Agenda - 10-20-2009 - 4q - Laserfiche WebLink

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The BOCC has previously approved an initial procurement of $1.5 million dollars on a projected total project cost of $2.5 million. Total costs related to all contracts equals a maximum of $1,508,505 to be paid based on completed deliverables over two fiscal years. Remaining costs associated with the PIMS project include: Transitional Staffing Transitional staffing costs include staff overtime payments, payment of temporary employees and contracted retirees, and other possible contractual staffing. Since PIMS implementation and training must occur and since at the same time normal day-to-day activities associated with taxation and collection duties must also occur, some staff will have to work limited overtime. There will be the need to incorporate others to handle the day-to-day responsibilities while staff is involved in implementing and/or training. Former and retired personnel will need to be involved to fill staffing gaps and to supply critical knowledge and expertise. The FY2009 - 2010 costs associated with overtime and temporary employment has been budgeted in each departments' approved budgets. Contractual expenses associated with bringing back critically needed retirees, and possibly others on contract, are projected to cost a maximum of $250,000 through project completion as of December 2010. Software Customization Software customization is always a requirement when working with third party software for use in environments with unique statutory requirements. For example, customization will be required to allow the County to readily configure the billing and collection systems to allow for existing (and future) fees (like 3R and storm water fees) without incurring additional costs. These types of project enhancements are projected to cost no more than $300,000. Hardware Purchases Finally, with new software and with improved capabilities, there will be additional hardware acquired through state contract or government service agreements. Hardware will include items such as servers, field approved tough books (especially tough laptops) for listing of real estate in the field, larger monitors, and scanners. This expense is not expected to exceed $75,000. The total PIMS project currently shows to be on target not to exceed the maximum approved budget of $2.5 million. Staff has worked with the towns and with another agenda item on tonight's meeting presented the Addendum to the current Inter-local Agreement which will address the Towns contributing toward the cost of acquisition of the billing and collection software portion of the system. The percentage of participation is equivalent to the number of billings currently handled by Orange County on behalf of each jurisdiction. Additionally, the towns have agreed to a cost percentage associated with the yearly maintenance fee for the continued support of the billing and collection software. The same percentage will apply to the yearly cost, as does the percentage for acquisition of the software. FINANCIAL IMPACT: The total cost of these contracts is not to exceed $1,508,505. Current known costs have been identified through this contract process to be $875,975 for the services of IIS in conjunction with the NCPTS acquisition for billing and collections. The cost for services with Patriot Systems for the Land Records PIN System and the AssessPro Project is currently $503,050. The Project Management contract for the services outlined above for Visser Project Management Associates is not to exceed $75,000 The Project Management contract for services outlined above for Barry Strock Consulting Associates is not to exceed $54,480. The contract for the NCACC is required to proceed with the implementation of the NCPTS software