TO: Board of Supervisors
FROM: Jon Gjestvang - Chief Information Officer, Information Technology Services
REPORT BY: Julia Bordona - Staff Services Manager
SUBJECT: Budget Amendment for RFP/Bid Solution Software and Implementation
RECOMMENDATION
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Approve a Budget Amendment to increase appropriations in Information Technology Services for the purchase of a new Requests for Proposal Bid Solution Software and related Implementation costs. (Fiscal Impact: $83,165 Expense; General Fund; Not Budgeted; Discretionary)
[4/5 Vote Required]
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BACKGROUND
Napa County issues approximately 200 bid solicitations and Requests for Proposals (RFP) every year. The County's Public Works Department and Health & Human Services Agency issue the majority of these although many other departments may issue them on a less frequent basis. It is estimated that 100 County staff and outside reviewers participate in the bid/RFP management process.
Bid packages are compiled by Public Works and RFPs are compiled by the issuing departments.
Responses are currently received by US mail in hardcopy format with one original and an equal number of copies representing the number of evaluators. These are date/time stamped upon delivery to ensure compliance with the response deadline. The responses are handled by the issuing department in the case of RFPs. Bid packages are handled by the Clerk of the Board. The management and evaluation of responses is a manual process. There is no centralized software used for this process and no centralized document repository aside from the RFP/Bid listing on the County's website at https://www.countyofnapa.org/Bids.aspx.
This process is labor-intensive for County staff and both expensive and inefficient for respondents. There are no electronic controls to ensure compliance with timelines and other procedures.
In March the County Executive Office convened a meeting of individuals who are involved with the management of construction bids, RFPs and relate...
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