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File #: 17-0023    Version: 0 Name: Award RFP # TS-16-03 "Fire Department Records Management System"
Type: Bid Status: Passed
File created: 1/19/2017 In control: City Commission
On agenda: 2/1/2017 Final action: 2/1/2017
Title: MOTION TO APPROVE THE FINDINGS AND RECOMMENDATION OF THE EVALUATION COMMITTEE AND TO AWARD RFP # TS-16-03 "FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM" TO XEROX GOVERNMENT SYSTEMS (FIREHOUSE SOFTWARE) IN THE INITIAL AMOUNT OF $156,715, AND TO DIRECT THE CITY MANAGER TO NEGOTIATE A CONTRACT FOR SERVICES.
Attachments: 1. 1. Meeting Minutes and Score Summary - Evaluation Committee Meeting (2017-01-17), 2. 2. TS-16-03 - Bid Tabulation, 3. 3. Submittal from Xerox Government Systems/Firehouse Software (Redacted), 4. 4. Firehouse Software Pricing Quote for Year 1, 5. 5. Firehouse Software Pricing Quote for Annual Service in Year 2 and beyond, 6. 6. TS-16-03 - Fire Department Records Management System
Title
MOTION TO APPROVE THE FINDINGS AND RECOMMENDATION OF THE EVALUATION COMMITTEE AND TO AWARD RFP # TS-16-03 "FIRE DEPARTMENT RECORDS MANAGEMENT SYSTEM" TO XEROX GOVERNMENT SYSTEMS (FIREHOUSE SOFTWARE) IN THE INITIAL AMOUNT OF $156,715, AND TO DIRECT THE CITY MANAGER TO NEGOTIATE A CONTRACT FOR SERVICES.

Summary Explanation and Background

SUMMARY EXPLANATION AND BACKGROUND:
1. On August 3, 2016, the City Commission ratified the City Manager's approval to reject all proposals for RFP # TS-16-02 "Fire Department Records Management System" and authorize the re-advertisement of the solicitation as RFP # TS-16-03 "Fire Department Records Management System", which advertised on July 12, 2016.

2. On August 23, 2016, the City opened three (3) proposals from the following vendors:

Xerox Government Systems ZOLL Data ImageTrend,
(FIREHOUSE Software) Systems, Inc. Inc.
Initial Cost $156,715.00 $90,474.00 $194,945.00
Annual Fees $51,700.00 $49,674.00 $49,195.00

3. On January 17, 2017, the City convened an evaluation committee to evaluate the qualifications of the proposers based on the weighted criteria provided for in the RFP documents and listed below:

- Vendor Profile (10%)
- Firm's Understanding and Approach to the Work (5%)
- Previous Experience (15%)
- Implementation Plan, Scheduling and Cost Control (15%)
- Financial Capability (10%)
- Project Cost (10%)
- Local Vendor Preference/Veteran Owned Small Business Preference (5%)
- Functional Requirements (10%)
- Technical Requirements (10%)
- Implementation, Training, and Support (10%)

4. At the January 17, 2017 meeting, the evaluation committee ranked the vendors as shown below:

Rank Vendor Name
|109|Xerox Government Systems (FIREHOUSE Software)
|109|ZOLL Data Systems, Inc.
|109|ImageTrend, Inc.

5. Based on the scoring results, th...

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