inc., for continued use of the Aurigo project management software, extending the contract for one year, for the total contract period of April 30, 2019 through April 29, 2025, with no change to the total contract amount of $662,548.
(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 this item will not result in the use of Discretionary General Funding (Net County Cost). This amendment will not result in an increase to the total contract cost of $662,548 due to the 100% discounted rate for software licensing fees for the period of April 30, 2024, through April 29, 2025. Sufficient appropriation and revenue are included in the Project and Facilities Management Department (PFMD) 2023-24 budget and will be included in the 2024-25 recommended budget.
BACKGROUND INFORMATION
On April 30, 2019 (Item No. 66), as the result of a competitive procurement, the Board of Supervisors (Board) approved Contract No. 19-245 with Aurigo Software Technologies Inc. (Aurigo), for use of the Aurigo Masterworks Suite (Masterworks) capital project and program management software system in the amount of $209,152 for the period of April 30, 2019 through April 29, 2020. The Masterworks system provides features for scheduling, cost management, contract management, document control, and project management processes and is designed to utilize a Workflow Engine to capture every business object and action within a capital project’s lifecycle.
The recommended action will approve Amendment No. 6 to Contract No. 19-245 with Aurigo, extending the existing contract term for one year for the period of April 30, 2024, through April 29, 2025, but will not result in increased contract costs due to 100% discounted rate for software licensing fees for the period April 30, 2024, through April 29, 2025. As the one-year extension was offered by Aurigo at no cost to the County, it was determined to be most cost effective to continue with the contract for an additional year beyond the County standard five-year contract term. In addition, Aurigo will be working on a customized project management information system within this additional year, but with no required obligation by the County. Within this time, PFMD anticipates conducting a new procurement for a project management software solution.
On May 5, 2020 (Item No. 4), the Board approved Amendment No. 1 to Contract No. 19-245, to exercise an existing one-year option to extend, from April 30, 2020 through April 29, 2021; add two additional one-year options to extend; revise contract documents to reflect rebranding of the applicable software from Aurigo Masterworks Standard to Aurigo Essentials; revise contract documents to reflect the current scope of services; approve Attachment C to provide Aurigo Essentials Implementation, Change Order No. 1 and related Schedule of Costs; and increase the total contract by $147,102, from $209,152 to $356,254, for continued software licensing fees, and training and implementation of Aurigo Masterworks Suite Software.
On August 11, 2020 (Item No. 43), the Board approved Amendment No. 2 to Contract No. 19-245 to incorporate an additional scope of work and increase the total contract by $101,990, from $356,254 to $458,244, for implementation and training services and facilitation of SAP integration.
On April 20, 2021 (Item No. 46), the Board approved Amendment No. 3 to Contract No. 19-245 with Aurigo to increase the total contract amount by $8,500, from $458,244 to $466,744, for reimbursement of contractor travel expenses related to the implementation of capital project and program management software and exercise the one-year option to extend the contract from April 30, 2021 through April 29, 2022, in order to facilitate continued licensing of the software.
On October 26, 2021 (Item No. 63), the Board approved Amendment No. 4 to increase the total contract amount by $267,456 ($89,152 annually for three years), from $466,744 to $734,200, exercise the two remaining, one-year options to extend the contract, from April 30, 2022 through April 29, 2024, in order to facilitate continued licensing of the software and provide payment for software licensing, for the total contract period of April 30, 2019 through April 29, 2024.
On April 25, 2023 (Item No. 45), the Board approved Amendment No. 5 to revise the total contract amount from $734,200 to $662,548, due to a $71,652 reduction in annual licensing fees for the period of April 30, 2023, through April 29, 2024, and revise the scope of services, with no change to the contract term of April 30, 2019, through April 29, 2024.
PROCUREMENT
On August 31, 2018, the Real Estate Services Department (RESD) released the Request for Proposals (RFP) No. ANE119-AE-3073 for implementation of a Capital Project and Program Management Software Solution. As Aurigo has offered the County a no-cost one-year extension for continued use of the Aurigo project management software, it is cost effective to continue using this vendor beyond the standard five-year contract term. The Purchasing Department supports extension of this contract with Aurigo based on the offer of a no-cost extension for one additional year. PFMD anticipates conducting a procurement for a new project management software solution prior to expiration of the recommended amendment.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Bonnie Uphold, Supervising Deputy County Counsel, 387-5455) on January 9, 2024; Purchasing (Ariel Gill, Supervising Buyer, 387-2070) on January 16, 2024; Project and Facilities Management (Robert Gilliam, Chief of Project Management, 387-5000) on January 19, 2024; Finance (Garrett Baker, Administrative Analyst, 387-5285) on March 21, 2024; and County Finance and Administration (Valerie Clay, Deputy Executive Officer, 387-5423) on March 22, 2024.