Agenda

Return

C. 68

To:	Board of Supervisors
From:	Brian M. Balbas, Public Works Director/Chief Engineer
Date:	December 14, 2021

Contra

Costa

County

Subject:

Master Software and Cloud Services Agreement with AssetWorks, Inc., Countywide.

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 12/14/2021

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Candace Andersen, District II Supervisor
Karen Mitchoff, District IV Supervisor
Federal D. Glover, District V Supervisor

ABSENT:

Diane Burgis, District III Supervisor

Contact:

Barry Schamach, 925.313.2185

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: December 14, 2021
Monica Nino, County Administrator

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Public Works Director, or designee, to execute an Order Form and Master Agreement with AssetWorks, Inc. in an amount not to exceed $606,282.47 for hosted fleet management software, upgrade services, and maintenance and support for the term January 1, 2022 through December 31, 2026, Countywide.

FISCAL IMPACT:

100% Fleet Internal Services Fund.

BACKGROUND:

The Fleet Services Division first implemented AssetWorks/M5 software in 2012 in order to improve efficiency in the County’s fleet management processes. The execution of the Master SaaS and Services Agreement will allow the Fleet Services Division to upgrade to the most current version of AssetWorks/M5; the move to cloud-hosted services insures the software will always be kept current. Cloud-hosted services will reduce staff time and hardware resources for Public Works and Department of Information Technology staff who currently maintain the AssetWorks hardware. During the five-year period, AssetWorks will be responsible for future upgrades and software support. The Agreement for these services contains an indemnification provision, whereby the County agrees to indemnify the Contractor against claims made by any third party against the Contractor. Annual software, support, and hosting fees average $110,200.49 for a five-year total of $551,002.47. The upgrade/migration to cloud hosting is a one-time fee that will not exceed $39,480. AssetWorks will train County staff on the upgraded version of M5 for a one-time fee of $15,800.

CONSEQUENCE OF NEGATIVE ACTION:

The Fleet Services Division will not upgrade to the current version of AssetWorks/M5, and these services will not be migrated to the cloud, resulting in reduced efficiencies due to outdated, on-premise software.