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Award of Contract to Systems and Software, Inc., a Division of N. Harris Computer Corporation for Utilities Department Billing Software (Contract No. 22-R00067/PH; Amount: $1,690,806.00)
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BRIEF OVERVIEW
The Procurement Department issued Request for Proposals (RFP) No. 22-R00067/PH on February 2, 2022, at the request of the Hernando County Utilities Department, to obtain proposals from qualified firms to provide Utility Billing Software for managing customer accounts, billing, financial, delinquency management, meter reading and inventory, service order management, and reporting.
Procurement Department staff placed the legal advertisement in the Tampa Bay Times and on the BidNet Direct website on February 2, 2022. The RFP was sent to one hundred sixty (160) vendors from the website. On March 2, 2022, eleven (11) submissions were received from the following firms in alphabetical order:
• Advanced Utility Systems
• Cogsdale
• Cayenta
• Enterprise Solutions Consulting, LLC
• Link Computer Corporation
• Northstar Utilities Solutions
• Origin Consulting, LLC
• Springbrook
• Systems & Software, Inc.
• Util360
• VertexOne
A Selection Committee met on May 4, 2022, to evaluate firms. During this meeting four (4) firms were disqualified and of the remaining seven (7) firms, four (4) firms were invited for initial oral presentations. On September 20 and September 21, 2022, the Selection Committee met to evaluate the initial oral presentations, prepare a ranking, and requested two (2) firms provide a second oral presentation.
On April 13, 2023, the Selection Committee met to evaluate the second oral presentations, complete the ranking, and recommend a shortlist of two (2) firms. Staff entered into negotiations with Systems & Software, Inc., and negotiations have been successfully completed.
The shortlisted firms were ranked in order as follows.
1. Systems & Software, Inc. 90.04
2. Cayenta 87.68
The Selection Committee consisted of a Utilities Business Manager, Application Developer, Network Systems Administrator, and Financial Services Proprietary Fund Accountant.
FINANCIAL IMPACT
Funds are available in the following account:
Fund: 4111 - Hernando County Utilities, Department: 07098 - HCUD Billing, Account: 5606801 - Capitalized Software in the amount of $845,403.00.
LEGAL NOTE
In accordance with Part II, Chapter 2, Article V of the Hernando County Code of Ordinances.
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RECOMMENDATION
It is recommended the Board approve the award of Contract No. 22-R00067 for utility billing software to Systems & Software, Inc., for a five (5) year term, with five (5) additional one (1) year unilateral renewal options.
It is further recommended the Board authorize the Chief Procurement Officer to renew the contract with the pricing terms set forth in the contract.