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Home My WebLink About2025-09-09 - AGENDA REPORTS - FACILITIES ASSET MGMT SOFTWARE CONTRO Agenda Item: 5 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR CITY MANAGER APPROVAL: Li ' DATE: September 9, 2025 SUBJECT: FACILITIES ASSET MANAGEMENT SOFTWARE CONTRACT DEPARTMENT: Neighborhood Services PRESENTER: Bryan Peck RECOMMENDED ACTION City Council: 1. Award a three-year contract to Brightly Software, Inc., for a facilities asset management software for a total contract amount not to exceed $302,291. 2. Authorize an ongoing annual appropriation effective Fiscal Year 2025-26 through Fiscal Year 2027-28 to expenditure accounts specified in Attachment A from the General Fund (Fund 100), Citrus Facility Fund (Fund 130), Recreation Facilities Fund (Fund 120), Hart Park Fund (Fund 140), Public Library Fund (Fund 309), Golden Valley Ranch Open Space Maintenance District (Fund 350), Areawide Fund (Fund 367), Vista Canyon Wastewater Fund (Fund 368), and Transit Fund (Fund 700) with future years contingent upon the appropriation of funds in the annual budget for such fiscal years. 3. Authorize the City Manager or designee to execute all contracts and associated documents, subject to City Attorney approval. BACKGROUND The City of Santa Clarita (City) Facilities Division operates and maintains 59 developed sites, totaling 900,000 square feet. These sites include buildings, playgrounds, office spaces, recreation facilities, sports courts, transit sites, three library buildings, and various park amenities. Currently, the City uses GoGov Inc. for interdepartmental functions and relies on manual Excel sheets and GIS databases for maintenance tracking. The City seeks a Facility Management Solution that: • Provides inventory tracking, task management, and reporting analytics • Integrates with existing City systems (GoGov, ArchGIS) Page 1 Packet Pg. 34 O • Supports 500+ users with robust access control and mobile -friendly capabilities • Enables QR code asset tracking and preventative maintenance scheduling • Enhances data visualization and reporting to improve operational efficiencies The City's objectives include replacing fragmented systems (Excel sheets, internal databases, and GIS) with a secure, cloud -based platform capable of streamlining maintenance workflows, integrating with existing systems, and enhancing reporting capabilities. The City conducted a Request for Proposal (RFP) to solicit proposals from qualified consulting firms for a Facilities Management Software. The RFP was published and circulated via the City's e-procurement system BidNet on August 29, 2024. The City transmitted the solicitation to 3,262 vendors on BidNet, of which 158 vendors downloaded the RFP. Fourteen companies provided proposals for consideration. These proposals were reviewed and evaluated based on each company's ability to meet the specific needs of the City. An evaluation panel comprised of staff scored the responses using the following categories of weighted criteria: • Program Management, explaining how the software applies to all municipal facilities maintenance requirements, including field activities, inspection documentation, data management, and reporting (25%) • Contractor qualifications, including understanding of municipal facilities maintenance requirements (15%) • Compatibility with current City systems used for tracking, including Accela and Esri- based Geographical Information Systems (GIS) (15%) • Cost of services, including onboarding, training, per -user fees, and any discounts offered (15%) • Demonstrate connectivity in the field (i.e. cloud -based data input capability) and/or the ability to input information and download later when internet connectivity is established (10%) • Demonstrate a user-friendly interface (10%) • Experience implementing the software management program with similar municipalities (5%) • Thoroughness of proposal (5%) Additionally, the four highest -scoring proposals were interviewed. An evaluation panel comprised of staff scored the interviews using the following additional criteria: • Thoroughness of proposal, approach to providing sound services, and ability to provide services to meet objectives and standards (40%) • Contractor qualifications and proposal meet criteria described in the RFP Scope of Work section (20%) • Cost of materials and services provided, as well as discounts offered (20%) • Experience on similar projects (20%) Page 2 Packet Pg. 35 O The evaluation team scored the responses based on a 200-point system, with the results outlined below: Rank Company 1 Brightly Software Inc. 2 MaintStar 3 Blue Raster LLC 4 zLink, Inc. 5 NEXGEN Asset Management 6 Centricity GIS 7 NV5 Geospatial, Inc. 8 CIPPlanner Corp. 9 FSH Technologies 10 TRANSFORM DIGITAL LLC 11 EZ-AD TV 12 Compusult 13 Pivotal Leap 14 TurnPikeAnalyst LLC Location Score Cary, NC 163.9 Dallas, TX 148.6 Arlington, VA 126.5 Maynard, MA 125.9 Sacramento, CA 75.8 Cedar Hills, UT 73.8 Lexington, KY 73.4 San Ramon, CA 64.4 Philidelphia, PA 62.4 San Francisco, CA 59.0 Troy, MI 56.0 Mt. Pearl, NL, Canada 53.2 Ashburn, VA 48.0 Allentown, PA 36.8 In reviewing proposals, the evaluation team awarded the highest score to Brightly Software, Inc. (Brightly). The evaluation team determined that Brightly's proposal offered the best overall value to meet the City's facilities management software needs. Staff has completed a due -diligence review of Brightly's professional references and determined its work history meets the City's standards and performance expectations. Based on the above, staff recommends awarding the contract to Brightly. With 25+ years of expertise in providing maintenance and operations software to the public sector and experience working with over 600 organizations in California, Brightly is well -versed in the distinct challenges that California municipalities encounter, including aging infrastructure, budget constraints, and regulatory compliance. Brightly's proposed solution aligns closely with the City's requirements, offering a comprehensive, GIS-integrated facilities management system with strong reporting, inventory management, and preventative maintenance scheduling capabilities. The total cost of the three-year contract is $302,291. This includes $186,210 in the first year for implementation and software integration. Years two and three cover the annual software subscription, which also supports integration with other City programs for seamless data sharing. The second year is for a total amount of $56,350, and the third year is $59,731, reflecting a six percent annual adjustment. To ensure a smooth implementation and accelerate adoption, City staff recommends Brightly's on -site professional services. While the Facilities division has compiled a list of the City's assets and their conditions, Brightly will be onsite to barcode-tag critical facility assets and deliver a turnkey preventive maintenance (PM) program as part of this proposal. These additional services will enable a faster rollout and improve user adoption. Page 3 Packet Pg. 36 O By leveraging Brightly's proven expertise in municipal asset management and its industry - leading technology, the City will gain a modern, scalable system that enhances operational efficiency, strengthens financial planning, and ensures long-term sustainability for its facilities and infrastructure. FISCAL IMPACT Upon approval of the recommended actions, adequate funds will be available in expenditure accounts specified in Attachment A from the General Fund (Fund 100), Citrus Facility Fund (Fund 130), Recreation Facilities Fund (Fund 120), Hart Park Fund (Fund 140), Public Library Fund (Fund 309), Golden Valley Ranch Open Space Maintenance District (Fund 350), Areawide Fund (Fund 367), Vista Canyon Wastewater Fund (Fund 368), and Transit Fund (Fund 700) in the amount of $186,210 for Fiscal Year 2025-26, $56,350 for Fiscal Year 2026-27, and $59,731 for Fiscal Year 2027-28. ATTACHMENTS Brightly Attachment A - Costs Page 4 Packet Pg. 37 5.a Attachment A City of Santa Clarita Brightly Software Location - Account Name Account Number FY 2025-26 FY 2026-27 FY 2027-28 Facilities Administration - Facilities Administration 1007400-516101 $ 75,280 $ 22,781 $ 24,148 Ice & Entertainment - Ice & Entertainment 1205120-516101 $ 23,519 $ 7,117 $ 7,544 Citrus Street Vuilding - Citrus Building 1307414-516101 $ 3,798 $ 1,149 $ 1,218 Santa Clarita Public Libraries - Public Library Facility Maintenance 3097412-516101 $ 17,137 $ 5,186 $ 5,497 Santa Clarita Public Libraries - Hart Mansion Facility Maintennce 3097400-516101 $ 2,227 $ 674 $ 714 Facility Administration Hart Park - Facility Administration Hart Park 1407400-516101 $ 5,196 $ 1,572 $ 1,667 Arboleta Trailhead - GVROS Maintenance 3507313-516101 $ 156 $ 47 $ 50 Parks Facility Administration - ParksFacilityAdministration 3677401-516101 $ 49,889 $ 15,097 $ 16,003 Vista Canyon Water Factory Maintenance - Vista Canyon Water Factory Maintenance 3687413-516101 $ 409 $ 124 $ 131 Transit Maintenance Facility - Transit Maintenance Facility Maintenance 7003701-516101 $ 7,242 $ 2,192 $ 2,323 MetrolinkStations- Transit Facilities 7007407-516101 1 $ 1,357 1 $ 411 1 $ 436 TOTAL $ 186,210 1 $ 56,350 1 $ 59,731 Q Packet Pg. 38