The URL can be used to link to this page

Home My WebLink AboutDoc 529 - Intent to Award Jail Records Mgmt SystemDeschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of August 31, 2011 DATE: August 22,2011 FROM: Darryl Nakahira Sheriffs Office: 617-3369 TITLE OF AGENDA ITEM: Consideration of Board Signature of "Notice of Intent to Award" letter for the Deschutes County Adult Jail Management System (records management). PUBLIC HEARING ON THIS DATE? No BACKGROUND AND POLICY IMPLICATIONS: Historically, the jail has had only two Jail Management Systems that were both developed and implemented by the corrections staff and County LT. The first jail management system (ARID) was developed and implemented in 1991. In 1997, the Sheriffs Office, including the jail, 911, local law enforcement, and fire agencies completed a process to purchase a new regional computer system. After research and debate, it was determined Deschutes County LT. would develop and maintain systems for each discipline. The second and current jail computer system (JIMS) was a new in-house system implemented in 1999. In September 2009, the Sheriffs Office received notice that County LT. would no longer support and maintain the current system. As a result, the Sheriffs Office was forced to begin the process to replace the current system. The Sheriffs Office hired a consultant to develop a Request for Proposal for a new Jail Management Computer System. On September 10,2010, the Sheriffs Office published a Request for Proposal (RFP) to provide a "Jail Management System" OMS) that will meet the current and future needs of the Jail Operations Staff. The proposed JMS shall have the ability to support future requirements through expansions instead of total systems replacement, utilize a database technology that is user-friendly, and provide an extensive reporting system for the production of both "defined, pre-programmed" and "ad hoc" reports. The Sheriffs Office received four proposals in response to the RFP. The RFPs were reviewed and scored by Sheriffs Office and County LT. personnel and a final decision for award was made in late July. FISCAL IMPLICATIONS: The Sheriffs Office intends to enter into a contract with InterAct Public Safety System. The contract includes implementation of the jail management system, including a one"year warranty period that will begin once the system is fully operational. The term of the contract shall include five years of systems maintenance beginning after the expiration of the warranty period. The expected annual payment is $273,455.60. RECOMMENDATION & ACTION REQUESTED: Approve and sign "Notice ofIntent to Award" letter. ATTENDANCE: Sheriff Larry Blanton, Captain Ruth Jenkin, Captain Mike Espinoza DISTRIBUTION OF DOCUMENTS: Return one signed copy to Darryl Nakahira, Sheriffs Office Legal Counsel, for distribution. DESCHUTES COUNTY DOCUMENT SUMMARY Date: August 22, 2011 Department: Sheriffs Office Contractor/Supplier/Consultant Name: InterAct Public Safety System Contractor Contact: Allen Pigeon Contractor Phone #: 831-676-3652 Type of Document: Notice of Intent to Award, Document 2011-529 Goods and/or Services: A services contract to provide a "Jail Management System" (records management system) at the Deschutes County Adult Jail. Background & History: Historically, the jail has had only two Jail Management Systems that were both developed and implemented by the corrections staff and County I.T. The first jail management system (ARID) was developed and implemented in 1991. In 1997, the Sheriffs Office including the jail, 911, local law enforcement, and fire agencies completed a process to purchase a new regional computer system. After research and debate, it was determined Deschutes County LT. would develop and maintain systems for each discipline. The second and current jail computer system (JIMS) was a new in-house system implemented in 1999. In September 2009, the Sheriffs Office received notice that County LT. would no longer support and maintain the current system. The Sheriffs Office hired a consultant to develop a Request for Proposal for a new Jail Management Computer System. On September 10,2010, the Sheriffs Office published a Request for Proposal (RFP) to provide a "Jail Management System" (JMS) that will meet the current and future needs of the Jail Operations Staff. This jail management system shall have the ability to support future requirements through expansions instead of total systems replacement, utilize a database technology that is user friendly, and provide an extensive reporting system for the production of both "defined, pre programmed" and "ad hoc" reports. Annual Value or Total Payment: $273,455.60 cgj Insurance Certificate Received (check box) Insurance Expiration Date: 911/2011 Check all that apply: cgj RFP, Solicitation or Bid Process o Informal quotes «$150K)o Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37) Funding Source: (Included in current budget? 0 Yes ~ No If No, has budget amendment been submitted? ~ Yes 0 No Is this a Grant Agreement providing revenue to the County? 0 Y es ~ No Departmental Contact: Capt. Ruth Jenkin 388-6667, Capt. Mike Espinoza Roger osier, Sheriffs Office LT. Manager, 617-3390 Sherifrs Approval: --,~-+--H~~'---- Distribution of Document: Return an original to Darryl Nakahira, Sheriffs Office Legal Counsel. Official Review: County Signature Required (check one): ~ BOCC 0 Department Director (if <$25K) o Administrator (if>$25K but <$150K; if>$150K, BOCC Order No. ___ _ ---» Legal Review ~f ~Date ~126 /II Document Number 2011-529 Board of Cou Commissioners 1300 NW Wall St, Suite 200 • Bend, OR 97701-1960 [541] 3B8-6570· Fax (541] 385-3202 www.co.deschutes.or.us board@co.deschutes.or.us Tammy Baney Anthony DeBone Alan Unger August 31,2011 Sent via facsimile 336-722-3479 & First Class Mail RE: Project -Contract for Jail Management System NOTICE OF INTENT TO AWARD CONTRACT On August 24, 2011, the Board of County Commissioners of Deschutes County, Oregon, considered proposals for the above-referenced project. The Board determined that the successful bidder for the project was InterAct Public Safety System. This Notice of Intent to Award Contract is issued pursuant to Oregon Revised Statute (ORS) 279B.135. A copy of this Notice is being provided to each firm or person that submitted a bid or proposal for the project. Any firm or person which believes that they are adversely affected or aggrieved by the intended award of contract set forth in this Notice may submit a written protest within seven (7) calendar days after the issuance of this Notice of Intent to Award Contract to the Board of County Commissioners of Deschutes County, Oregon, at Deschutes Services Building, 1300 NW Wall Street, Bend, Oregon 97701. The seven (7) calendar day protest period will expire at 5:00 PM on Wednesday, September 7,2011. Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner August 31,2011 Page 2 Any protest must be in writing and specify any grounds L1pon which the protest is based. Please refer to Oregon Administrative Rules (OAR) 137-049-0450 for construction contracts or OAR 137-047-0740 for contracts other than construction. If a protest is filed, a hearing will be held before the Board of County Commissioners of Deschutes County Oregon, acting as the Contract Review Board, in the Deschutes Services Building, 1300 NW Wall Street, Bend, Oregon 97701. If no protest is filed within the protest period, this Notice of Intent to Award Contract becomes an Award of Contract without further action by the County unless the Board of County Commissioners for good cause, rescinds this Notice before the expiration of the protest period. The successful bidder or proposer on a Deschutes County project is required to execute four (4) copies of the Contract, which will be provided when the contract is negotiated. In addition to the execution of Contract, the contractor will be required to provide one or more certificates of insurance together with endorsements naming Deschutes County as an additional insured. All contract copies will need to be returned to the County for execution. After all parties have signed the contract, a copy of the contract will be forwarded to you along with a notice to proceed. If you have any questions regarding this Notice of Intent to Award Contract, or the procedures under which the County is proceeding, please contact Sheriffs Office Legal Counsel Bend, OR 97701, telephone (541) 617-3369 or FAX. (541) 389-4454. Sincerely, BOARD OF COUNTY COMMISSIONERS DESCHUTES COUNTY, OREGON Tammy Baney, Chair Anthony DeBone, Vice Chair Alan Unger. Commissioner cc w/enc: Transmitted by Facsimile and First Class Mail on August 31, 2011 to all Proposers (See attached List) Contract for Jail Management System InterAct Public Safety System Terry Turner, Executive VP of Sales 102 W. 3rd St. Suite 750 Winston-Salem, NC 27101 Fax 366-722-3479 Global T el*Link Robert Jones, Sr. VP of Sales 12021 Sunset Hills Road, Ste 100 Reston, VA 20190 Fax: 703-435-0980 Intellitech Corporation John Jacobs, CEO 8544 Hickory Hill Drive, Ste 1 PO Box 5009 Poland, OH 44514 Fax: 330-707-1099 New World Systems Marty Hollerbach, VP of Aegis Sales 888 W. Big Beaver Road, Ste 600 Troy, MI 48084 Fax: 248-269-1030 279B.135 Notice of intent to award. At least seven days before the award of a public contract, unless the contracting agency determines that seven days is impractical under rules adopted under ORS 279A.065, the contracting agency shall post or provide to each bidder or proposer notice of the contracting agency's intent to award a contract. This section does not apply to a contract awarded as a small procurement under ORS 2798.065, an intermediate procurement under ORS 279B.070, a sole-source procurement under ORS 2798.075, an emergency procurement under ORS 279B.080 or a special procurement under ORS 279B.085. The notice and its manner of posting or issuance must conform to rules adopted under ORS 279A.065. [2003 c.794 §64]