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HomeMy WebLinkAboutAgenda - 06-24-2008-4lORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 24, 2008 Action Agenda Item No. ~- --~ SUBJECT: RFP Award and Contract Approval -Electronic Document Management System for Social Services DEPARTMENT: Purchasing Department PUBIC HEARING: (Y/N) No Social Services & IT ATTACHMENT(S): INFORMATION CONTACT: Pam Jones, 245-2652 Nancy Coston, 245-2800 Todd Jones, 245-2285 PURPOSE: To consider awarding a Request for Proposals (RFP) and approving a contract for an Electronic Document Management System for the Orange County Department of Social Services to Northwoods Consulting Partners, Inc. of Dublin, Ohio. BACKGROUND: The Department of Social Services provides crisis assistance and social work services to residents of Orange County. The caseloads in major program areas have increased 50-100% in the last eight years. During this time, relatively few new staff have. been added to meet this demand increase. This combination has caused a workload crisis. Most of the agency programs are mandated by the state or Federal governments and have very specific rules and regulations attached. Meeting these standards requires substantial paperwork. Social Services agencies generate thousands of paper documents a week that accumulate in massive file rooms requiring extensive amounts of space. At the Orange County Department of Social Services' two locations; two large file rooms are full. Filing cabinets line all major hallways and most staff members have multiple filing cabinets inside their offices. Additionally, older case files are stored in several facilities off site. Storing and accessing these files is extremely difficult and new case files are created daily. Staff within Social Services, Information Technology and the County Manager's Office have reached the conclusion that an automation solution is paramount to allow the agency to continue a high level of service under these parameters. In recognition and support of this need, the Board of County Commissioners approved funding for an Electronic Document Management system in the FY2007-08 budget. The Departments of Social Services, Information Technology and Purchasing developed the system's functional requirements and corresponding Request for Proposals. North Carolina General Statute 143- 129.8 authorizes local governments to use a "request for proposals" process to purchase information technology goods and services. This procedure provides flexibility in procuring these potentially complex 2 contracts. The RFP was issued, following the Statute that allows for award to be made to the "best overall" proposal; and proposals were received on April 30, 2008. Thirteen potential vendors were sent the RFP, and it was advertised both in the Durham Herald and on the Orange County website. Four vendors responded. Staff thoroughly reviewed and evaluated each proposal and discussed the proposed solution extensively with each of the four responding vendors. The vendors' responses and functional demonstrations were evaluated using the defined functional requirements. On the basis of the analysis of the proposal responses, the Departments of Social Services, Information Technology and Purchasing are recommending the County pursue a solution from Northwoods Consulting Partners, Inc. of Dublin, Ohio. Northwoods currently serves several social services departments in North Carolina and successfully utilizes all the functional requirements. The four firms submitting proposals were: Monarch Information And Technolo ical Services, Inc. Westminster, California Northwoods Dublin, Ohio Parker Lowe Washin ton, North Carolina Visual Data Software Lawrence, Kansas Northwoods anticipates beginning work the first of August, and completing the project by the end of October 2008. The system will consist of software applications designed to interface with existing and developing technologies. It includes a dynamic file management system, including search and retrieve functions. This system will allow the agency to process, file, and store the majority of client materials in a secure database. The user interface will permit staff to efficiently locate client files and share them effectively. Line staff will be able to directly enter information into the system while supervisors and management will be able to check accuracy, view follow-up of work and run various reports detailing client activity and demographics. This project will support the requirements of the Department of Social Services to collect, compile, retain and recall client data and programmatic files in a supportable, sustainable electronic format. The application will improve the current paper-driven process, replace legacy systems, and streamline business practices. It is anticipated to significantly reduce paper, filing space and associated costs. The hardware required to run and support this application includes, but is not limited to, servers, scanners, and other related equipment, and will be purchased from existing funds using the State of North Carolina technology contract pricing. All technologies and applications associated with this contract conform to Orange County Information Technology requirements. FINANCIAL IMPACT: The total cost of the proposed contract including software licenses, implementation, training and consulting services is not to exceed $330,668. It is estimated that the hardware required will cost $40,000, and will be purchased using the State of North Carolina technology contract pricing. Some of the funds for this project will be paid for with State and Federal dollars. Sufficient funds are allocated in the Department of Social Services FY2007-08 budget for the purchase. 3 RECOMMENDATION(S): The Manager recommends that the Board award the RFP to Northwoods Consulting Partners, Inc. of Dublin, Ohio; and authorize the Chair to sign a contract on behalf of the Board, subject to final review by staff and the County Attorney.