Meeting_Body
OPERATIONS, SAFETY, AND CUSTOMER EXPERIENCE COMMITTEE
january 16, 2020
Subject
SUBJECT: real estate manAgement system
Action
ACTION: AWARD CONTRACT
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to award a six-year firm-fixed price Contract No. PS62371000 to Flairsoft Ltd. for the purchase of Real Estate Management System and software support services in the amount of $946,463, plus optional licenses, modules and subscription maintenance and support of $714,960 for a combined total amount of $1,661,423, subject to resolution of protest(s), if any.
Issue
ISSUE
Metro is embarking on a significant growth in its real estate holdings as a result of capital infrastructure development outlined in Measure M. The Real Estate Department estimates that over 3,000 acquisitions and relocations are to be completed in the next ten years. Currently there is no electronic record management system or formal workflow for the acquisition of Metro property or planning of future real property acquisitions. In order to handle and improve process efficiencies, the department requires a new Real Estate Management System (REMS) to act as the principal work management solution.
Background
BACKGROUND
The Real Estate Department's mission is to ensure optimal use of all Metro owned properties, maximize the value of each of these assets, acquire all needed property at the best possible value to the agency and keep the goal of efficient and effective public transit in Los Angeles County.
The department manages and administers over 5,000 real estate agreements spanning some 250 miles of Right-of-Way (ROW) throughout Los Angeles County and provides full-service property management for the Union Station Transit Hub. It is responsible for the full range of real estate services including appraisal, services, environmental investigations, acquisition/disposition of real estate for administrative and transit projects.
Discussion
DISCUSSION
The proactive approach to implementing this system now will avoid costly errors in years to come from the sheer enormity of the task. It will inhibit long delays to right-of-way acquisition under tight schedules as currently defined by the projects in the department’s portfolio. The implemented solution will have a fully developed platform for what is a highly defined and regulated business involving multiple processes. The solution’s affordable technology stack will provide:
• A scalable solution which can be extended in the cloud for use by Metro contractors performing work on Metro’s behalf
• An integrated GIS environment which can be distributed to multiple stakeholders to communicate status and provide a common operating picture for greater exchange among Planning, Real Estate, and Project Management
• A database with workflow integration based on multiple laws regulating public land acquisition & relocation
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
Approval of the contract award will ensure that the agency better complies with laws & regulations managing schedules, resources, risks, budgets and quality controls.
Financial_Impact
FINANCIAL IMPACT
Funding for this service has been approved under a capital project (CP 207157) and is included in the FY20 budget under cost center 9210, Information Management. Since this project will span over a year, the project manager and the Chief Information Technology Officer will be responsible for budgeting the cost in future years.
Impact to Budget
IMPACT TO BUDGET
The funding for this action will be a combination of federal, state and local operating funds.
Implementation_of_Strategic_Plan_Goals
IMPLEMENTATION OF STRATEGIC PLAN GOALS
Recommendation supports Metro Vision 2028 Strategic Goal 5 - Provide responsive, accountable and trustworthy governance within the Metro organization.
Alternatives_Considered
ALTERNATIVES CONSIDERED
The Board may choose not to proceed with the contract award, however this is not recommended as Flairsoft fully meets the requirements in the RFP.
Next_Steps
NEXT STEPS
Upon approval by the Board, staff will execute Contract No. PS62371000 with Flairsoft Ltd. for the purchase of Real Estate Management System and software support services.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - DEOD Summary
Prepared_by
Prepared by: Vahram Shahgaldian, Sr. Manager, ITS (213) 418-3468
John Potts, Executive Officer, Countrywide Planning and Development, (213) 418-3397
Reviewed_By
Reviewed by:
Bryan Sastokas, Chief Information Technology Officer, ITS (213) 922-5510
Debra Avila, Chief Vendor/Contract Management Officer, (213) 418-3051
