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ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br />Meeting Date: January 18, 2000 <br />Action Agenda <br />Item No. _ R_h <br />SUBJECT: Bid Award - Network Imaging System for Health Department <br />DEPARTMENT: Purchasing/Health <br />PUBLIC HEARING: (YIN) C <br />ATTACHMENT(S): INFORMATION CONTACT: <br />Tabulation Pam Jones, ext 2650 <br />Rosemary Summers, ext 2411 <br />TELEPHONE NUMBERS: <br />Hillsborough 732-8181 <br />Chapel Hill 968-4501 <br />Durham 688-7331 <br />Mebane 227-2031 <br />PURPOSE: To consider awarding a bid for a Network Imaging System for the Health <br />Department. <br />BACKGROUND:. Funds have been allocated in the 1999-2000 CIP budget for the purchase of <br />a Network Imaging System. The Health Department presently has a large number of paper <br />documents which include inactive medical records that take up a lot of valuable space and are <br />extremely difficult to access. Converting the documents to digital images is the best solution for <br />addressing the problem. A turnkey imaging system will allow the Health Department to convert <br />records to digital images by scanning and storing the document on CD-Roms. This will greatly <br />reduce storage space needs and facilitate easier access to records. Further, by networking the <br />system and utilizing a jukebox, all Health staff connected to the server will be able to access <br />and print the digital documents. <br />Purchasing, Health, and Information Systems staff developed specifications for a turnkey (one <br />vendor) solution to best meet the Health Department's needs. The specifications were divided <br />into three sections: Software for scanning, indexing and retrieval; Hardware which included two <br />PC's, a server, a jukebox and a scanner; and System integration which includes installation, <br />testing the connections of the new hardware and software to existing equipment, and ongoing <br />system training and support. <br />The bid was advertised and sent out to eight prospective bidders. Two vendors responded, 'a <br />tabulation is attached. Staff recommends award to Ikon Office Solutions of Greensboro, NC at <br />a turnkey cost of $39,689.00. Lason's bid is lower, however a review of their references revealed <br />they maintain no sites that operate on the specific software they proposed. The primary use of <br />this installation will be the management of extremely sensitive medical records. The critical