HomeMy WebLinkAboutAgenda - 05-21-1997 - 9b ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 21, 1997
Action Agenda
Item No. q-b
SUBJECT: Bid Award- GIS Hardware and Software Services for Emergency Management Services
DEPARTMENT: Purchasing PUBLIC HEARING: (Y/l)
BUDGET AMENDMENT: (Y/N)
ATTACHMENT(S): INFORMATION CONTACT:
Bid Tabulation- Bid 209 Pam Jones, ext 2652;Nick Waters, ext3030;
Bid Tabulation-Bid 211 Roscoe Reeve, ext 2501
Bid Tabulation-RFP 1042
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 227-2031
PURPOSE: To consider awarding two bids related to the acquisition and installation of
Geographic Information System(GIS)hardware and software at the Orange County 911 Center.
BACKGROUND: The 1996-97 Capital Improvement Plan(CIP) included plans to buy 8
replacement work stations and install a new server at the County's 911 center. These machines
have the high speed and memory capabilities necessary to run the E911/Computer Aided
Dispatching(CAD)/GIS software in a manner that provides for timely and accurate processing of
information critical to public safety responders in the field. The five year old machines currently
employed at the 911 Center still have some usable life, and will be reallocated to other departments,
such as Land Records and the Register of Deeds, where split-second information processing is not
as critical.
The CIP anticipated purchasing the new machines, and accompanying software, using a 3 year lease
purchase,with annual payments of approximately $80,000. However, County staff were able to
develop equipment performance specifications that led to bids lower than original estimates.
Therefore, staff recommends that the purchase be made in cash,using fund balance available in the
Emergency Telephone System Fund(ETSF). Undesignated fund balance in the ETSF is $171,916
as of the fiscal year ending June 30, 1996. A direct cash purchase will avoid the administrative
efforts of arranging financing,will save the County money by avoiding interest costs on the new
equipment, and will preserve the County's"bank qualification"margin for 1997 at$1 million(the
County has issued$9 million of the$10 million that can be obtained at lower,tax exempt interest
rates in 1997, for Southern Village Elementary School).
Bids for the eight IBM RISC 6000 Workstations and one IBM RISC 6000 Server for Orange
County Emergency Management were originally solicited on Orange County bid number 209.
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After receiving these original bids, County staff learned that IBM had developed newer technology
that would better suit the County's needs. Accordingly, Bid 209 was not awarded, and therefore all
those bids must be rejected by the Board. After County staff revised specifications, bids were
solicited from nine vendors. A pre-bid conference was held. Three bidders responded.
Champion Computer submitted the lowest responsible bid at a cost delivered, installed and tested
of$117,590.24. While this bid is higher than the original bid received for hardware, it reflects the
current level of IBM technology that will be more supportable and compatible than the technology
that could have been purchased under Bid 209. The recommended bid amount is also well within
the budget established for this equipment in the approved CIP. Tabulations for Bid 211 are
attached. Champion has agreed to extend the bidded price for twelve (12) additional months, should
the County decide to take advantage and purchase additional hardware.
In conjunction with the hardware purchase, Orange County also requires contract services for the
installation of GIS and CAD software. Theses services include, among others,the installation of
ARC/INFO,NETWORK software on the 8 workstations and server;downloading to tape, data
coverages from the Land Records/GIS workstation that will be loaded on the new workstations and
used by telecommunicators at the 911 Center; and customized programming to enhance the
interaction between the CAD, GIS, and E911 software modules used by telecommunicators. After
specifications for these software services were developed,bids were solicited from five vendors,
with two responding. New World Mapping of Charlotte submitted the lowest responsible bid at
$5,659.
RECOMMENDATION(S): The Manager recommends that the Board: 1)reject all bids received on
Orange County Bid Number 209; 2) award Bid Number 211 to Champion Computer for a total cost
of $117,590.24, for eight IBM RISC 6000 workstations and one IBM RISC 6000 Server, and
authorize the subsequent purchase of additional hardware for which the Board appropriates funds in
the 1997-98 budget and CIP, if any; and 3)award the proposal for software services to New World
Mapping at a cost not to exceed$5,659, and authorize the Chair to sign the contract on behalf of the
Board.
BID TABULATION
BID NUMBER: 209
BID FOR: GIS HARDWARE FOR EMS BID AWARDED TO:
CLOSING DATE: JANUARY 28. 1997 BID PRICE:
CLOSING TIME: 3:00 PM BUDGETED AMOUNT:
TURNKEY COST FOR 8 RS6000
WORKSTATIONS, 1 RS6000
VENDOR SERVER DELIVERED INSTALLED
AND TESTED
CHAMPION COMPUTER, INC
$99,404.00
PREMIER SYSTEMS, INC $112,702.00
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BID TABULATION
BID NUMBER: 211
BID FOR: GIS HARDWARE FOR EMS BID AWARDED TO:
CLOSING DATE: APRIL 10. 1997 BID PRICE:
CLOSING TIME: 3:00 PM BUDGETED AMOUNT:
TURNKEY COST FOR 8 RS6000
WORKSTATIONS, 1 RS6000
VENDOR SERVER DELIVERED INSTALLED
AND TESTED
CHAMPION COMPUTER, INC
$117,590.24
YOREL SYSTEMS, INC $119,619.00
PREMIER SYSTEMS, INC $128,200.00
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BID TABULATION
RFP NUMBER: 1042
BID FOR: SOFTWARE SERVICES FOR EMS BID AWARDED TO:
CLOSING DATE: APRIL 9, 1997 BID PRICE:
CLOSING TIME: 3:00 PM BUDGETED AMOUNT:
HOURLY ESTIMATED COST FOR TOTAL
VENDOR RATE EXPENSES SERVICES COST
$90.00 $889.00 $4,770.00 $5,659.00
NEW WORLD MAPPING
$110.00 $1,296.00 $9,560.00 $10,856.00
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