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HomeMy WebLinkAbout091-88 Ordinance Amended RECORD OF ORDINANCE5 National Graphics Corp., eOls., o. ~ form No. 2806-A Ordinance No. 91.-::~_8 (Amended) Passed- _ _____________________ _____ __________19 _____._ AN ORDINANCE ACCEPTING THE LOWEST AND BEST BID FOR COMPUTER HARDWARE AND SOFT- WARE FOR POLICE AND COURT APPLICATIONS, AUTHORIZING THE CITY MANAGER AND FINANCE DIRECTOR TO EXECUTE A CONTRACT FOR THE PROCUREMENT OF SAID EQUIPMENT, AND DECLARING AN EMERGENCY WHEREAS, bids were appropriately advertised and received for Computer Hardware and Software for Police and Court applications; and, WHEREAS, it has been recommended to Council that the lowest and best bid is from GTE Telecom Marketing Corporation in the amount of $90,226.00. NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of Ohio, 7 of the elected members concurring: Section 1. That the bid from GTE Telecom Marketing Corporation in the amount of $90,226.00 be, and hereby is, accepted. Section 2. That the City Manager and Finance Director be and hereby are authorized and directed to execute a contract with GTE Telecom Marketing Corporation for the procurement of computer hardware and software pursuant to the bid specifications on file in the Finance Department. Section 3. That this Ordinance be, and the same hereby is, declared to be an emergency measure for the reason that delivery is needed as soon as possible in order to be operational prior to January 1, 1989. There- fore, this Ordinance shall take effect and be in force immediately upon its passage. Passed this 3rd day of October 1988. , Mayor - Presiding Officer Attest: ~t~ f!j tl:ui~ Cferk of Co un il . I hereby certify that co~;e$ of this Ord'ml!1(e/Resolutfon were poste in ~ City of Dublin in a:cordance vith Section 731.25 of the lY.lio Revised Cod, Sponsors: Finance Director JM~o '/no ~~~ Chief of Police , Clerk of Coun~i1, Du lin, Ohio JVll:!;JVlUJ:<ANUUJVl TO: Members of Dublin City Council FROM: Timothy C. Hansley, City Manager SUBJECT: Bid Proposals for Police/Court Computer DATE: September 15, 1988 Please consider the attached Ordinance for a first reading only. The last on-site demonstration is scheduled for 9:00 A.M. Thursday, September 15th. We will need additional time to evaluate the bid proposals and review program applications. It is expected that a selection and complete report will be included in the packet for the meeting on October 3, 1988. ADMINISTRATIVE REPORT TO: Members of Dublin City Council FROM: Timothy C. Hansley, City Manager SUBJECT: Bid Proposals for Police/Court Computer DATE: September 28, 1988 Report initiated by Nan Prushing, Finance Director and Ron Ferrell, Chief of Police. Summary and Action Recommended Sealed bids for software applications and the associated hardware for both police and court operations were opened on Monday, August 8th at 11:00 A.M. Attached is the preliminary tabulation of bids and revised Ordinance No. 91-88 to accept the lowest and best bid. Due to the technical aspects of computer hardware/software configurations, on-site demonstrations were scheduled to help evaluate the proposals received. It is our recommendation that the bid be awarded to GTE in the amount of $90,226.00. Due to the fact that delivery of the equipment is expected to take 30-60 days and that we would like to be fully operational by January 1st, we ask that this Ordinance be adopted on an emergency basis. Issue - Computerization of the Police/Court operations was identified as a specific project in the 1988 Capital Improvement Budqet. This project was initially approved on the 1987 list and was considered a 'carryover' project. The project was further 'delaYE~d ' in 1988 until the selection of a Chief of Police was made in order to allow for additional input from Chief Ferrell. Computerization was expected to streamline the collection, processing and retrieval of data utilized by both departments, and possibly eliminate duplicatE~ record keeping. Data Collection and Analysis Mr. Bill Brenning was hired to analyze the specific Police and Court applications needed, and prepare the necessary specifications for bid proposals. Since both the police and court utilize some of the same general data base, it was determined that it would bE~ desirable to look for an interactive system and therefore bid both applications concurrently. Information processing specific to each department was also reviewed and included in the bid specifications. Analysis/Evaluation of Bids Mr. Brenning was also hired to review the bid proposals for completeness as well as responsiveness to established criteria. Respondents were to indicate if desired applications were currently Administrative Report September 28, 1988 Page 2 available, and, if not, the cost to implement progr~n changes. As such, the preliminary bid cost is not always indicative of the "bottom line" which Mr. Brenning has provided in the attached report. In addition, the "user friendliness" was a prime consideration in the selection of a computer system, which was the basis for on-site visits and demonstrations. These visits have also sE~rved as a good reference source for problems as well. Nine bids were received; however, four of the vendors were immediately rejected as follows: 1) Mentor could not provide software for the court application. 2) LOA could not provide software for the police application . 3) S&H bid a PC configuration requiring many modifications and questionable support. 4) COTT was unable to provide a bid bond. Although the remaining vendors were able to provide interactive software, very few installations actually had both applications installed. Quite often different vendors were chosen for the two applications. We would agree that most of the vendors were stronger in one application over the other; however, our position has been that we want an interactive system to facilitate the transmittal of information between departments. Conclusions GTE is the vendor we recommend as being best able to service both functions. They had the fewest number of 'NO' responses which in addition, were in areas that were not critical to the operation of the programs. The cost to implement these changes was (not to exceed) $3,000.00 which has been included in the award amoun1:. CompuGen Services, Inc. 11260 Bridgeview Dr. NW Pickerington, Ohio 43147 September 27, 1988 Hs. Nanette J. Prushing Finance Director The City of Dublin 6665 Coffman Road Dublin, OR 43017 Dear Hs. Prushing: VIe are pleased to submit this report which summarizes our find- ings regarding data processing alternatives for the City of Dublin. Earlier He prepared a formal Request for Proposal (RFP) which contained general City background information, the planned data processing environment and proposal evaluation criteria. The following organizations responded with a formal proposal: -" Creative Microsystems -.- -'- COTT Computer Services ..' -" GTE Telecom Marketing Corporation -,' ;':: LDA Systems, Inc. .'- Hentor Systems, Inc. ',' :~ NCR Corporation .... New Horld Systems Corporation -,. .... S & H Consulting, Inc. .... * Soft\.,rare Solutions, Inc. September 27, 1988 Page 2 Our next step was to evaluate the responses in order to per- form an objective analysis. The criteria that \vas used in our analysis were items such as the following: Proposal Response - The completeness and responsiveness of the proposal to each area of the RFP including: l. The vendor responses to the detailed software requirements in Section IV. 2. The vendor's ability to provide the City with the source programming code for all applications proposed, this would allow YOll to: a) >lake any future modifications with any supplier that the City may choose and b) Continue operations \dth the ability to make future modifications in the event tile vendor should go out of business. Experience - Proven industry experience by the vendor in successfully completing similar projects and the ability to demonstrate the operational system capabilities. Support - The level of support proposed during conversion, system installation and subsequent ongoing operations. Cost - Total costs for all elements of the system \vhether or not contained in the proposal. Single Source - This would mean to the City that in the event of any problem that may occur fron time to time, that there is only one responsible party to resolve the situation. The responses are summarized in the following appendicies: Appendix Description A General Information B Cost Comparison C Cooparison of Software Requirements September 27, 1988 Page 3 Our next step was to analyze the responses based on a review of Appendix C, and other areas of the RFP in more detail. Appendix C summarizes the requirements specified in the RFP. A " -- " indicates that the vendor's software package satisfies the requirement. A "?-Jail indicates that the vendor's software package does not meet the require:nents. The nu:nber of negative responses to the detailed soft\vare specifications were as follows: ,-- Creative :-1i c r 0 s y stems 18 -" ;~ COTT Computer Services 22 -~ GTE Telecom Marketing Corporation 11 ." ,~ LDA Syste:ns, Inc. 88 ." -- tlentor Systems, Inc. 163 -,' ,-- NCR Corporation 24 -~ -'- New \V 0 rId Systems Corporation 16 -,' ~~ S & H Consulting, Inc. 54 ':~ Software Solutions, Inc. 41 Based on the above analyses it \vas determined that the following organizations should be revieHed in more detail. -~ Creative 1'1 i c r 0 s y s t ems -~ ,,- GTE Telecom ~arketing Corporation ." .~ HCR Corporation .,. ~:~ N e'N T,,f 0 rId Systems Corporation -'- Software Solutions. Inc. -,' September 27, 1983 Page 4 A. Hard\vare Configurations All of the remaining proposals appear to adequately oeet the current needs of the City and each of the vendors appear to have proposed adequate storage to meet projected requirements. All vendors proposed the required number of terminals, PC's and printers. All of the proposed systems were represented as having the ability to handle any expected future gro\vth. B. Soft\vare Creative Microsystems Creative Microsystems designed and programmed the packages \vhich are marketed and installed by their personnel. If software changes occur, Creative l-licro- systems will modify the software and distribute the enhancei:lents to their clients. GTE Telecom Cogebec designed and programmed the packages which are marketed by GTE. The systems would be installed by Cogebec. If soft\vare changes occur, Cogebec will modify the software and distribute the enhancements to their clients. NCR Corporation NCR Corporation designed and programmed the packages which are marketed and installed by their person- nel. If software changes occur, NCR Corporation will oodify the soft\vare and distribute the enhancements to their branch offices and clients. ::>eptember 1. I , 1 ':H:i~ Page 5 New Horld Syster:Js New Horld Systems designed and programmed the packages ,vhich are marketed and installed by New Horld Systems. If software changes occur, New \1orld Systems would make the modifications and distribute them to clients. Soft,vare Solutions Cisco designed and programmed the packages which are marketed by Software Solutions. The packages would be installed by Cisco. If software changes occur, Cisco would make the modifications and distribute them to clients. 1. Source Programr:1ing Code The source programmin3 code is available from all of the above vendors. 2. Programming Considerations Software Solutions, NCR Corporation and GTE provide systems that are programmed in COBOL, the most widely used programming language for computer systems. Creative Nicrosystems provide systeJ1s that are pro- grammed in DATA/BASIC. New Horld provides systems that are programmed in RPG II. 3. Training Considerations New \'Jorld, GTE, Soft\oJare Solutions and NCR proposed training to be held on-site. Creative :'lic ros y stems has proposed training to be held at their offices in Dayton. September 27, 1988 Page 6 C. EDP Personnel Costs Each of the vendors' proposals \Vould represent that current City personnel can operate the computer \dthout having to hire a dedicated computer operator. In addition, the City could experience substantial gro\Vth \Vithout an increase in personnel. D. Total Costs Creative Microsystems $ 63,545 Creative Microsystems $ 68,120 GTE Telecom $ 90,226 ;~CR Corporation $ 98,924 l{e\V \-lorld $ 94,788 Software Solutions $ 82,159 Our next step was to schedule demonstrations of the proposed applications and contact current users. September 27, 1988 Page 7 E. Recommendation After a detailed analysis and careful examination we have concluded the following: it is our recommendation that the City of Dublin enter into a contract with GTE Telecom Marketing Corporation for hardware and soft\vare included in the Request for Proposal. The basis of our recommendation is as follows: The applications proposed are the most interactive of all the submissions. The total cost includes a not to exceed figure to make all negative responses positive. Hhile there are multiple vendors involved, it is a single source offering \-lith GTE being the responsiblE party. Based on all responses, the GTE proposal appears to be the best solution for The City of Dublin. ;le \v ish to express our thanks to you and your staff for the cooperation and assistance pro- vided us during the review. Should you Hish to dis- cuss the above information please do not hesitate to contact us. .. F. \.Ji 11 i a m Brenning Enclosures