REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
October 26, 2021
FROM
TERRY W. THOMPSON, Director, Real Estate Services Department - Project Management
SUBJECT
Title
Amendment to Contract with Aurigo Software Technologies Inc. for the Implementation of Capital Project and Program Management Software
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 4 to Contract No. 19-245 with Aurigo Software Technologies Inc., to increase the total contract amount by $267,456, from $466,744 to $734,200, to exercise 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.
(Presenter: Terry W. Thompson, Director, 387-5000)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
Ensure Development of a Well-Planned, Balanced, and Sustainable County.
Provide for the Safety, Health and Social Service Needs of County Residents.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). Sufficient appropriation for the annual licensing fees of $89,152 is included in the Real Estate Services Department - Project Management (RESD-PM) 2021-22 budget (Cost Center 7700001000). The total contract increase of $267,456 ($89,152 annually for three years), from $466,744 to $734,200, will be included in future recommended budgets.
BACKGROUND INFORMATION
RESD-PM is responsible for initiating and carrying out Capital Improvement Projects for County Departments. On April 30, 2019 (Item No. 66), the Board of Supervisors (Board) approved Contract No. 19-245 with Aurigo Software Technologies Inc. (Aurigo), in the amount of $209,152 for implementation of customized software, software user licenses, and training costs for Aurigo Masterworks Suite (capital project and program management software) from April 30, 2019 through April 29, 2020, with two one-year options to extend the term of the Contract. This contract also allowed for reimbursement, to Contractor, of travel expenses incurred for onsite support required to facilitate software implementation.
On May 5, 2020 (Item No. 4) the Board ratified the Chief Executive Officer’s April 28, 2020 approval of Amendment No. 1 to Contract No. 19-245, to accomplish the following:
• 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 Attachment A to reflect rebranding of the applicable software from Aurigo Masterworks Standard to Aurigo Essentials;
• Revise Attachment B to reflect the current scope of services;
• Add 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 with Aurigo, to incorporate 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, with no change to the contract term.
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 a one-year option to extend the Contract from April 30, 2021 through April 29, 2022, in order to facilitate continued licensing of the software. Amendment No. 3 to the Contract did not include payment for software licensing for the period of April 30, 2021 through April 29, 2022.
The recommended action to approve Amendment No. 4 to Contract No. 19-245 with Aurigo, will exercise two remaining one-year options to extend the Contract through April 29, 2024, in order to facilitate continued licensing of the software, and increase the total contract amount by $267,456, from $466,744 to $734,200, in order to provide payment for software licensing for the period of April 30, 2021 through April 29, 2024.
PROCUREMENT
On April 30, 2019 (Item No. 66), as the result of a successful competitive Request for Proposal process, the Board awarded a contract to Aurigo for project management software and services for RESD-PM. No additional procurement activities are required.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Katherine Hardy, Deputy County Counsel; 387-5455) on September 30, 2021; Real Estate Services - Fiscal (Steven Castillo, Administrative Manager, 387-5108) on September 17, 2021; Purchasing (Bruce Cole, Supervising Buyer, 387-2148) on October 5, 2021; Real Estate Services - Project Management (Kevin Ryan, Assistant Director, 387-5000) on October 1, 2021; Real Estate Services Department (Jennifer Costa, Assistant Director, 387-5000) on October 5, 2021; Finance (Wen Mai, Principal Administrative Analyst, 387-4020) on October 5, 2021; and County Finance and Administration (Matthew Erickson, County Chief Financial Officer, 387-5423) on October 7, 2021.
(JG: 387-5224)