Agenda - 05-19-2015 - 7b - Laserfiche WebLink

Browse Search

K articulating requirements, evaluating proposals and vendor demonstrations, and conducting post -demo follow -up to prepare for contract negotiations. • Meetings with partner jurisdictions regarding the objectives and process to gain feedback and additional insight. • Exacting project definition and requirements analysis detailed in RFP 5202 released August, 2014. (See Electronic Attachment: Orange County NC LMCPS RFP 5202 with Appendices - http..11 ww.orangecountync. ov /150519 7b 2.p • Careful evaluation of proposals received in September, 2014, with the outcome of a short -list of two vendors for further evaluation. • Detailed Proof -of- Concept (POC) scenarios including workflows, sample screens and reports, which were provided to the short- listed vendors in November 2014. • Two 2 -day vendor demonstrations in December 2014, attended by over 40 reviewers, including staff from 7 departments (Planning & Inspections, Health, Information Technologies, Tax Administration, Finance /Purchasing, Emergency Services, Solid Waste), home builders, and representatives from the Towns of Hillsborough and Carrboro. Over 250 evaluation feedback forms were collected from the 12 demo sessions for each vendor. • Contact with over 30 general and peer references in 13 jurisdictions between December 2014 and April 2015. • Technical and cost follow -up calls and on -line functionality demos with the vendors for further clarification. • A summary decision matrix quantifying the results of the evaluation. (See Attached: LMCPS RFP 5202 Sample Decision Matrix) By this process and for these reasons, Energov, a product of Tyler Technologies, is the recommended solution. Energov scored highest on the majority of the most heavily- weighted criteria: • process workflow; • mobile inspections; • parcel management and GIS integration; • system navigation and ease of use; • company positioned to take advantage of upcoming technologies; • company prospects going forward; • vendor responsiveness, e.g., understanding of objectives • and expectation of future support. FINANCIAL IMPACT: The following is the summary of budget impacts, and estimated contract and yearly operating costs. The software licensing, hardware, implementation, first year maintenance and support costs are not to exceed $1,300,000 with recurring maintenance and support costs not to exceed $100,000 per year in years two through five. Funding for this project is one component of the Final Financing Resolution agenda item being considered at tonight's meeting. RECOMMENDATION(S): The Manager recommends the Board of Commissioners authorize the Manager to execute the contract with Tyler Technologies and any amendments thereto for a County- hosted, vendor implemented system subject final review by the County Attorney.