Agenda - 12-10-2002-8f - Laserfiche WebLink

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