Broward County Commission Regular Meeting
Director's Name: Mark Gale
Department: Aviation Division: Information Systems
Information
Requested Action
title
A. MOTION TO APPROVE Only Reasonable Source designation for Electronic Data, Inc. for consulting services and upgrades to the existing Maximo Enterprise Asset Management System for Broward County Aviation Department.
ACTION: (T-12:36 PM) Approved. (Refer to minutes for full discussion.)
VOTE: 8-0. Commissioner Rich voted in the affirmative telephonically. Commissioner Bogen was inaudible during the vote.
B. MOTION TO APPROVE First Amendment to the System and Services Agreement between Broward County and Electronic Data, Inc., to increase basic services from $1,128,800 to $2,778,800 and optional services from $350,000 to $825,000 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 $3,603,800, to provide for additional security-related terms and conditions 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.
ACTION: (T-12:36 PM) Approved. (Refer to minutes for full discussion.)
VOTE: 8-0. Commissioner Rich voted in the affirmative telephonically. Commissioner Bogen was inaudible during the vote.
body
Why Action is Necessary
Motions A: In accordance with Section 21.34 of the Broward County Administrative Code, a Sole Source Procurement above the award authority of the Director of Purchasing must be approved and awarded by the Broward County Board of County Commissioners (“Board”).
Motion B: In accordance with the Broward County Procurement Code, Section 21.94.a, the Board must approve changes to the contract over the award authority of the Director of Purchasing.
What Action Accomplishes
Motion A: Approves the only reasonable source designation between Broward County (“County”) and Electronic Data, Inc. (“EDI”) for consulting services and upgrades to the existing Maximo Enterprise Asset Management System (“Maximo System”) for Broward County Aviation Department (“BCAD”).
Motion B: Approves the First Amendment to the System and Services Agreement (“Agreement”) between the County and EDI to increase the contract value, to allow for purchases of additional software and related services for the Maximo System at Broward County’s Fort Lauderdale-Hollywood International Airport (“FLL”).
Is this Action Goal Related
No
Previous Action Taken
None.
Summary Explanation/Background
THE AVIATION DEPARTMENT RECOMMENDS APPROVAL OF THE ABOVE MOTIONS.
In 2016, BCAD obtained an on-site needs assessment from EDI for a large upgrade project relating to FLL asset management. On August 22, 2017, BCAD received the assessment report from EDI detailing recommendations including but not limited to assets, inventory control, work orders, and maintenance planning. Additional information on the original agreement and subsequent Board actions is included in Exhibit 3.
The recommended software implementation was divided into three releases that are still ongoing. Release One commenced on March 18, 2019 and is on schedule to be available for use on February 1, 2021. The following deliverables have been successfully achieved: Creation of an asset and location hierarchy, creation of classifications and domains for all asset structure objects and functional locations, implementation of Work Execution and Personal Property modules, integration to BCAD’s Geographic Information System, and implementation of a mobile-enabled solution with recommended workflows to maintain and control terminal assets including People Movers, Passenger Boarding Bridges, Baggage Handling Systems, Flight Information Display Systems, Access Control Systems, Restroom/Utility Rooms, Doors, Heating Ventilation and Air Conditioning (“HVAC”) components, and Chilled Water Systems. Release Two contains capability related to inventory modules and processes, an interface to the County’s Enterprise Resource Planning (“ERP”) solution, Purchase Card transaction management, and a Safety Management module. Release Three contains the capability to maintain and control airfield assets such as lighting, signs, runways, taxiways, aprons, roads, and turf.
Motion A
This action approves the only reasonable source designation between the County and EDI for consulting services and upgrades to the existing Maximo System for BCAD.
Airports must comply with federal regulations established by the Federal Aviation Administration (“FAA”) when reporting malfunctioning assets on the airside and landside area. EDI has developed an Airport-specific industry solution, which meets or exceeds airport regulatory requirements. The services offered through EDI’s specialized services are for solutions developed and supported solely by EDI.
FLL uses the Maximo System to manage airport assets on the airside and landside areas. The Maximo System implemented by EDI includes the airport-specific Strategic Asset Management (“eSAM”) solution, which is an airport-unique customized configuration of the Maximo system. The eSAM solution is designed to support airfield inspections, as required by the FAA. The Maximo System will include the following additional functionality; airport asset classification, life cycle asset management, a risk module to identify assets that are the greatest risk to BCAD, security door database and key management, an airport specific maintenance program, facility inspection functionality, spare parts inventory management, and other airport specific modules that will benefit BCAD.
Motion B
This action approves the First Amendment to the Agreement between the County and EDI to increase the contract value, and to allow for purchases of additional software and related services for the Maximo System at FLL.
The proposed First Amendment provides for the purchase of licenses for a mobile application, which will expand system usage to the County field workers responsible for managing assets when responding to work orders, and performing security and safety inspections. The licenses for a mobile application allow field workers to respond quicker to critical incidents and instantly share photographic findings in real-time on a mobile device.
The proposed First Amendment also provides a mechanism to move the Maximo System to a Cloud hosting configuration which includes 24/7 support, system monitoring, mitigation of cybersecurity threats, and contractually guaranteed system uptime to improve system performance and the overall airport operations.
The proposed First Amendment increases the basic services from $1,128,800 to $2,778,800 and optional services from $350,000 to $825,000, for a new total maximum not-to-exceed amount of $3,603,800, which includes optional services, licensed software, related implementation services, training, and support and maintenance services. Additionally, the First 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 First 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 First Amendment will be funded within the Aviation Department’s Operating Fund 512730.