HomeMy WebLinkAboutAgenda - 08-15-2000-8lORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: August 15, 200q
Action Agenda
Item No. 8-1
SUBJECT: Contract Award -Piggy Back of an RFP for Sheriffs Records Management/Jail
Management Software
DEPARTMENT: Purchasing, Sheriff, ~ PUBLIC HEARING: (Y/N) No
Information Systems
ATTACHMENT(S): INFORMATION CONTACT:
Pam Jones, 245-2652
None Sheriff Pendergrass, 245-2909
Dick Taylor, 245-2276
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 9G8-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider awarding a contract for the purchase of Sheriffs Records
Management/Jail Management Software.
BACKGROUND: The Sheriffs Department is in need of a new Records Management System.
A system was sought that would automate both records management and the Jail and also
provide standardized reports to the State and statistical data to the county. The functions of the
software that. would be acquired includes, but is not limited to;
• Master name index
• Arrests
• North Carolina Incident Based Reporting
• NC Pistol Permits
• NC Concealed Cany Weapons Module
• Civil matters
• Calls for service
• Property ~ Evidence Management
• On-Line Booking (intake)
• Mugshots
• Employee management (education, training, contact information, etc.)
A review of available systems revealed that Open Software Solutions, Inc. (OSSI) of
Greensboro, North Carolina provided the best solution. References for OSSI were checked and
several site visits were made to local jurisdictions who presently operate OSSI software. OSSI
also presented a thorough demonstration to staff.
Under certain circumstances, North Carolina General Statute 143-129 allows local governments
to make purchases without a separate bidding procedure. This type of acquisition can be made
from any contractor that has, within the past 12 months, contracted to furnish the item to:
(1) the federal government or any federal agency;
(2) the state of North Carolina or any agency or political subdivision of the state; or
(3) any other state or agency or political subdivision of that state, if the contractor is willing
to extend the same or more favorable price and other terms to the local government.
This process is called "Piggy-Backing" a bid.
Staff proposes to "piggy back" on the City of Boca Raton, Florida's bid for Records
Management/ Jail Management Software which was awarded to Open Software Solutions, Inc.
on August 28, 1999. Orange County would obtain the software at a cost of $157,600.00.
Pursuant to the statute, Orange County advertised its intentions ten (10) days before this
meeting. Orange County must award the "piggy back" of this RFP prior to August 28, 2000 in
order to obtain this pricing.
This software solution will be presented to the IT Committee on August 22, 2000 for their final
approval.
FINANCIAL IMPACT: The total cost of the software is $157,600. In addition it is anticipated
that the County will spend an additional $17,650 for related hardware, bringing the total cost to
$175,250. The County's Information Technology Capital Project Ordinance approved by
the Board in June 2000 provides for the purchase of the software.
During last fiscal year, the Sheriff s Department received unanticipated revenues of
approximately $208,000 from the State for housing inmates. The Board approved using these
revenues for two long-range capital initiatives directly benefiting the Sheriff sDepartment -
construction of the planned Firearms Training Facility ($125,000) and purchase of this software
($116,000). Costs beyond $116,000 are funded with the County's portion of the one-half cent
sales tax. No further action regarding the Information Technology Capital Project
Ordinance is needed by the Board.
RECOMMENDATION(S): The Manager recommends that the Board:
• award the contract to Open Software Solutions, Inc. of Greensboro, North Carolina in the
amount of $157,600.00, contingent upon final IT Committee approval,
• approve the contract contingent upon Attorney and Staff review; and authorize the Chair to
sign on behalf of the Board.