THE PURCHASING DIVISION AND THE EVALUATION COMMITTEE RECOMMEND APPROVAL OF THE ABOVE MOTION.
The procurement was solicited to engage the services of a qualified firm to obtain software, hardware and services, for the replacement of Records, Taxes and Treasury Division's existing physical records management system. The new system will track the lifecycle of physical records at the County’s Records Center. There will be data conversion and migration of the existing physical records. As part of the implementation of the new system, the County will provide additional hardware, such as printers, barcode printers, scanners and barcode scanners.
On June 6, 2017 (Item No. 68), the Board approved the Request for Proposals (RFP) No. RFP R2114547P1 Physical Records Management Software System. At the time of the RFP advertising deadline, 5:00 p.m. on August 10, 2017, four submittals were received in response to this RFP.
On November 17, 2017, an Initial Evaluation Meeting was held. The Evaluation Committee determined that two of the firms, Feith Systems and Software, Inc. (Feith) and Spacesaver Systems Inc. DBA Infolinx System Solutions (Infolinx), were responsive to the RFP requirements, and two firms, Computer Consultants International, Inc. and O’Neil Software, Inc., were determined non-responsive. The Evaluation Committee further determined, with respect to responsibility, that two firms, Feith and Infolinx, met the responsibility requirements of the RFP.
On December 5 and 6, 2017, Demonstration Meetings were held with Feith and Infolinx, respectively. On these dates, the project manager and technical review team observed Feith and Infolinx demonstrating its software against certain tasks related to the RFP's scope of services. As a result of these Demonstration Meetings, a Vendor Demonstration Fact-Finding Report and Matrix was provided to the Evaluation Committee.
On January 16, 2018, a Final Evaluation Meeting was held. After presentations, evaluation and scoring, the Evaluation Committee named Feith as the first-ranked firm (Exhibit 1).
The Evaluation Committee's proposed recommendation of ranking was posted on the Purchasing Division website from January 19, 2018 through January 23, 2018, which provided an opportunity for any proposer or interested party to present any new or additional information regarding the responsibility of the proposers. There was no additional information submitted within this timeframe.
The Evaluation Committee's final recommendation of ranking was posted on the Purchasing Division website from January 24, 2018 through January 30, 2018, which provided an opportunity for any aggrieved proposer to file a formal protest. There was no protest filed within this timeframe.
Additional supporting documentation provided to the Evaluation Committee regarding this procurement can be found on Broward County’s Purchasing Division website at
http://www.broward.org/Purchasing/Pages/Repository.aspx
The Evaluation Committee consisted of:
Mark Roberts, Purchasing Agent, Purchasing Division, Finance and Administrative Services Department (Chair and Non-Voting Member)
Thomas Kennedy, Director, Records, Taxes and Treasury Division, Finance and Administrative Services Department
Angela Scott, Information Systems Administrator, Aviation Department
Carlos Alvarado, Information Systems Administrator, Enterprise Technology Services Division, Finance and Administrative Services Department