HomeMy WebLinkAboutAgenda - 06-24-2008-4kORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 24, 2008
Action Agenda
Item No. L{- -
SUBJECT: RFP Award = Smartcard And Camera Security System for County Buildings
DEPARTMENT: Purchasing
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Recommendation Letter from RMA
INFORMATION CONTACT:
Pam Jones, 919-245-2652
Geof Gledhill, 919-732-2196
PURPOSE: To consider awarding a Request for Proposal (RFP) for a smartcard and camera
security system for County buildings to Pronet Systems, Inc. of Raleigh, North Carolina.
BACKGROUND: For some time, the County has been interested in the development of an
enterprise-wide security solution that could be used in any County facility as the need arose. To
assist in the development of the system and the associated specifications, the Board approved a
contract with Risk Management Associates, Inc. (RMA) in January 2008. The resulting
specifications for the security systems were solicited recently to eight vendors via a Request for
Proposal (RFP) pursuant to North Carolina General Statute 143-129.8 that allows the RFP rather
than bid process to be used for information technology goods and services. Of the three
responding companies, RMA's evaluation has determined Pronet Systems, Inc of Raleigh to be
the best overall proposal. The three respondents included Pronet Systens, Inc, (Raleigh), Access
Control Consultants (Greensboro) and SFI (Apex).
The Justice Facilities project is the first building to be equipped using this contract and will do so at
a delivered cost of $207,661.
FINANCIAL IMPACT: Total cost of this action; if approved by the Board, is $207,661, which
includes the base bid in the amount of $203,111, plus the cost of edge readers (option d) in the
amount of $4,550. Adequate funding is available in the Justice Facility Expansion Project in the
current Capital Investment Plan.
RECOMMENDATION(S): The Manager recommends that the Board award the Request for
Proposal for a smartcard and camera security system for County buildings to Pronet Systems, Inca
of Raleigh, North Carolina; authorize the purchase of the system for the Justice Facility as outlined
above; and authorize the Chair to sign a contract on behalf of the Board, subject to final review by
staff and the County Attorney.
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rmasecurity.com
Bid Tabulation -Orange County: Justice Facility Security Systems Project
June 12, 2008 -Revision 2
CONTRACTORS LICENSE # BASE
BID CLARIFICATIONS
REQUESTED TOTAL
REVISED BID
1 ProNet Systems, Inc. 1635-CSA $203,111.00 Y $203,111.00
2 Access Control
Consultants 874-CSA $245,635.00 N $245,635.00
3 SFI Electronics 415-CSA $283,699.00 N $283,699.00
Designer's Certification of Bid Results:
1. ProNet Systems, Inc. appears to have provided, in their submittal, all the required
systems, devices and equipment per the specifications and request-for-proposal
documents. Their base bid is lower than the other bidders' quotes. Furthermore,
by adding the following options ProNet's bid is still lower than the next lowest
base bid.
a. Option -Badge Station and Cards: $ 6,013.00
b. Option -Full Service Contract (2nd Year) $ 11,898.00
c. Option -Full Service Contract (3`d Year) $ 12,255.00
d. Option -Edge Readers $ 4,550.00
Total (Base Bid and Options): $ 237,827.00
2. Risk Management Associates, Inc. believes that ProNet offers the best value to
Orange County for the security systems installation at the Justice Facility.
Therefore, RMA recommends that Orange County award the contract to ProNet
Systems, Inc.