HomeMy WebLinkAbout10-43FEBRUARY 9, 2010 10 -43 RESOLUTION
(CARRIED 6 -0 LOST LAID OVER WITHDRAWN )
PURPOSE: WAIVE BIDS & AUTHORIZE PURCHASE OF CEMETERY
MAPPING SOFTWARE FROM RAMAKER AND ASSOCIATES
INC. ($44,670.00)
INITIATED BY: PURCHASING DEPARTMENT
WHEREAS, Riverside Cemetery's 1992 cemetery mapping and management
software cannot be updated to be compatible with mapping software currently used by
other City departments; and
WHEREAS, standardizing to mapping software utilized by other City departments
would allow for internal staff support and future growth for the Riverside Cemetery system
to provide for genealogical research of the City's data; and
WHEREAS, the product supplied by Ramaker and Associates, Inc. meets the
requirements for the standardized cemetery mapping software and it is therefore
necessary to waive bids pursuant to section 12 -10(D) of the Oshkosh Municipal Code.
NOW, THEREFORE, BE IT RESOLVED by the Common Council of the City of
Oshkosh that the proper City officials are hereby authorized and directed to waive bids and
to purchase cemetery mapping and management software from:
Ramaker and Associates Inc.
1120 Dallas Street
Sauk City, WI 53583
Total: $44,670.00
BE IT FURTHER RESOLVED that the proper City officials are hereby authorized
and directed to enter into an appropriate agreement for the purpose of same. Money for
this purpose is hereby appropriated from:
Acct. No. 247 - 0650 - 7230 -00000 Cemetery Computer Software
CITY HALL
215 Church Avenue
P.O. Box 1130
Oshkosh, 54903-1130 City of Oshkosh
0
OfHKQlH
TO: City Manager Mark Rohloff
FROM: Jon Urben, General Services Director
DATE: February 2, 2010
RE: Recommendation to waive bid: Cemetery Mapping Software
BACKGROUND
Riverside Cemetery's 1992 DOS -based cemetery mapping and management software system
cannot be updated to be made compatible with the industry- standard Environmental Solutions
Research Inc. (ESRI) mapping software currently utilized by City departments. The Cemetery is
requesting a new cemetery management software system to provide for this compatibility, allow
for internal staff support and accommodate future growth to an Internet portal for genealogy
research of the City's data.
ANALYSIS
Working in conjunction with the IT Division and the Parks Department, Purchasing reviewed and
prepared requests for proposals (RFP's) seeking cemetery mapping software that met the above
mentioned requirements and specifications. RFP invitations were advertised in the local paper
and posted online on NovusVendor. Proposals were due January 28, 2010 and one proposal was
received from Ramaker and Associates, Inc. Ramaker's proposal met the RFP requirements and
the RFP tabulation is attached.
FISCAL IMPACT
Replacement of the mapping software will result in a fiscal impact of $44,670. This item was
budgeted in the 2010 CIP equipment replacement at $45,000 ($15,000 from the Cemetery Fund
and the remainder is included in the 2010 CIP borrowing, per the approved CIP). The Cemetery
Fund account number is: 247 - 0650- 7230 - 00000.
RECOMMENDATION
The new cemetery mapping software proposal was selected for its standardization and
compatibility with the City's current database platform and mapping software. Due to these
overriding considerations, we recommend waiving the bid process pursuant to Section 12 -10
(D)(1) of the Municipal Code with subsequent acceptance and award of the proposal received
from Ramaker and Associates, Inc. for $44,670.
Respectf 11 b itted,
j r
Jon G. Urben
General Services Director
Approved:
Mark A. Rohloff
City Manager
W
c
2
�w
LU
2 CD
±
U C
k q z
�
O
�
CL
2
2
2
k
bg
(n
o
> ±
@
R
0
uj
W
LU
k
U- 0 ?
O
q
>- b
c
2
�w
LU
2 CD
±
U C
k q z
�
z
«
�
CL
2
2
2
k
k
R
6
20
0
uj
W
k o k
U- 0 ?
O
>- b
< w_
��
m
0�
0
IL
/ �
>
LL
ƒ
— LO
O
�
%
w
<
R
3 U
2
cu
E q NN
0 CO