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2 <br />contracts. The RFP was issued, following the Statute that allows for award to be made to the "best <br />overall" proposal; and proposals were received on April 30, 2008. Thirteen potential vendors were sent <br />the RFP, and it was advertised both in the Durham Herald and on the Orange County website. Four <br />vendors responded. <br />Staff thoroughly reviewed and evaluated each proposal and discussed the proposed solution extensively <br />with each of the four responding vendors. The vendors' responses and functional demonstrations were <br />evaluated using the defined functional requirements. On the basis of the analysis of the proposal <br />responses, the Departments of Social Services, Information Technology and Purchasing are <br />recommending the County pursue a solution from Northwoods Consulting Partners, Inc. of Dublin, Ohio. <br />Northwoods currently serves several social services departments in North Carolina and successfully <br />utilizes all the functional requirements. <br />The four firms submitting proposals were: <br />Monarch Information And Technolo ical Services, Inc. Westminster, California <br />Northwoods Dublin, Ohio <br />Parker Lowe Washin ton, North Carolina <br />Visual Data Software Lawrence, Kansas <br />Northwoods anticipates beginning work the first of August, and completing the project by the end of <br />October 2008. The system will consist of software applications designed to interface with existing and <br />developing technologies. It includes a dynamic file management system, including search and retrieve <br />functions. <br />This system will allow the agency to process, file, and store the majority of client materials in a secure <br />database. The user interface will permit staff to efficiently locate client files and share them effectively. <br />Line staff will be able to directly enter information into the system while supervisors and management will <br />be able to check accuracy, view follow-up of work and run various reports detailing client activity and <br />demographics. <br />This project will support the requirements of the Department of Social Services to collect, compile, retain <br />and recall client data and programmatic files in a supportable, sustainable electronic format. The <br />application will improve the current paper-driven process, replace legacy systems, and streamline <br />business practices. It is anticipated to significantly reduce paper, filing space and associated costs. The <br />hardware required to run and support this application includes, but is not limited to, servers, scanners, <br />and other related equipment, and will be purchased from existing funds using the State of North Carolina <br />technology contract pricing. <br />All technologies and applications associated with this contract conform to Orange County Information <br />Technology requirements. <br />FINANCIAL IMPACT: The total cost of the proposed contract including software licenses, <br />implementation, training and consulting services is not to exceed $330,668. It is estimated that the <br />hardware required will cost $40,000, and will be purchased using the State of North Carolina technology <br />contract pricing. Some of the funds for this project will be paid for with State and Federal dollars. <br />Sufficient funds are allocated in the Department of Social Services FY2007-08 budget for the purchase. <br />