Get Full Government Meeting Transcripts, Videos, & Alerts Forever!
Get email alerts on the It Procurement topic
No spam. Unsubscribe anytime.
Sheriff seeks new records system; county plans contract with Southern Software funded largely from 911 reserve
Summary
Harnett County staff recommended moving forward with a contract to replace the sheriff’s office records management system (RMS) with Southern Software; the roughly $857,000 project would be funded primarily from the 911 fund and sheriff capital funds and placed on next week’s consent agenda.
Major Major McNeil and county staff told the commissioners on May 13 that the sheriff’s office needs to replace the current records management system (RMS) and that Southern Software (a vendor under the sheriff’s association bid) satisfied county needs and offered projected maintenance savings compared with the incumbent vendor (CentralSquare).
Why it matters: The RMS supports the sheriff’s office, jail and 911 center; staff said the existing jail management software version would soon be unsupported and that Southern Software could provide a bundled solution for records, jail and 911 functions.
Project and funding details - Project cost: County staff estimated the total project at approximately $857,000 (rounded figure presented by staff). - Funding sources: Staff proposed funding from three sources — approximately $486,000 from the 911 fund, $230,000 from asset forfeiture funds and the remainder from the sheriff’s capital fund. Staff said annual maintenance costs are expected to be lower with Southern Software compared with CentralSquare, projecting roughly six‑figure annual maintenance savings. - Procurement: Southern Software is available through the sheriff’s association bid process and county staff said no separate competitive solicitation was required under that bid arrangement.
Board action The board agreed to add the contract authorization to next week’s consent agenda for formal approval. No final contract signature occurred at the May 13 meeting; staff said legal and procurement review had taken place and department heads had evaluated the product.
Ending County staff said implementing the new RMS would require coordination with IT and the sheriff’s office and that the project would free the county from unsupported software versions and lower future maintenance costs.
