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HomeMy WebLinkAbout1997-42 Exempt Competitive BidRESOLUTION NO. 97- Z/Z~_~ _ BEFORE THE CITY OF ASHLAND LOCAL CONTRACT REVIEW BOARD RESOLUTION EXEMPTING FROM COMPETITIVE BIDDING THE SELECTION OF A FINANCIAL SOFTWARE SYSTEM FOR THE DEPARTMENT OF FINANCE AND A RECORDS SOFTWARE PROGRAM FOR THE POLICE DEPARTMENT LCRB RESOLUTION Recitals: A. AMC § 2.50.030.B permits the Ashland City Council sitting as the Local Contract Review Board to exempt contracts from competitive bidding if it finds: 1. The lack of bids will not result in favoritism or substantially diminish competition in awarding the contract; and 2. The exemption will result in substantial cost savings. B. This ordinance provides that in making such findings, the Board may consider the type, cost, amount of the contract, number of persons available to bid, and such other factors as the Board may deem appropriate. Where appropriate, the Board shall direct the use of alternate contracting and purchasing practices that take account of market realities and modern or innovative contracting and purchasing methods, which are also consistent with the public policy of encouraging competition. C. In order to exempt a public contract from competitive bidding, the Board shall adopt written findings that support the awarding of a particular public contract or a class of public contracts without competitive bidding. The findings must show that the exemption of a contract or class of contracts complies with the requirements of AMC § 2.50.030.B. The Board adopts the information contained in the memorandum from Barb Brown, administrative secretary, Ashland Police Department, to the Mayor and City Council dated November 26, 1997, and the memorandum from Jill Turner, finance director, to the Mayor and Council dated November 24, 1997, as findings justifying the exemption. The Board finds that these exemptions will not result in favoritism or substantially diminish competition in awarding the contracts and the exemptions will result in substantial cost savings. The Board resolves that these exemptions be granted as follows: SELECTION OF A FINANCIAL SOFTWARE SYSTEM FOR THE DEPARTMENT OF FINANCE. This contract is exempted from competitive bidding. Responses to the Request For Information will be used as a basis to invite three to four vendors PAGE 1-LCRB EXEMPTION to demonstrate their software programs. Vendor software demonstrations, background checks, and price evaluations will be the basis for the selection. SELECTION OF A RECORDS SOFTWARE PROGRAM FOR THE POLICE DEPARTMENT. This contract is exempted from competitive bidding. Vendors already identified through the process outlined on the attached memorandum as well as additional vendors who have shown an interest since that process will be requested to provide demonstrations. The selection process will follow the steps outlined in the attached memorandum. Cost shall be a evaluated as a factor but shall not be the sole determining factor in the purchasing of this software. This resolution was read by title only in accordance with Ashland Municipal Code §2.04.090 duly PASSED and ADOPTED this ~' day of December, 1997. Barbara Christensen, City Recorder SIGNED and APPROVED this day of ~1997. Catherine M. Golden, Mayor a~uV~.~,iewed as ;~o forr~: aul Note, City Attorney PAGE 2-LCRB EXEMPTION {p:ord\lcrb.n97} ASHLAND POLICE DEPARTMENT MEMORANDUM November 26, 1997 TO: Mayor and City Council FROM: Barb Brown RE: RFP Process It is my understanding that the Finance Department is submitting a request to Council to waive the normal RFP process for purchase of computer equipment for accounting. Because of the circumstances listed below regarding the purchase of a records system software package for APD, we would also like to be included in that request. Background In 1991 the City of Ashland joined a county-wide committee project interested in formulating a formal RFP for the proposed county-wide CAD/RMS (Computer Aided Dispatch/Records Management System) package that would be utilized by all participating agencies. The process was guided by a hired consultant, Mr. Glenn Marin of Schema Systems out of California. June, 1995 an RFP was distributed to interested vendors. (documentation attached). Proposals were received, reviewed by the committee members and demonstrations were held and evaluated. Additionally, on site visits were made to evaluate the systems in operation. This process, from beginning to and through the evaluation process took 5 years. Just as the committee was selecting a finalist, the Flood of '97 struck the City. As a result of the flood impact upon the City in conjunction with concerns over the impact of Measure 47, the City withdrew from the County CAD project. At the time of withdrawal the Police Department was directed to continue an independent search for a records program (and ultimately CAD) with the understanding that it would mesh with the product ultimately purchased by the CAD Committee (Medford and Jackson County). At this time, having been through the 5 year long process, a need to go back out to RPF would unnecessarily delay the procurement of a records program and encumber the Police Department's collection of vital statistical information often requested by various departments. RECOMMENDATION: I would like to request that Council waive the requirement for RFP process with respect to selection of a Records Software Program. We have identified through the above mentioned process vendors interested in supplying our needs as well as additional vendors who have come forward since that process was established. If waived, we will proceed with vendor demonstrations and complete the selection process. INVITATION TO PARTICIPATE IN REQUEST FOR PROPOSAL FOR A COMPUTER AIDED DISPATCH SYSTEM, RECORDS MANAGEMENT SYSTEM AND JAIL INFORMATION & MANAGEMENT SYSTEM REQUEST FOR PROPOSAL N0.5-6-006IS INVITATION TO PARTICIPATE Sealed proposals for a computer aided dispatch system, records management system and jail information and management system serving the public safety agencies of Jackson County, Oregon, will be received by the City of Medford, Oregon, by Kathy Ameral, Purchasing Agent, City of Medford, 411 W. 8th Street, Room 253, City Hall, Medford, Oregon 97501, until 2:00 p.m. local time, on OCTOBER 5, 1995. A mandatory proposer's conference is scheduled for AUGUST 7, 1995, AT 2:00 p.m. in the City of Medford Council Chambers. The proposer's conference must be attended in order to be considered for this proposal offering. As soon thereafter as possible, the bids will be opened publicly. DESCRIPTION: Provide a computer aided dispatch system, records management system and jail information and management system serving the public safety agencies of Jackson County, Oregon. A set of proposal documents may be obtained from the PURCHASING OFFICE, City of Medford, 411 West 8th, Room 253, Medford, Oregon 97501. Or by calling (503) 770-4492. The Owner may reject any proposal not in compliance with all prescribed bidding procedures and requirements, and may reject for good cause, any or all proposals upon a finding it is in the public interest to do so. The City also reserves the right to waive any informalities in any proposal and to delete certain items listed in the bid as set forth therein. Proposals received after the time established for receiving proposals will not be considered. Proposers on this work must comply with Federal Construction Labor Standards and with all other applicable federal governmental requirements including, but not limited to equal employment opportunity actions as specified. State of Oregon BOLI Wage Rates (current prevailing wage) are required for this project. The City of Medford programs, services and activities are open to all persons without regard to race, sex, age, handicap, religion, ethnic background or national origin. For further information about this equal opportunity policy, contact the Personnel Department in the City of Medford, 770-4439. This project contains no asbestos abatement work and the contractor and the subcontractors are not required to be licensed by the Department of Environmental Quality. CITY OF MEDFORD, OREGON ~ur~as i~'g~lAgent November 24, 1997 Mayor & Council Jill Turner, Finance Director Financial Software Process BACKGROUND: Part of the Finance Department's strategic plan was to develop a process to select a Financial Information System. December 1996, the committee sent out a Request for Information to thirty-four software vendors who specialize in Governmental or Fund Accounting programs. Responses were received from seven. This information was used to develop a software budget for 97-98. In reviewing the information that was su~tted by the vendors, it became obvious that the best way to select a financial software package is not through a formal bid process. Cities around the United States are learning that the formal process does not necessarily result in the best solution at the best price. S~me very qualified software vendors are electing not to respond to the RFP process due to the high cost and t/me involved. Due to rapid changes in technology, cities are having a hard time evaluating software systems without a live demonstration of the products to compare. RECOMMENDATION: I request that the formal bid process be waived for a Financial Software System. The responses to the Request For Information will be used as a basis to invite three to four vendors to demonstrate their software programs. Representatives from all departments will be invited to take part in the demonstration process. Vendor software demonstrations, background checks and price evaluations will be the basis for the selection.