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Meeting Date:
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4/19/2023 - 3:30 PM
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Category:
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Consent Calendar
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Type:
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Action
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Subject:
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11.20 BUILDING AND GROUNDS: Agreement With Facilitron, Incorporated for Facilities Management Online Portal for Use of Facilities and Work Orders (funded through Use of Facilities Revenue Fund in the estimated amount of $1,800, not the General Fund)
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Strategic Plan:
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Enclosure
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File Attachment:
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Summary:
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The District would like to enter into an Agreement with Facilitron, Inc. to provide an online platform that offers solutions and services for the presentation, scheduling, and rental of facilities and for managing District work orders.
The services for facilities use include designing and hosting facility booking websites equipped with photos, applications, and payment processing for each facility; provisioning and populating the work order management platform; maintaining the websites and calendar to ensure that the sites are usable; providing payment processing; coordinating all administrative functions associated with services; etc. The District will determine the pricing for facilities rental, application, equipment usage, and other services.
The services for work orders include the setup and maintenance of the online portal through Facilitron, which is used to manage work orders and track assets and consumable inventory. The work order system will replace the current online work order management system. The Facilitron work order system tracks new work orders, completed work orders, work order history reports, productivity reports, and asset tracking.
Facilitron will collect a 14% commission of the District’s Fee for using the portal, which will be deducted from the District’s payment. This is estimated to be $16,800 annually. Since Facilitron will also replace the current work order system, the District will save $15,000 annually, the cost of the current system. Therefore, the estimated overall annual cost to the District will be $1,800
The term of this Agreement shall be for one (1) year from April 20, 2023, through June 30, 2024.
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Funding:
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The cost for this item will be included in the 2023-24 operating budget funded through the Use of Facilities Revenue Fund, not the General Fund.
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Recommendation:
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It is recommended that the Board of Trustees approve the Agreement with Facilitron, Incorporated for Facilities Management Online Portal for use of facilities and work orders.
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Approvals:
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Recommended By:
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Signed By:
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Hector Gonzalez - Director of Facilities
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Signed By:
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Sylvia Hinojosa - Director - Purchasing
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Signed By:
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Candace Reines - Deputy Superintendent
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Signed By:
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Grant Bennett - Superintendent
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Vote Results:
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| Original Motion | | Member David Nelissen Moved, Member Edward Garcia, Jr. seconded to approve the Original motion 'It is recommended that the Board of Trustees approve the Agreement with Facilitron, Incorporated for Facilities Management Online Portal for use of facilities and work orders.'. Upon a Roll-Call Vote being taken, the vote was: Aye: 5 Nay: 0. | | The motion Carried 5 - 0 | | | | | Steve Campos | Yes | | Elizabeth Vallejo | Yes | | Anthony T. Stafford, Sr. | Yes | | David Nelissen | Yes | | Edward Garcia, Jr. | Yes | |
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