HomeMy WebLinkAboutIntent to Award - Justice Court SoftwareDeschutes 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 March 17, 2010
Please see directions for completing this document on the next page.
DATE: March 2, 2010
FROM: Carol Garibay Justice Court (541) 617-4757
TITLE OF AGENDA ITEM:
Consideration of Chair Signature of a Notice of Intent to Award Contract for Justice Court Case
Management and Financial Software Application Replacement.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
Justice Court's case management and financial application software was developed in 2000 by the I f
Department, and that department will soon cease to support this software. On August 25, 2009, Ju4tice
Court issued an RFP to replace their software with a system that will meet the court's current and future
needs. The RFP committee, consisting of IT and court staff, has identified a vendor whose product best
meets the court's requirements.
FISCAL IMPLICATIONS:
The cost of software licenses, custom programming, conversion of current data, hardware and software
installation, training, maintenance fee for the first year of live use, and other costs are estimated by this
vendor to be $230,000. Funding for the software replacement is being requested in Justice Court's ]'Y
2011 budget.
RECOMMENDATION & ACTION REQUESTED:
Sign and issue the Notice of Intent to Award Contract.
ATTENDANCE: Carol Garibay and Deb Walker
DISTRIBUTION OF DOCUMENTS:
Two originals: County Clerk and successful vendor; five copies: unsuccessful vendors, Carol Garibay
and Deb Walker
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Date:
March 2, 2010
Please complete all sections above the Official Review line.
Contractor/Supplier/Consultant Name:
Contractor Contact:
2046
Patty Sandever
Department:
Justice Court
Aptitude Solutions
Type of Document: Notice of Intent to Award
Contractor Phone #:
801 -652 -
Goods and/or Services: Justice Court case management and financial application
replacement software
Background & History: Justice Court issued an RFP on August 25, 2009 to replace
current software that will no longer be supported by the Deschutes County IT
Department. The RFP committee scored four vendors based upon their proposals,
product demonstrations, and other criteria requested in the RFP. Aptitude Solutions
scored higher than the other vendors, and the committee agreed that Aptitude Solutions
should receive the Notice of Intent to Award.
Agreement Starting Date:
Annual Value or Total Payment:
Ending Date:
$205,000 plus $25,000 annual maintenance fees
Insurance Certificate Received check box)
Insurance Expiration Date:
Check all that apply:
RFP, Solicitation or Bid Process
Informal quotes (<$150K)
Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
Funding Source: (Included in current budget? Yes ® No
If No, has budget amendment been submitted? Yes ® No
1!
Is this a Grant Agreement providing revenue to the County? (l Yes ® No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
3/2/201C
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant -funded position so that this will be noted in the offer letter: I I Yes I I No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title: Carol Garibay, Court Coordinator
Phone #:
(541) 617-4757
Department Director Approval:
Signature Date
Distribution of Document: Two originals: County Clerk and Aptitude Solutions; Five
copies: unsuccessful vendors, Carol Garibay, and Deb Walker
Official Review:
County Signature Required (check one): ❑ BOCC D Department Director (if <$25K)
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. )
Legal Review Date
Document Number
3/2/2010
March 17, 2010
Sent via facsimile & First Class Mail
Board of County Commissioners
1300 NW Wall St, Suite 200 • Bend, OR 97701-1960
[541) 388-6570 • Fax [541) 385-3202
www.co.deschutes. or.us
board@co. deschutes. or.us
Tammy I3aney
Dennis R. Luke
Alan Unger
RE: Project - Contract for Deschutes County Justice Court Case Management and
Financial Application Replacement
NOTICE OF INTENT TO AWARD CONTRACT
On March 3, 2010, the Board of County Commissioners of Deschutes County, Oregon,
considered proposals for the above -referenced project. The Board of County
Commissioners determined that the successful proposer for the project was Aptitude
Solutions of Maitland, Florida.
This Notice of Intent to Award Contract is issued pursuant to Oregon Revised Statute
(ORS) 2796.135 for contracts other than public improvements. 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 March 24,
2010.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner
March 17, 2010
Page 2
Any protest must be in writing and specify any grounds upon 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 at 10:00 a.m. on [Day], [Date], [Year] 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 Deschutes County
Legal Counsel, 1300 NW Wall St., Bend, OR 97701, telephone (541) 388-6625 or FAX
(541) 383-0496.
Sincerely,
DESCHUTES COUNTY BOARD OF COMMISSIONERS
Dennis R. Luke, Chair
cc w/enc: Transmitted by Facsimile and First Class Mail on [Date] to all Proposers (5 pages)
See attached List
Contract for Deschutes County Justice Court Case Management
and Financial Application Replacement
Aptitude Solutions
Attn: Patty Sandever
8095 So. Proctor Farm Circle
Sandy, UT 84093
Cell (801) 652-2046
Fax (407) 260-2315
Email: psandever(a�aptitudesolutions.com
New Dawn Technologies
Attn: Justin Johanson
843 S. 100 W
Logan, UT 84321
Phone (877) 587-8927, ext. 159
Fax (603) 308-8138
Email: jjohanson(a�newdawntech.com
Sustain Technologies, Inc.
Attn: Gerald L. Salzman, President
915 E. First St.
Los Angeles, CA 90012
Phone (213) 229-5400, ext 5434
Fax (213) 229-5481
Email: Claudia Nading(a)dailvjournal.com
Professional Computer Software Services, Inc.
Attn: Tracy A. Ownbey, President
6300 Ridglea Place, Suite 1104
Fort Worth, TX 76116
Phone (800) 476-6053, ext 157
Fax (866) 583-7724
Email: tracy@pcssinc.com
Deschutes County Justice Court Case Management and Financial Application Replacement Vendor Scoring Summary
1V101 way -wino
APTITUDE- 14,13112 14 14 1413.501415 6 15113 14 12.83 22120115 19 18 23` 19.50 8 6 10 8 6 9 7.83 53.67 18 191 19119 19J201 19.00 72.67 6.94 6.94 79.61
ShowCase 90.0% 85.6% 78.0% 78.3% 82.6% 95.0%. 90.8% 79.6%
10 12 12 10 13110 11.17 10/10 5 12 13110 10.00 24 20 24117 17 20 20.33 5 51 8 5 5 6 5.67 47.17 15 18115 16 17 16 16.17 55.58 8.41 8.41 71.75
NEW DAWN
- JustWare , 74.4% 66.7% 81.3%, 56.7% 72.6% 80.8% 69.5% 71.7%
PCSS 131 9113112 12 13 12.00 13 10 6 12110 8 9.83 15115 161 151 15118 15.67 51 5 6 6 5 5 , 5.33 42.83 121101 12111111 14 11.67 57.83 15.00 15.00 69.50
JEMS 80.0% 65.6% . 62.7% 53.3% 65.9% 58.3% 72.3% 69.5%
SUSTAIN - 14 10 13113112113 12.50 12,15 7 14'12 12 12.00 231 23123_231 231 15 21.67 8`8 10y 91 81 9 8.67 54.83 71121 13 10 10110 10.33 59.16 4.33 4.33 69.50
eCourt 83.3% 80.0% 86.7% 86.7% 84.4% 51.7% 74.0% 69.5%4
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