DATE: December 6, 2016
TO: Board of Supervisors
SUBMITTED BY: Paul Dictos, CPA, Assessor-Recorder
Robert Bash, Director of Internal Services/Chief Information Officer
SUBJECT: Agreement with BMI Imaging Systems, Inc.
RECOMMENDED ACTION:
TITLE
1. Make a finding that it is in the best interest of the County to waive the competitive bidding process consistent with Administrative Policy No. 34 for unusual or extraordinary circumstances for hosting services and support for the Assessor-Recorder.
2. Approve and authorize the Chairman to execute an Agreement with BMI Imaging Systems, Inc. for hosting services and support, effective upon execution, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $106,500.00.
REPORT
Approval of the recommended action will allow the Assessor-Recorder's Office to license hosting services and migrate existing proprietary images from County managed servers to BMI Imaging Services, Inc. hosted servers, with no increase in Net County Cost.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended actions, images would continue to be hosted on servers managed by the Internal Services Department (ISD).
SUSPENSION OF COMPETITION/SOLE SOURCE CONTRACT:
The Department requests that your Board waive the competitive bidding process consistent with Administrative Policy No. 34 as the Digit Reel(tm) imaged products are proprietary to BMI Imaging Services, Inc. Additionally, researching estimates and alternative solutions show BMI Imaging Services to be the most cost-effective solution available. Purchasing concurs with the Department's request to waive the competitive bidding process.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended actions. Appropriations for the annual host license fees in the amount of $20,100.00, and an additional $6,000.00 to support the purchase of additional licenses are included...
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