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Item C11 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: January 17. 2001 Division: Public Works Bulk Item: Yes 2- No Department Solid Waste Manaoement AGENDA ITEM WORDING: Approval to advertise for bids for a complete computer system for Solid Waste Management for annual assessment and certification. ITEM BACKGROUND: The current Solid Waste computer system for annual assessment and certification has failed and a new system is needed. The new system will be able to create and maintain the annual solid waste assessment roll and provide the certified assessment roll to the Tax Collector's Office. PREVIOUS RELEVANT BOCC ACTION: None. , STAFF RECOMMENDATION: Approval as stated above. TOTAL COST: approx. $600 to advertise BUDGETED: Yes...!... No_ COST CENTER 414-40000-560498 COST TO COUNTY: same as above REVENUE PRODUCING: Yes_ No APPROVED BY: County Atty. L AMOUNT PER MONTH YEAR OMB/Purchasing ..L Risk Management L DIVISION DIRECTOR APPROVAL: D ~ P;L-tA~ I f1.:>{ Dent Pierce, pGbhc Works Director DOCUMENTATION: Included:-L.. To Follow: Not Required: _ DISPOSITION: AGENDA ITEM# 1..( II MONROE COUNTY BOARD OF COUNTY C01\11\lISSIOl\'"ERS I ~~S~MAAY &,& Sfecs ,+w-, ~nt~lt__ -Gootract 'Nith: So 1(& ~0CtS {e IJ"':) tr\.,T. Effective Date:_1 _1_ Expiration Date: 1 1 -8mtraet-Purpose/b>eseriptign; J2 F (; ,{-rr ~c.J.er s V ~ ~ ~ - - - OJH'l.lkA-~ . tAsseSs,,~J u~Af-;LA_h~ Contract Manager: ~e/t0.- ~ fv~ (Name) l.f 900 (Ext.) Pubhc- Wo/ILS (Department) -f-or-Beee-meeting-on, ,I 1 -Agenda Deadtine: 1--1-, , A-.J v er--1is \ ~ CONTPJ.~C'F--COSTS 'Total Dollar Value-of::eoIltract: $ ....- ~OD .1JO Current Year Portion: $ ~~DO .~ Budgeted? Yes V' No_ Account Codes:.!:irL- </0000 - 530 - yq~- ,Grant: $ County Match: $ ADDITIONAL COSTS Iyr For: (eg. maintenance, utilities, janitorial, salaries, etc.) Estimated Ongoing Costs: $ (NOt included in dollar value above) Division Director C-ON !MC'F REVIEW Changes Needed Reviewer Yes No ,-, //) lJ,-IJLllD ( ) () fYh/'j-/.~ (.jet. w~~'" ) (./(~tf~ 1~/JSloe () (/ _~ Date In Date Out., . / L II )1 CL) --- ~anagement ~J..3JCJd ( ) O.M.B.lPurchasing /2-1/3IOb ( L "2JJ1/SLO /PI A'ov bd1S1!]) County Attorney Comments : OMB Form Revised 8/30/95 MCP #2 MONROE COUNTY PUBLIC WORKS CONTRACT SPECIFICATIONS FOR SOLID WASTE MANGEMENT COMPUTER SYSTEM MONROE COUNTY, FLORIDA BOARD OF COUNTY COMMISSIONERS Mayor George Neugent, District 2 Mayor Pro Tern Nora Williams, District 4 Charles "Sonny" McCoy, District 3 Murray E. Nelson, District 5 Dixie M. Spehar, District 1 COUNTY ADMINISTRATOR James L. Roberts CLERK OF THE CIRCUIT COURT Danny L. Kolhage DIRECTOR OF PUBLIC WORKS Dent Pierce December, 2000 PART ONE - GENERAL 1.01 SCOPE OF WORK The Board of County Commissioners of Monroe County, Florida, Solid Waste Management, (hereinafter "SWM" or "County") is interested in a complete Solid Waste Management computer system. This system shall include all hardware, software, accessories, installation, training, and post installation support. The system shall be able to both read and write data to and from the Property Appraiser and Tax Collector. SWM requires a single source supplier for this project who will be responsible for the design, installation, implementation, training, and support. If necessary this system will be installed after regular work hours. 1.02 HARDWARE The computer system/systems must be compliant with current County standards, and must be capable of interfacing with the County network. 1.03 SOFTWARE The software must be able to perform on the County standard platform. The software must be able to operate under a Windows NT operating system. Training must be provided for the application software. 1.04 BIDDER QUALIFICATIONS Bidders must submit their qualifications and experience in providing and installing a Solid Waste Management system. 1.05 COMPLIANCE The proposed system must meet state regulatory agency requirements. Bidders shall be prepared to expeditiously address software modifications necessitated by regulatory agency rule changes. The SWM system shall be required to maintain compliance with regulatory agency requirements throughout the life of the contract. PART TWO - HARDWARE 2.01 GENERAL All computer and computer peripherals must be compliant with the County standards. The equipment must be from a single manufacture and provide on- site hardware maintenance with a four-hour response time for a period of 12 months after installation. The hardware service contract must be administered and managed by the successful bidder. Any problems that occur relating to the operation of the computer system will be directed to and corrected by the successful bidder. The hardware platform proposed by the bidder must be upgradable to increase disk storage and memory. 2.02 TRAINING The successful bidder shall provide on-site training to SWM personnel. The training shall occur immediately after installation and testing. 2.03 INSTALLATION The successful bidder shall deliver and install all equipment at the required site(s) and will have the responsibility of installing the software with the assistance of Monroe County Technical Services Department. PART THREE - SOFTWARE 3.01 SOFTWARE 1. The software must be compatible with current County standards. 2. The software should be able to create and maintain the Solid Waste Assessment Roll for annual assessments. This includes being able to load data from the Property Appraiser's office and comparing it to our existing files. The software will also allow for additions, deletions, and corrections to the database as needed. In addition, the software must be compatible with the Tax Collector's system in order to provide them with the certified assessment roll. 3. The software will have the ability to create reports, graphs, and charts using the County standard office packages. 4. The software will be able to create work orders on properties for verification of unit counts. 5. The software will be able to create letters to the Tax Collector and property owners of changes to the certified roll. 6. The vendor must provide on-site training 7. The vendor must guarantee compliance with all applicable reporting requirements. 8. The vendor must guarantee compliance with all record keeping requirements. 9. The vendor must provide modem and telephone support for a period of 12 months. Vendor will perform all upgrades either on- site or remotely with the assistance of Monroe County Technical Services Department. 10. The system data files should maintain the necessary information to meet all regulatory agency and operational requirements.