TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Diego Chavez, Administrative Services Director
PREPARED BY: Diane Kohanyi, Management Analyst
SUBJECT:
title
Agreement Renewal with Brightly Software, Inc. for Computerized Maintenance Management Software
end
RECOMMENDATION
recommendation
Authorize an agreement renewal with Brightly Software, Inc. (formerly Dude Solutions, Inc.) for Computerized Maintenance Management Software in the amount of $44,491.56 for Fiscal Year 2024/25;
Authorize the City Manager to execute all necessary documents for services for an additional two fiscal years, 2025/26 and 2026/27; and
Authorize using the Sourcewell Cooperative Contract 090320-SDI to procure the services from Brightly Software, Inc.
body
PRIOR ACTION/VOTE
On August 20, 2019, the City Council adopted Resolution No. 19-4143, entering into agreements with Dude Solutions, Inc. and its affiliate, Smartware Group, Inc., for computerized maintenance management software and a facility and parks condition assessment (Vote: 4-0-1).
CITY COUNCIL GOAL
Maintain a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency.
BACKGROUND
Since 2019, the City of Murrieta (City) Public Works and Engineering Department has used a comprehensive Computerized Maintenance Management System (CMMS) provided by Dude Solutions, Inc. (Attachment 1). On March 8, 2022, Dude Solutions, Inc. changed its name to Brightly Software, Inc. and provided the City of Murrieta with a certified certificate of amendment regarding the name change.
The CMMS combines several functions into one platform, including asset inventory, geographic information system integration to track asset locations, vendor management, work order management, maintenance scheduling, long-term capital forecasting, and a reporting module. The Public Works and Engineering Department has leveraged the CMMS to manage the maintenance of a wide variety of City assets, including park equipment, restrooms, streetlights, traffic signals, street signage, facilities, facility fixtures, electrical, and HVAC systems.
The current service agreement for the CMMS is scheduled to end on June 30, 2024. Staff recommends renewing the Brightly Software, Inc. subscription for another 12 months, from July 1, 2024, to June 30, 2025. The annual renewal amount is $44,491.56 (Attachment 2).
Section 3.08.295 of the Municipal Code authorizes the City to join with other public and quasi-public agencies in a cooperative purchasing program for the purchase of supplies, services, and/or equipment from a vendor at a price established by another public agency when the other public agency has made its purchase in a competitive manner. Brightly Software, Inc. has been awarded contract 0900320-SDI (Attachment 3) through a competitive bidding process by Sourcewell, a cooperative purchasing program. Sourcewell’s cooperative contract is available and open to public and nonprofit entities, including the City. Taking advantage of this cooperative contract will save time, be more efficient, and will allow the City to benefit from the Sourcewell pricing.
This report requests the City Council to authorize the City Manager to enter into an Order for Services for two additional years (Fiscal Year 2025/26 and 2026/27). Budget for the two subsequent fiscal years will be included in a future biennial budget.
FISCAL IMPACT
Funding in the amount of $44,491.56 is available in FY 2024/25 Information Technology Division operating Budget Account 7268340-62160.
ATTACHMENTS
1. 2019 Agreement with Dude Solution, Inc.
2. Order for Services
3. Sourcewell Cooperative Contract 090320-SDI