HomeMy WebLinkAboutAgenda - 01-18-2001-8r
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: January 18, 2001
Action Agen a
Item No.
SUBJECT: Bid Award: Video Arraignment System for Orange County Jail & Courthouse
DEPARTMENT: Purchasing and PUBLIC HEARING: (Y/N) No
Sheriff
ATTACHMENT(S): INFORMATION CONTACT:
Pam Jones, 245-2652
Bid Tabulation Sheriff Pendergrass, 245-2900 _
TELEPHONE NUMBERS:
Hillsborough 732-8181.
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider awarding a bid for a Video Arraignment System for Orange County Jail
and Courthouse.
BACKGROUND: Presently when inmates make their first appearance before a judge, they are
escorted to and from the courthouse by jail staff. It is estimated that about one hundred and
twenty inmates per month are brought before a judge for their first appearance. This procedure
provides public exposure that reduces safety for the inmate, jail staff and the public. Further it
creates a great demand on jail staff time. It is estimated to take between sixty and ninety
minutes per inmate for a first appearance. A way to increase safety and reduce the strain on
staff time is to implement a Video Arraignment System. While eliminating public exposure it is
also anticipated that it will decrease staff time per first appearance to between ten and fifteen
minutes per inmate.
The Video Arraignment System will consist of three cameras mounted in the Courtroom (Judge,
District Attorney, and Defense Attorney), a 27" monitor for the District Attorney, Defense
Attorney, and courtroom as well as a smaller monitor for the Judge. Also, there will be a monitor
and camera securely mounted in the visitation area of the jail. There will also be a control panel
placed on the Judge's bench that will allow the judge to control microphones, volume, and the
screen configuration at both sites. The two sites will be connected via telephone cable pairs
owned by the County. The system bidded must meet all state and federal regulations.
Specifications were developed by staff that were designed to address Orange County's needs.
Proposals were sent to three prospective vendors. The bid was advertised in the paper as well
on the County's Internet Site. A pre bid conference was held and attended by two vendors.
Two bidders responded to the bid call. Bids were evaluated by staff. The Selectrocom
Corporation of Greensboro North Carolina submitted the lowest responsible bid that was
responsive at a cost delivered, installed and tested of $29,990.00.
Although there is a wide variance in cost between the two bids received ($29,990.00 versus
$68,002.88) staff is confident that Selectrocom is the best solution for the County's needs. This
is based on the fact that:
• Specifications developed by staff allowed vendors some latitude as they approached a
solution to our needs.
• Both bidders attended a pre-bid conference where many issues were discussed.
• Both bidders met specifications.
• The successful bidder must meet all State and Federal rules and regulations pertaining
to Video Arraignment Systems.
• Staff contacted references in both Alamance and Randolph Counties in regards to
Video Arraignment Systems installed by Selectrocom. Both highly recommended
Selectrocom.
• Central Telephone Company has several Video Conferencing applications, however
they have no Video Arraignment installations at the present time.
FINANCIAL IMPACT: Total cost of this action, if approved by the Board, would be $29,990.00
plus an estimated $5,000.00 for cabinetry and minor renovations. Separate informal quotes will
be solicited for the cabinet and renovations. Sufficient funds are available in the Sheriffs Drug
Forfeiture Fund to cover this project.
RECOMMENDATION(S): The Manager recommends that the Board award the bid to The
Selectrocom Corporation of Greensboro, North Carolina in the amount of $29,990.00; and-
authorize the Purchasing Director to execute the necessary paperwork.
BID TABULATION
BID # 1214
BID FOR: Video Arraignment System
CLOSING DATE: 12-21-200
CLOSING TIME: 11:00 AM
BID AWARDED TO:
BID PRICE:
BUDGETED AMOUNT:
VENDOR ADD #1 ADD #2 TOTAL BID DELIVERED AND
INSTALLED
THE SELECTROM CORPORATION YES YES $29,990.00
CAROLINA TELEPHONE &
TELEGRAPH COMPANY YES YES $68,002.88