HomeMy WebLinkAbout030215_ca02Department of Central Services
O Consent Agenda
Page 1 of 1
Jefferson County
Board of Commissioners
Agenda Request
To: Board of Commissioners
Philip Morley, County Administrator
From: Frank Gifford, Central Services Director
CC: Monte Reinders, Public Works Director
Agenda Date: March 2, 2015
Subject: Fleet, Public Works and Facilities Software
Award of Contract
Statement of Issue:
Recommendation to award contract for fleet- management, public -works and facilities -
management software to Cascade Software Systems, Inc.
Analysis /Strategic Goals /Pros rt Cons:
Fleet Services proposed an RFP for a replacement for its aged fleet - management software,
and the Board issued the Request for Proposals in July. An evaluation team scored responses
to the RFP and selected as finalists the two highest -rated proposals. The evaluation team
examined each finalist's system in operation at a nearby county, viewed a demonstration of
each and voted to recommend award to the highest scoring finalist, Cascade Software
Systems. The RFP issued allowed respondents to offer more comprehensive municipal- services
software, and Cascade proposed software with public works and facilities modules.
Fiscal Impact/Cost Benefit Analysis:
The total cost for the contract over five years is anticipated to be $166,733.97 (split among
Fleet Services, Public Works and Facilities). The estimated five -year cost when this project
was proposed was $65,000 for fleet - management software atone. Pricing here is based on the
contractor's preliminary cost proposal as revised during the RFP evaluation. Following
contract negotiations, a contract with final pricing will be brought to the Board for approval
at a later meeting.
Recommendation:
The Board is asked to sign and return the Recommendation of Award of Contract.
Department Contact:
Matt Stewart, Manager of Fleet Services, 344 -9713
�ept�wed By:
f�
hi lip Mo le ounty Administrator
Date
SLSON p
w °< Department of Central Services
Jefferson County, Washington
HIND
P.O. Box 1200
Port Hadlock, WA 98339
Phone: (360) 385 -0890
Fax: (360) 385 -3408
Date: March 2, 2015
To: Board of Commissioners
From: Frank Gifford, Central Services Director
Subject: Recommendation of Award of Contract
Fleet, Public Works and Facilities Software
• The Request for Proposals was issued by the Board of County Commissioners on July 7,
2014.
• Due notice of the Request for Proposals was given as required by law.
• Five sealed proposals were received and evaluated by the RFP evaluation team,
comprised of three representatives from Fleet Services, one from Information Services,
one from Central Services administration and one from Public Works.
• The RFP evaluation team scored the five responses and selected the two highest- scoring
as finalists for further investigation.
• The RFP evaluation team further invested the two finalists, scored the two finalists and
voted to recommend award to the highest scoring respondent.
The Central Services Department recommends that the Contract be awarded to the respondent
proposing the "Best Value" to the County as defined by the request for proposals:
Cascade Software Systems, Inc., of Eugene, Oregon, for the
estimated amount of $166,733.97, to be revised as necessary
during negotiations between the County and the respondent of the
final scope of work.
David Sullivan Date
Chairman, Board of County Commissioners