HomeMy WebLinkAboutIntent to Award - DA Case Mgmt 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 WORK SESSION of October 4, 2010
Please see directions for completing this document on the next page.
DATE: October 4, 2010
FROM: Joe Sadony Information Technology Department (541) 388-6530
TITLE OF AGENDA ITEM:
Consideration of Document No. 2010-653, a Notice of Intent to Award Contract for District Attorney
Case Management Application Replacement.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
The current Law Enforcement Records Management application software was developed by the IT
Department, and that department will soon cease to support this software. This software is used by all
law enforcement agencies in Deschutes County. On March 3, 2010, the 9-1-1 Service District issued an
RFP to replace this software with a system that will meet the county's current and future needs. The
RFP committee, consisting of Deschutes County Sheriff, City of Bend Police, and Deschutes County
Information Technology, has identified a vendor whose product best meets the county's requirements.
FISCAL IMPLICATIONS:
The cost of software licenses, custom programming, data conversion, software and hardware
installation, training, and maintenance fees for the first year are estimated to be $1,200,000. Funding for
the software replacement is request to come from resources available in the 9-1-1 District's operating
fund.
RECOMMENDATION & ACTION REQUESTED:
Sign and issue the Notice of Intent to Award Contract.
ATTENDANCE: Rick Silbaugh and Joe Sadony
DISTRIBUTION OF DOCUMENTS:
Two originals: County Clerk and successful vendor; four copies: unsuccessful vendors, Joe Sadony and
Rick Silbaugh.
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.)
Please complete all sections above the Official Review line.
Date: October 4, 2010
Contractor/Supplier/Consultant Name:
Contractor Contact:
1000 ext. 1409
Brett Nalder
Department:
9-1-1 Service District
New World Systems
Type of Document: Notice of Intent to Award
Contractor Phone #:
(248) 269
Goods and/or Services: Deschutes County Regional Law Enforcement Records
Software System
Background & History: The current Law Enforcement Records Management
application software was developed by the IT Department, and that department will
soon cease to support this software. This software is used by all law enforcement
agencies in Deschutes County. On March 3, 2010, the 9-1-1 Service District issued an
RFP to replace this software with a system that will meet the county's current and future
needs. The RFP committee, consisting of Deschutes County Sheriff, City of Bend
Police, and Deschutes County Information Technology, has identified a vendor whose
product best meets the county's requirements.
Agreement Starting Date:
Annual Value or Total Payment:
year's maintenance.
Ending Date:
$1,200,000 for hardware, software, services and first
❑ 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
Is this a Grant Agreement providing revenue to the County? ❑ Yes ® No
9/29/2010
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
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: ❑ Yes ❑ No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title:
Phone #:
(541) 388-0185 x6100
Department Director Approval:
Rick Silbaugh, Communications Director
Date
Distribution of Document: Two originals: County Clerk and New World Systems;
four copies: unsuccessful vendors, Joe Sadony, and Rick Silbaugh.
Official Review:
County Signature Required (check one): ❑ BOCC ❑ Department Director (if <$25K)
0 Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. )
Legal Review
Date
Document Number
9/29/2010
October 4, 2010
Sent via facsimile & First Class Mail
Board of County Commissioners
1300 NW WaII 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 Baney
Dennis R. Luke
Alan Unger
RE: Project - Contract for Deschutes County Regional Law Enforcement Records
Software System
NOTICE OF INTENT TO AWARD CONTRACT
On October 4, 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 New World
Systems of Troy, Michigan.
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
can be 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 October 11, 2010.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner
October 4, 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 October 27, 2010 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, telephone (541) 388-6625 or FAX (541) 383-0496.
Sincerely,
DESCHUTES COUNTY, OREGON
[Authorized signature]
cc w/enc: Transmitted by Facsimile and First Class Mail on October 4, 2010 to all Proposers (5
pages).
See attached List.
Project - Contract for Deschutes County Regional Law Enforcement
Records Software System
Global Software a Division of Harris Computer Systems
Attn: Phil Sisk
5001 N. Pennsylvania Ave, Suite 100
Oklahoma City, OK
Phone (405) 810-8008
Fax (405) 810-8018
Email: phil.siskCa�globalsoftwarecorp.com
New World Systems
Attn: Bret Nalder
888 West Big Beaver, Suite 600
Troy, MI 48084
Phone (248) 269-1000 ext. 1409
Fax (248) 434-3409
Email: bnaldertc'�r newworldsystems.com
SunGard Public Sector
Attn: John Coker, Account Executive
4000 OSSI Court
High Point, NC 27265
Phone (336) 885-0911
Fax (336) 885-5329
Email: john.cokerta'�.sungardps.com