Agenda - 12-11-2007-4e - Laserfiche WebLink

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potentially complex contracts. The RFP was issued following this Statute that allows for award to be made to the "best overall" proposal. Thirteen potential vendors were sent the RFP and it was advertised both in the Durham Herald and on the County website. From the RFP, three vendors responded. The stakeholder departments and Purchasing met extensively with each of the three responding vendors. The vendors' responses and functional demonstrations were evaluated against the functional requirements. On the basis of the analysis of the responses, the departments of Tax Assessor, Revenue and Information Technology are recommending the County pursue a solution which uses Patriot Systems' of Boston, Massachusetts AssessPro product and the North Carolina Association of County Commissioners' (NCACC) North Carolina Property Tax System (NCPTS) product, administered by IIS of Durham, North Carolina. These two software applications together represent a solution that is the lowest risk, highest benefit among the various responses received and best overall solution for Orange County. Because of the broad scope, cost and complexity of implementing a new Land Records and Taxation system, the departments of the Tax Assessor, Revenue, Purchasing and Information Technologies seek approval to begin detailed contractual negotiations with the two vendors. Further, the stakeholder departments request to contract a dedicated project manager and to reserve the option of contracting with a legal consultant specializing in technology contracts. The project manager's role will be to track the myriad project details, coordinate resources and schedules, while ensuring project management principles used in previous IT projects, including the Munis project, are followed. The County Attorney's Office is prepared to provide an initial level of review in upcoming negotiations, but since contracting for information technologies is notoriously complex with high risk factors, and critical deadlines have been defined for optimal project launch, staff supports the option to retain outside counsel as may be required. The legal consultant, as under the County Attorney, would ensure the contractual obligations of the vendors are clearly delineated and legally enforceable. If this option is exercised, staff would contract for the specialized legal services in consultation with the County Attorney's Office. The Information Technology Advisory Committee has discussed and will continue to discuss the PIMS project. The Committee recently received a status report with the recommendation of a dedicated project manager and specialized legal counsel. The members of the committee in attendance concurred with these needs in order to proceed with the project. Further details and costs of implementing the Property Information Management System will be determined on the basis of the negotiations and submitted for Board approval at a future date. FINANCIAL IMPACT: There is no financial impact for the authorization to begin negotiations. The contract Project Manager is estimated to cost $200,000 for two years ($100,000 per year). A contracted legal consultant is estimated to cost $50,000 for consultation services. Specific costs for these services and further costs for implementing the Property Information Management System will be delineated and submitted for approval in future Board presentations. Funding for these elements of PIMS implementation will be part of the overall project costs and included in the planned financing (as outlined in the 2008-18 proposed Capital Investment Plan (CIP). RECOMMENDATION(S): The Manager recommends that the Board authorize the following actions by Staff to advance the contract approval phase for a new Property Information Management System: