. DATE: August 5,2008

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1 BOARD OF COUNTY COMMISSIONERS Consent Agenda C] Regular Agenda d Countv Administrator's Sinnature:. DATE: August 5,2008 AGENDA ITEM NO.. Public Hearing C] Subject: Amendment No. 2 - Computerized Maintenance Management System - Public Works Contract No P (CLM) Department: Public WorksfPurchasing Recommended Action: Staff Member Responsible: Peter YauchlJoe Lauro I RECOMMEND THE BOARD OF COUNTY COMMISSIONERS [BOARD) APPROVE AMENDMENT NO. 2 FOR A COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM (CMMS) WITH AGILEASSETS INC., AUSTIN, TEXAS. IT IS FURTHER RECOMMENDED THE CHAIRMAN BE AUTHORIZED TO SIGN AMENDMENT NO 2. AND THE CLERK BE AUTHORIZED TO ATTEST. Summary ExplanatlonlBackaround: The implemented CMMS project will help maximize the highway maintenance performed with available funds through work planning, scheduling activity and resource leveling. CMMS provides tools required to make better informed decisions and provides the ability to compare productivity with levels of service (performance measurement). The additional pavement and bridge modules of CMMS will provide reports and summaries to show current and future asset conditions to assist management in making decisions in order to most efficiently allocate available funds. Amendment No. 2 covers a time extension of 182 calendar days taking the contract through March 19, 2009 to allow completion of the pavement and bridge modules, and adding ofbite storage to the contract for $ per month for an annual fee paid in advance of $3, Offsite storage will allow for daily backups, and add an emergency application hosting service, two emergency instances are estimated at a total of $1 3, This contract was originally awarded by the Board on December 20,2006. Fiscal lm~act/cost/revenue Summary: Original Approved Contract Estimated Expenditures $728, Amendment No. 2 Estimated Expenditure Increase $ 16, New Approved Contract Total Estimated Expenditure $744, Funds are budgeted in the Public Works Highway operating budget. ExhbitslAttachments Attached: I. Contract Review 2. Amendment No Amendment No. 2 proposal from AgileAssets Revised Page 1

2 PURCHASING DEPARTMENT CONTRACT REV1N/ TRWNSNIInAL PROJECT: Amendment No. 2 - Computerized Maintenance System - PW Highway I BID NUMBER: F' WEQ. NUMBER: nla CATS NO.: lptjy TYPE: 5 Purchase Contract I Other: / [7 Construction-Less than $1 00,000 OneTime % In accordance with the policy guide for Contract Administration, the attached docyments are submitted for review and comment. Upon completion of review, complete Contract Review Transmittal and forward to next Review Authoritv listed. Please indicate suggested changes by revising, in RED, the appropriate section of the document reflecting the exact wording of the change. RISK MANAGEMENT: Please enter required fiability coverage on pages: nla PRODUCT ONLY This is an one time contract. Estimated Expenditure: $q6, increase (new tofa! $744,000.00) R N M SEQUENCE REVIEW AUTHORITY REVIEW BATE REVIEW SIGNATURE COMMENTS {Attach Separate page if necessary) COMMENTS INCORPORATED I 1 I I I UsingBep%-pfe;ase check attached vendor list. Circle vendors you want bids mailed to. Add additionall vendors with complete information (Name, ~ddress, Phone and Fax) HlGH RlSK Risk Mana~ement 3. Attn: Loretta Hunter (Check applicabie box atright) NOT HIGH I RlSK I hglw M' (ag) Attn: Mark Woodard '' Attn: Michelle Wallace **RETURN ALL DOCUMENTS PO PURCHASING** Make all inquiries to: 1 Candy Mancuso, CPPO, Asst Director I at Extension ' P In order to meet the following schedule, please return your requirements to Purchasing by:,444- 'I[ 8 I TENTATIVE DATES 7

3 AMENDMENT FOR A COMPUTERIZED WlAf NTENANCE MANAGEMENT SYSTEM FOR HIGHWAY This Amendment made and entered into this day of, 2008, by and between PINELLAS COUNTY, a pofitical subdivision of the State of Florida, hereinafter referred to as "County" and AGILEASSETS INC., an AUSTIN, TX corporation authorized to do business in Florida, hereinafter referred to as "Contractor." WITNESSETH: WHEREAS, the County and the Contractor entered into an agreement on January 20, 2006, pursuant to Pinellas County Contract No P (hereinafter "Agreement") pursuant to which the Contractor agreed to provide A COMPUTERIZED MAINTENANCE MANAGEMENT SYSTEM FOR HIGHWAY for County; and WHEREAS, Section FOUR (4) of the Agreement permits modification by mutual written agreement by the parties; and WHEREAS, the County and the Contractor now wish to modify the Agreement in order to provide for A TIME EXTENSION and ADDITIONAL SERVICES, at the same prices, terms, and conditions; NOW THEREFORE, the parties agree that the Agreement is amended as follows:, 1. The agreement shall be extended for an additional one hundred eighty two (182) calendar days. 2. The agreement shall also provide for offsite storage services and emergency application hosting services. 3.. Except as changed or modified hgrein, all provisions and conditions of the \ original Agreement shall remain in full force and effect. H:\USERStAtykb49\WPDOCS\Purchasing1AgileAssets Second Amendment-doc Last printed 6/23/ :24:00 PM Page 1. of 2

4 IN WITNESS WHEREOF the parties herein have executed this Amendment to the Agreement for A COMPUTERIZED WINTENANCE MANAGEMENT SYSTEM FOR HIGHWAY pursuant to Contract No P as of the day and year first written above. PINELLAS COUNTY, FLORIDA by and through its Board of County Commissioners AGILEASSETS INC. Chairman SF@-+ #&B $7 (Printed Name) [Corporate Seal] ATTEST: KEN BURKE By: Deputy Clerk APPROVED AS TO FORM: H:\USERS1Atykb49\PbPDOCS~hasing\AgileAssets Second Amend.ment.doc Last printed 6/23/ :24:00 PM Page 2 of 2

5 March 17,2008 Mr. Ed Lachman Division Manager Business Management Division Team Pinellas County Public Works - Highway Department 2211 US 19N Clearwater> FL Per your requesf attached is a formal price quote for Offsite Storage and Emergency Application Hosting Service as described in previous discussions and s and explicitly defined here. AgileAssets will provide for obite electronic storage for Pinellas County Public Works. Pinellas County will be provided with one File Transfer Protocol (FTP) address, username and password that allows access to disk based storage on our hosting server. The total disk spm allocated to Pinellas County will be capped at 2GB, although this can be increased at any time for an additional fee. Bandwidth to access the 2GB of space will be limited to 2MB throughput fkom 7amdl7pm central time; there is no specific Pinellas County bandwidth limitation fiom 7pm until 7am central time. Pinellas County has full redwriteldelete control over the information placed in the space provided by AgileAssets and is permitted to upload/download and anange the jnformation into directories as necessary. Information placed in the provided space will participate in our daily backup procedures; archives will be maintained for a minimum of one week. The price for the O&ite Storage as defined above is $ per month, invoiced in advance in f8.l year increments (e.g., 12 x $ = annual invoice of $ ). No refimds for mid-term cancellations. Emergency Application host in^ Service Emergency Application Hosting Service provides Pinellas Comty withthe ability to call AgileAssets to begin hosting their AgileAssets application and data on an emergency basis. AgileAssets will instantiate the latest application software that we hwe delivered into Pinellas County production service +d load the applicable data provided by Pinellas (which may be a file residing in the Offs'rte Storage described above or another data. source such as a CD sent via overnight courier). The sosoftware and database will reside on our servers (or on third party a44 Bee 5vesR48d~~, fexas 7874 USA O@Tce (3iZf3274UM 8 Fdx f5lzp28-724b & ~ c o n t wwwa-a.

6 servers we contract with to provide hosting services) and we will provide normal application and database management services during the emergency period Bandwidth to access the hosted application will be limited to 2MB throughput fkom 7am until 7pm central time;, there is no specific Pinellas County bandwidth limitation Ikom 7pm until 7am central time. The price for this service is $2, each time Piellas County requests AgileAssets to instantiate the application and executes an error-fkee load of provided data plus $2, per month of hosting service. Instantiation and the first month of service wil be invoiced on the day of hdantiation and subsequent months will be invoiced on the same day of the month that instantiation occw (for events beghnimg on or after the 28th of a month, they will subsequenffy be invoiced on the 28th of each following month). For example,'the first month would be $5, ($2, instantiation + $2, hosting) and subsequent months would be $2, each. Correction of data load or other errors will be charged base on time to resolve at $ per hour (or our then current hourly rate) in one hour increments. Requests for special application andor database management itctivities will be charged at $ per hour (or our then current hourly rate) in one hour increments. As requested, AgileAssets is quoting this service based on two (2) emergency events, each lasting one (1) month and ~~c-a-0~5: year as follows: * Two (2) instances of off-site emergency application hosting service bslmtiation - $ each event x 2 events = $ TWO (2) total months emergency application hosting service - $ each month x 2 months = $ Twenty (20) hours of data correction/ off-site assistance by AgileAssets staff during emergency application hosting service operations - $150.00/hour x 20 hours = $ e Total emergency application hosting service as described = $13, Total for the two services is $16,000. AgiIeAssets will not begin to provide the above service until we receive a written notice to proceed fkom Pinellas County; we require one week to set-up the infkadmcture in order to begin providing these services. Please do not hesitate to call if there are any questions that we can answer. Regards, Ken W. ~hkto~h&, Jr.