HomeMy WebLinkAboutAgenda - 05-17-2005-5qORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 17, 200.5
Action Age~nrda
Item No.
SUBJECT: RFP Award -GIS Map Display Software System
DEPARTMENT: Purchasing, EMS PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Tabulation
INFORMATION CONTACT:
Pam Janes 245-2652
Jack Ball 968-2050
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider awarding an RFP for the purchase of a GIS Map Display Software
System from Sprint of Hickory, North Carolina,
BACKGROUND: The Board approved the acceptance of a competitive grant award from the
Public Safety Foundation of America in the amount of $33,100 for equipment, software, and
professional services on February 17, 2004.. The purpose of the grant was to allow the 9-1-1
Center to automatically map the latitudinal and longitudinal coordinates provided by the
telephone companies.
Since the acceptance of the grant, the 9-1-1 Center has purchased seven GIS workstations for
each telecommunicator position as well as seven ArcView 9,0 GIS licenses. Those
expenditures have all been reimbursed by the Public Safety Foundation of America, An
address and coordinate plotting tool for ArcView was created by Land Records as a temporary
measure until the final software solution is installed,
The grant originally called for the creation of a custom software program that would take
Automatic Location Identification data from the 9-1-1 Controller and plot it at the appropriate 9-
1-1 telecommunicator position, It was then determined that several vendors already have
software products that fulfill or exceed the grant requirements and offer 24/7 support for mission
critical environments such as the 9-1-1 Center,
Orange County Staff developed an RFP that outlined in detail the County's requirements,
Vendors were asked to list their level of compliance with each specification. The RFP was
advertised and sent to five prospective vendors. Responses were received from four vendors.
Each of the four firms were evaluated based on compliance by a team made of the EMS
Director, Deputy EMS Director, Data Technician and Wireless E9-1-1 Coordinator, All four
firms were invited to demonstrate their software to the evaluation team. Upon completion of the
demonstrations the team ranked the four firms in order of preference (1-4 with 1 being the first
choice) based on the following criteria:
• Daes the GIS Map Display Software System meet all the functional needs of the Orange
County 9-1-1 Center?
• Does it provide a system that will be easy to use?
• How well does the vendor understand the training requirements and haw does the
vendor propose to fulfill them?
• Is the system software suitable far a mission critical environment? Will it be easily
expandable without replacement? Is it from a proven vendor?
• Ability to complete the implementation in a timely manner without major deviations from
necessary requirements.
• Presentation
Sprint was the firm chosen by the team with an average snare of 1.25. The scores of the four
firms ranged from 1,25 to 4.00 (with one being the best possible score). Sprint's proposed use
of CML's VisuaIGIS software suite fulfilled all functional needs identified in the RFP, presented
an easy-to-learn and use interface for 9-1-1 telecommunicators, offered site-configurable
customizations, and 24/7 support, The product also has several options for future expansion
including mass emergency notifications, automatic vehicle locating, and mobile mapping. Sprint
also submitted the proposal with the lowest upfront cost and five year life cycle oast, $43,484.23
and $57,884.23 respectively (see Fig 1).
FINANCIAL IMPACT: $10,000 of the purchase price will be reimbursed by the Public Safety
Foundation of America grant, Any amount over that will come from the Wireless E9-1-1 budget
(therefore having na impact on the County's operating fund). Future annual maintenance will
be paid from the Wireless E9-1-1 budget, The grant requires application for reimbursement no
later than May 28, 2005.
RECOMMENDATION(S): The Manager recommends that the Board award the RFP to Sprint
of Hickory, North Carolina in the amount of $ 43,484,23, and authorize the Purchasing Director
to execute the appropriate paperwork.
Fig 1
AQUISTION COST
INCLUDING FIRST
YEARS
MAINTENANCE
MAINTENANCE
YEARS 2-5
OTAL 5 YEAR COST
SPRINT $43,484.23 $14,400.00 $57,884.23
BELLSOUTH $57,792.00 $16,320.00 $74,112.00
JCH $44,310.96 $32,587.20 $76,898.16
GEOCOMM $55,100.00 $25,600.00 $80,700.00