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Contract - Record Management System
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INFORMATION CONTACT:
Jon Williams, Fire Marshal’s Office, Fire Marshal, 704-296-4296
ACTION REQUESTED:
Authorize the County Manager to 1) negotiate and execute an agreement substantially consistent with this agenda item, 2) exercise any renewal or extension term options set forth in the Agreement, and 3) terminate the Agreement if deemed in the best interest of the County, each in the County Manager's discretion.
PRIOR BOARD ACTIONS:
None.
BACKGROUND:
We currently utilize the records management system known as Emergency Reporting (ER). ER was bought out by ESO Solutions, Inc. and they are sunsetting the ER platform.
The Procurement Department partnered with the Fire Marshal’s Office to issue Request for Proposal 2024-087 Record Management System. On June 19, 2024, seven proposals were received and reviewed by an evaluation team in accordance with applicable evaluation criteria for this project. As a result, the team requests approval to enter into a contract with the top scoring/ranked preferred offeror, ESO Solutions Inc., to provide Records Management System services. This contract has an initial term of three years with two, one-year renewal options at the sole discretion of the County and is subject to annual budget appropriation.
FINANCIAL IMPACT:
The anticipated first year cost for this service is $118,095.00. Since the contract contains an initial term of three years with an option for two one-year renewals, with an annual five percent increase in cost, a total of $652,550 is estimated to be spent. Funding is available in the adopted FY2025 budget with future expenditures subject to annual budget appropriation.