HomeMy WebLinkAboutAgenda - 01-20-2000 - 8nORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: January 18, 2000
Action Agenda
Item No. ~_h
SUBJECT: Bid Award -Network Imaging System for Health Department
DEPARTMENT: Purchasing/Health
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Tabulation
INFORMATION CONTACT:
Pam Jones, ext 2650
Rosemary Summers, ext 2411
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 227-2031
PURPOSE: To consider awarding a bid for a Network Imaging System for the Health
Department.
BACKGROUND: Funds have been allocated in the 1999-2000 CIP budget for the purchase of
a Network Imaging System. The Health Department presently has a large number of paper
documents which include inactive medical records that take up a lot of valuable space and are
extremely difficult to access. Converting the documents to digital images is the best solution for
addressing the problem. A turnkey imaging system will allow the Health Department to convert
records to digital images by scanning and storing the document on CD-Roms. This will greatly
reduce storage space needs and facilitate easier access to records. Further, by networking the
system and utilizing a jukebox, all Health staff connected to the server will be able to access
and print the digital documents.
Purchasing, Health, and Information Systems staff developed specifications for a turnkey (one
vendor) solution to best meet the Health Department's needs. The specifications were divided
into three sections: Software for scanning, indexing and retrieval; Hardware which included two
PC's, a server, a jukebox and a scanner; and System integration which includes installation,
testing the connections of the new hardware and software to existing equipment, and ongoing
system training and support.
The bid was advertised and sent out to eight prospective bidders. Two vendors responded, ~a
tabulation is attached. Staff recommends award to Ikon Office Solutions of Greensboro, NC at
a turnkey cost of $39,689.00. Lason's bid is lower, however a review of their references revealed
they maintain no sites that operate on the specific software they proposed. The primary use of
this installation will be the management of extremely sensitive medical records. The critical
nature of the medical records requires a proven track record with all components involved. It
was impossible to objectively evaluate Lason's bid for this application. Ikon Office Solutions
has several similar successful installations with all components they proposed. This price
includes the first year's cost for on-site hardware and software maintenance agreements.
These agreements will provide for repairs and "troubleshooting" to both hardware and software
provided by Ikon.
FINANCIAL IMPACT: Funds are included in the approved 1999-2000 CIP through Medicaid
maximization funds for the purchase of this system.
RECOMMENDATION(S): The Manager recommends that the Board award the contract to Ikon
Office Solutions of Greensboro, North Carolina in the amount of $39,689.00 and authorize the
Purchasing Director to execute the appropriate paperwork.
BID TABULATION
BID FOR: Network Imaging System for Health BID AWARDED TO:
CLOSING DATE: 10-26-99
BID PRICE:
CLOSING TIME:.3:00 PM
BUDGETED AMOUNT:
VENDOR TOTAL COST INCLUDING HARDWARE, SOFTWARE
INTEGRATION, TRAINING AND MAINTENANCE
LASON SYSTEMS $ 38,363.75
IKON OFFICE SOLUTIONS $ 39,689.00