File #: 24-1382   
Status: Agenda Ready
In control: AVIATION DEPARTMENT
Agenda Date: 11/12/2024 Final action: 11/12/2024
Title: MOTION TO APPROVE Second Amendment to the System and Services Agreement between Broward County and Electronic Data, LLC, to increase basic services from $2,788,800 to $5,563,057 to allow for purchases of additional software and related services for the Maximo Enterprise Asset Management System at Broward County's Fort Lauderdale-Hollywood International Airport, in the total maximum not-to-exceed amount of $6,388,057 and permit the Director of Purchasing to purchase additional licenses and related support and maintenance services up to the not-to-exceed amount of $825,000 for optional services; and authorize the Mayor and Clerk to execute.
Attachments: 1. Exhibit 1 - EDI Second Amendment
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Broward County Commission Regular Meeting                               

Director's Name:  Mark Gale

Department:                       Aviation                                          Division: Information Systems

 

Information

Requested Action

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MOTION TO APPROVE Second Amendment to the System and Services Agreement between Broward County and Electronic Data, LLC, to increase basic services from $2,788,800 to $5,563,057 to allow for purchases of additional software and related services for the Maximo Enterprise Asset Management System at Broward County’s Fort Lauderdale-Hollywood International Airport, in the total maximum not-to-exceed amount of $6,388,057 and permit the Director of Purchasing to purchase additional licenses and related support and maintenance services up to the not-to-exceed amount of $825,000 for optional services; and authorize the Mayor and Clerk to execute.

 

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Why Action is Necessary

In accordance with the Broward County Procurement Code, Section 21.47.a, Award Authority, Board approval is required for awards exceeding $500,000. In accordance with the Broward County Procurement Code, and in accordance with Section 332.0075(3)(b), Florida Statutes, a governing body must approve, award, or ratify all contracts for the purchase of commodities or contractual services executed by or on behalf of a large-hub commercial service airport in excess of $1,500,000 as a separate item on the agenda and must provide a reasonable opportunity for public comment.

 

What Action Accomplishes

Approves the Second Amendment to the System and Services Agreement between Broward County (“County”) and Electronic Data, LLC, to increase the contract value, to allow for purchases of additional software and related services for the Maximo Enterprise Asset Management System at Broward County’s Fort Lauderdale-Hollywood International Airport (“FLL”).

 

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Previous Action Taken

None

 

Summary Explanation/Background

THE AVIATION DEPARTMENT RECOMMENDS APPROVAL OF THE ABOVE MOTION.

 

On April 17, 2018, the Director of Purchasing approved a Most Reasonable Source Memorandum for Electronic Data, Inc. (“EDI”) to provide services to the Broward County Aviation Department (“BCAD”), including additional modules and functionalities recommended based on a needs assessment performed by EDI.

 

On October 23, 2018 (Item No 16), the Broward County Board of County Commissioners (“Board”) approved the System and Services Agreement (“Agreement”) between the County and EDI to: implement its Enterprise Strategic Asset Management (eSAM) system, to upgrade BCAD's existing Maximo Enterprise Asset Management System (“Maximo System”), and to provide training and consulting services for an initial two-year term, with an option to renew for up to three additional one-year terms to be approved by the Director of Purchasing, in the total not-to exceed amount of $1,478,000, inclusive of up to $350,000 for Optional Services.

 

On June 29, 2020, the Director of Purchasing approved a Most Reasonable Source Memorandum for the acquisition of EDI Atlas Work Management Licenses, Software Subscription & Support, to provide a mobile solution to replace paperwork orders with airport-specific functionality to meet BCAD system requirements.

 

On January 26, 2021 (Item No 33), the Board approved the First Amendment to the Agreement which was executed on January 27, 2021, to increase the contract value and to allow for the acquisition of additional software and services for the Maximo System at FLL. The First Amendment increased basic services from $1,128,800 to $2,778,800 and optional services from $350,000 to $825,000, resulting in a new total maximum not-to-exceed amount of $3,603,800. Additionally, the First Amendment granted the Director of Purchasing authority to procure additional licenses and related support and maintenance services up to $825,000 for optional services at FLL.

 

The proposed Second Amendment provides services for the Maximo System at FLL to address usage of services before final acceptance. Additionally, the Second Amendment provides for the continuation of services, including five years of cloud hosting of the core Maximo System, five years of licensing and support for the cloud-hosted mobile application, after-hours emergency support, an annual system upgrade, an annual system health check, industry consulting services, public web portal, data collection tool, and access to a customer support portal.

 

The negotiated total value of the Agreement, inclusive of the proposed Second Amendment, is a maximum not-to-exceed amount of $6,388,057. Additionally, the Second Amendment authorizes the Director of Purchasing to purchase additional licenses and related support and maintenance under this contract up to the not-to-exceed amount of $825,000 for optional services at FLL.

 

The proposed Second Amendment has been reviewed and approved as to form by the Office of the County Attorney.

 

Source of Additional Information

Mark E. Gale, A.A.E., CEO/Director of Aviation, (954) 359-6199

 

Fiscal Impact

Fiscal Impact/Cost Summary

The proposed Second Amendment will be funded within the BCAD Operating Fund 512730.