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ORANGE COUNTY <br /> BOARD OF COMMISSIONERS <br /> ACTION AGENDA ITEM ABSTRACT <br /> Meeting Date: January 22, 2009 <br /> Action Agenda <br /> Item No. <br /> SUBJECT: Contract with Property Information Management System Software Vendor <br /> DEPARTMENT: Information Technologies, Tax PUBLIC HEARING: (Y/N) No <br /> Assessor, Revenue, Purchasing <br /> ATTACHMENT(S): INFORMATION CONTACT: <br /> BSCA Systems Contract Todd Jones, (919) 245-2285 <br /> John Smith, (919) 245-2101 <br /> Jo Roberson, (919) 245-2727 <br /> Pam Jones, (919) 245-2652 <br /> PURPOSE: To obtain approval to contract with Barry Strock Consulting Associates, Inc. for <br /> consulting services to develop vendor agreements, technology deliverables and legal <br /> documents between vendors and Orange County for the Property Information Management <br /> System (PIMS) project for managing land records and property taxation. <br /> BACKGROUND: The County has relied on an internally developed software system for <br /> tracking and managing land records, property valuation and payment data for 29 years. This <br /> system has been modified and enhanced over the years to meet the County's needs and has <br /> played an important role in ensuring the Assessor's office maintains accurate valuations while <br /> helping the Revenue office maintain a high collection rate. <br /> The legacy system, however, has been developed on what has become, over time, a <br /> fundamentally antiquated computing platform. The underlying architecture makes it difficult to <br /> integrate with more modern software, an increasingly important requirement as the County <br /> moves toward enterprise systems for greater efficiencies. Further, the expertise for maintaining <br /> the legacy system is increasingly difficult to find and develop. <br /> The departments of the Tax Assessor, Revenue and Information Technologies (IT)have been <br /> working since 2005 to investigate replacing the legacy system with a modern and more <br /> supportable system. In 2006 work began on identifying functional requirements for a new <br /> system. This was done using consulting resources (Carolina Consulting Group) working closely <br /> with the Chief Information Officer, IT's Business Analyst and staff from the Tax Assessor's and <br /> Revenue offices. <br /> From this functional requirements work, the stakeholder departments and Purchasing developed <br /> a Request for Proposal that was released on July 20, 2007. North Carolina General Statute 143- <br /> 129.8 authorizes local governments to use a "request for proposals" (RFP) process to purchase <br /> information technology goods and services. This procedure provides flexibility in procuring these <br />