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HomeMy WebLinkAboutMINUTES - 11172015 - C.32RECOMMENDATION(S): APPROVE and AUTHORIZE the Public Works Director, or designee, to execute a contract with Plan B Works in an amount not to exceed $235,000, to assist in the creation of asset management decision support tools, for the period of November 10, 2015 through November 9, 2016. FISCAL IMPACT: 100% General Fund Venture Capital Funds BACKGROUND: In August of 2009, the Board of Supervisors adopted a Real Estate Asset Management Plan (RAMP); the RAMP stated that “a real estate management strategy should be developed that integrates information to strategically assess and plan for County facilities needs over time.” Despite the adoption of the RAMP, little was done to rectify the operational ‘silos’ that existed among those divisions involved with asset management: Real Estate, Facilities Maintenance, Capital Projects, and Finance. These silos resulted in a dearth of the decision support data that is critical to asset management. APPROVE OTHER RECOMMENDATION OF CNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE Action of Board On: 11/17/2015 APPROVED AS RECOMMENDED OTHER Clerks Notes: VOTE OF SUPERVISORS AYE:John Gioia, District I Supervisor Candace Andersen, District II Supervisor Mary N. Piepho, District III Supervisor Karen Mitchoff, District IV Supervisor Federal D. Glover, District V 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: November 17, 2015 David Twa, County Administrator and Clerk of the Board of Supervisors By: Chris Heck, Deputy cc: C. 32 To:Board of Supervisors From:Julia R. Bueren, Public Works Director/Chief Engineer Date:November 17, 2015 Contra Costa County Subject:Approve and Authorize contract with Plan B Works BACKGROUND: (CONT'D) On April 1, 2013, the Public Works Director approved a contract with Estrada Consulting, Inc. (Estrada). Thru this first contract (Phase I), Julian Branston, business analyst for Estrada, performed a thorough analysis of those Public Works Department workflows and systems related to asset management. The main deliverable for Phase I was a Feasibility Study Report (FSR) dated February 7, 2014, entitled “Asset Management Solutions: A Feasibility Study Report for Public Works.” The FSR indicated that rigorous data standardization was necessary as a precursor to the acquisition and deployment of any software solution. Additionally, the FSR identified the need for increased inter-divisional awareness, as well as the development of performance metrics to measure the quality of asset management. On May 6, 2014, the Public Works Director approved a second contract with Estrada (Phase II), during which Julian Branston coordinated the conversion of several ‘paper-only’ data sources into a standardized format, developed an ‘asset management data standard’ that is now used throughout the Public Works Department, and created cross-functional teams that identified high-level RAMP performance metrics. Julian Branston also determined that the current ‘program accounting’ structure of the County finance system was inadequate at capturing ‘per asset’ costs, which are a critical component of any asset management plan. An update on Phase II was presented to the Public Works Director and Deputies on May 13, 2015; the consensus was to move forward with the recommended actions and to contract with Julian Branston, now owner of Plan B Works, to work towards the RAMP objectives. Under the scope of this contract, Plan B Works (Contractor) will work with cross-functional teams on performance metrics; additionally, Contractor will work with cross-functional teams to re-engineer the current approach to capturing building costs in the County finance system. With technical assistance from Public Works’ Information Technology staff, Contractor will also assist in the creation of an asset management tool that provides decision support data to Public Works and the County Administrator’s Office. Contractor will work to develop an internal Facilities Condition Assessment (FCA) methodology that will ultimately eliminate the current need for periodic analysis by the ISES Corporation. CONSEQUENCE OF NEGATIVE ACTION: Without approval from the Board of Supervisors, an Asset Management Dashboard will not be created. The result will be that insufficient and inaccurate decision support data will be provided to the asset managers in the Public Works Department. CHILDREN'S IMPACT STATEMENT: .