To: Board of Supervisors
From: Warren Lai, Public Works Director/Chief Engineer
Report Title: Assignment and Assumption for Facility Condition Assessment of the County Building Portfolio and Software
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the County Administrator or designee, to execute an Assignment and Assumption of Contract and Consent between VFA, Inc and The Gordian Group, Inc. effective September 27, 2025, for the Software as a Service (SaaS) agreement entered into on November 25, 2020 and all Statement of Work and Purchase Orders attached thereto.
FISCAL IMPACT:
There is no fiscal impact to the Assignment and Assumption of Contract action. All costs for the contract will continue to be funded through the FY 25-26 capital budget. (100% General Fund)
BACKGROUND:
VFA software is a suite of facilities capital planning and asset management software developed by Gordian (formerly VFA, Inc.). The platform helps the Public Works Department centralize facility data, assess building conditions, and forecast costs to make strategic decisions for multi-year planning of maintenance and capital projects.
The County should ideally perform a facilities condition assessment (FCA) approximately every five years to assess the condition and amount of deferred maintenance in the building portfolio to guide capital facilities spending and planning in the coming years. Staff recommend regularly maintaining and updating portions of the building portfolio to ensure FCA data is current and accurate.
On November 10, 2020, the Board of Supervisors authorized a software and services agreement with Accruent, LLC to grant a license to access the software as a service (SaaS) and assist in capital planning activities for the period of October 30, 2020 through June 30, 2025.
Accruent, LLC and The Gordian Group, Inc. had a common parent company, Fortive Corporation and around May 1, 2021, as part of a corporate restructure, Fortive moved management control of VFA, Inc from Accruent, LLC to The Gordian Group, Inc. and Accruent assigned all VFA contracts to VFA, Inc.
During the early part of this license agreement, the County completed FCA for the entire building asset portfolio with the assistance of VFA (formerly Accruent). Those assessments were used to develop capital planning scenarios for deferred maintenance requirements as well as identify deferred maintenance priorities.
On August 1, 2023 the Board of Supervisors authorized an agreement for FCA services for the period of August 1, 2023 through July 31, 2028 to update approximately 20% of the County’s building portfolio annually.
On October 21, 2025, the Board of Supervisors approved the software and service agreement governed by the original November 25, 2020 agreement. That agreement granted a license to continue to access the software as a service (SaaS) and assist in capital planning activities for the period of July 1, 2025 through June 30, 2028. The original agreement contained limitations of liability language that was reviewed and approved by County Counsel.
On or around September 27, 2025, as an ongoing effort to streamline operations and provide a high level of service, Fortive transitioned all business conducted under VFA, Inc. to their unified entity, The Gordian Group, Inc. This assignment and assumption of contract would assign the SaaS entered into on November 25, 2020 and all statement of work and purchase orders attached thereto to The Gordian Group, Inc.
CONSEQUENCE OF NEGATIVE ACTION:
Without approval from the Board of Supervisors, County Staff will not have the license necessary to access the VFA software suite used for FCA services.