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City of San Leandro City Council Meeting Date: November 21, 2022 Agenda Number: 10.c. Agenda Section: CONSENT CALENDAR File Number: 22-627 File Type: Staff Report Adopt a Resolution to Approve and Authorize the City Manager to Execute a Non-Professional Services Agreement with Brightly Software, Inc. to Perform a Facility Condition Assessment and Provide Capital Predictor Software in the Amount of $95,465.22 for Fiscal Year 2022-2023, Plus an Additional $105,350.18 for Five Additional Years of Capital Predictor Software for a Total Cost of $200,815.40 COUNCIL PRIORITY ·Infrastructure SUMMARY The agreement provides for a facility condition assessment of all City Buildings, excluding park buildings. The assessment will inventory and barcode all fixed assets within the buildings. The data from the assessment will be entered into Capital Predictor software used for long-range capital planning and full asset lifecycle prediction. The agreement includes an initial subscription to Capital Predictor for fiscal year 2021-2022, plus a five-year fixed pricing schedule for annual software costs. RECOMMENDATIONS Staff recommends that the City Council approve and authorize the City Manager to execute a non-professional services agreement with Brightly Software, Inc. to perform a facility condition assessment and provide a six-year software contract for Capital Predictor software. BACKGROUND In 2021, the Community Advisory Budget Task Force recommended that the City complete a Facility Condition Assessment (FCA) for all City-owned buildings to properly assess deferred maintenance and renovation needs. The project was funded as part of the biennial budget for fiscal years 2021-2022 and 2022-2023. A comprehensive FCA was conducted in 2009 by CH2M Hill to completely audit all City buildings, establish a baseline physical condition, and determine any possible deficiencies. At the time, CH2M Hill rated the City buildings in good condition noting no major deficiencies. In 2016, Public Works engaged Dude Solutions (aka Brightly) and subcontractor EMG to perform a new FCA to identify and catalog fixed assets in buildings, to assess overall condition of building components, and to build a database to manage building maintenance and capital planning activities. The 2016 assessment revealed approximately $400,000 in immediate repair needs and provided a 20-year replacement schedule for equipment and building component needs with a total cost of $38 million, adjusted for inflation. The information is accessible with subscription to Capital Forecast software provided by Brightly. Page 1 City of San Leandro Printed on 11/17/2022