Orange County NC Website
ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br />Meeting Date: December 10, 2002 <br />Action Agen,~da,~ <br />Item No. _ '~_- <br />SUBJECT• Business System Software Award of Proposal/Contract Approval <br />DEPARTMENT: Purchasing and Central Services <br />PUBLIC HEARING: (Y/N) No <br />ATTACHMENT(S): <br />Contract (Under Separate Cover) <br />INFORMATION CONTACT: <br />Pam Jones (919) 245-2652 <br />Ken Chavious (919) 245-2453 <br />Donna Dean (919) 245-2151 <br />Elaine Holmes (919) 245-2552 <br />Dick Taylor (919) 245-2276 <br />TELEPHONE NUMBERS: <br />Hillsborough 732-8181 <br />Chapel Hill 968-4501 <br />Durham 688-7331 <br />Mebane 336-227-2031 <br />PURPOSE: To consider awarding a proposal and approving a contract for business system software to <br />MUNIS; and authorizing the Finance Director to finance the purchase through an outstanding private <br />placement proposal from CCB, previously approved by the Board for purchase of Landfill equipment. <br />BACKGROUND: In the mid-1970's the Orange County Data Processing Department staff purchased <br />and significantly modified a then state of the art legacy system software program to carry out the <br />business functions for the County. The software recorded data for all financial information for such <br />major areas as the General Ledger, payroll, fixed assets, revenue collections and purchase orders. A <br />system was also developed in-house for Personnel Department data management. These systems <br />were considered effective and efficient and were used by other counties and municipalities in the state. <br />While the systems have been enhanced in some areas, the function remains substantially as written <br />almost three decades ago. Information and functionality needs of the organization and the public have <br />long since outstripped the capabilities of the system. <br />Recognizing the need for updating these legacy systems currently used in managing the County's <br />business information, a process for assessing the need and formulating a plan to address the need was <br />begun by the department heads in Finance, Budget, Personnel, Purchasing and Information Systems in <br />1998. With the guidance of the BOCC-appointed Information Technology Committee, the needs <br />assessment was finalized in 2001 and an IT Consultant hired by the County developed a Request for <br />Proposal. The County received eight responses to the Request for Proposal in February 2002. <br />This significant project continues the IT Plan strategic initiative to replace legacy systems. Other legacy <br />systems replacement projects that the Board of Commissioners has approved and are either recently <br />completed or currently underway include the Register of Deeds Office, Sheriff's Office, Planning and <br />Inspections Department, Board of Elections and Animal Control. <br />