12/17/1996 - Laserfiche WebLink

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ALTERNATIVES AND ANALYSIS: The Board has given prior direction to staff to work with the City of Vero Beach in this CAD system project in every way possible. That has been the approach used and representatives from the City have been present when vendors gave presentations to the County and vice versa. Staff is making every effort by taking the recommended approach to protect the County from expending funds unnecessarily. Given information received from the City of Clearwater, Barry Strock was instrumental in negotiating a contract for them which resulted not only in savings up front, but free hardware for several years if Logistic Systems should change the platform used in the CAD system. That aspect of the contract alone could result in a savings of many thousands of dollars to the City of Clearwater. It is—these kinds of issues that have long-term ramifications which demonstrates the need for a person knowledgeable in systems contracting to negotiate the contract on the County's behalf. It is estimated that it will take approximately four weeks for the Consultant to negotiate a contract with Logistics, Inc. Staff from Emergency Services and the Sheriff's Office traveled to the City of Clearwater on December 6, 1996, to review the work of Logistic Systems on site as well as the CAD hardware and software just before it was cut over and became active on December 8, 1996. Staff is even more convinced now that Logistics is the leading CAD technology vendor at this time and it was learned that the cut over on Sunday occurred exceptionally well and the new CAD system hardware and software are now functioning above all expectations of the Clearwater staff. It should be noted that staff from the City of Vero Beach had made a prior visit to the City of Clearwater for the purpose of reviewing the CAD project and the facility. RECOMMENDATION: Staff recommends the Board take the following action: 1. Authorize negotiations with Logistic Systems, Inc, pursuant to CCNA; 2. Approve the Systems Consulting Contract with Barry Strock Consulting, Inc., estimated at $10,000, or less, which includes travel and other costs incurred in carrying out the duties of the contract, with funding from the contingency fund of the 9-1-1 Surcharge budget, to negotiate a contract with Logistic Systems, Inc., for presentation to the Board of County Commissioners for consideration which will include CAD system cost and staff recommended source of funding; and, 3. Authorize staff to work with the staff of the City of Vero Beach to achieve a common CAD system and geofile on a cost sharing basis, to the maximum extent possible, given the needs and unique features each jurisdiction requires. ON MOTION by Commissioner Eggert, SECONDED by Commissioner Ginn, the Board unanimously authorized negotiations with Logistic Systems, Inc. pursuant to CCNA; approved the Systems Consulting Contract with Barry Strock Consulting, Inc. with the conditions recommended by staff; and authorized staff to work with the staff of the City of Vero Beach to achieve a common CAD system and geofile on a cost-sharing basis, as recommended by staff. CONTRACT IS ON FILE IN THE OFFICE OF THE CLERK TO THE BOARD DECEMBER 17, 1996 104