Agenda - 05-08-2014 - 6a - Laserfiche WebLink

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11 1 Commissioner Pelissier noted that part of the purpose of this is to free up more office 2 space, and she would like to know how much square footage is being saved, as well as the 3 value of the building space and utilities being saved. 4 Commissioner Price asked if all of this would be done under HIPPA guidelines. 5 Keith Chupna said yes. 6 Commissioner Price asked for clarification on the timeline. 7 Keith Chupna said each department will take about 7-8 weeks to finish their project and 8 fully deploy. He said the contract is set for a two year period. 9 Commissioner Price asked what takes the two years. 10 Keith Chupna said the two years is to provide for any additional needs once the original 11 project is complete. 12 Commissioner Price asked if payment is done once the work is completed. She asked if 13 this is how this is usually done. 14 John Roberts said all contracts are paid upon submission of invoices by vendors. 15 Commissioner Price asked if this funding be paid out in the first year, or if it will be 16 spread out over the two years. 17 John Roberts said he cannot answer this directly. He said whatever the invoice 18 amounts reach within a year is what will be paid. 19 Commissioner Price clarified that most of the work will be done in the first six months, 20 and this will be followed by monitoring. 21 Commissioner McKee said he was under the assumption that some paper copies need 22 to be kept permanently. 23 Michael Talbert said a number of paper copies will have to be kept, but these will be 24 moved to a less expensive offsite storage site, and the digitized copy will be available. 25 Commissioner Gordon said she would like to know the total square feet of storage 26 space in existence right now. She questioned whether there is a department that needs more 27 storage space. She said this would help illustrate how the reduction fits into the big picture. 28 Commissioner Dorosin asked for clarification on the timeline for this. He said the 29 abstract says 6 months, and the contract refers to section 3, which refers to a timeline in the 30 proposal. He said the Board did not have this proposal. 31 John Roberts said the proposal is not in their packets because it is proprietary 32 information, and disclosure is prohibited by statute. He said he could possibly provide a 33 summary of the proposal. He said there are follow up steps by the vendor after the completion 34 in each department. 35 Commissioner Dorosin said he would like to see the proposal's summarization. 36 Commissioner Price said the effective date listed for the agreement was last week. She 37 asked if this will be adjusted or signed retroactively. 38 John Roberts said no work has been done or will be done until this is approved by the 39 Board of County Commissioners. He said that date can be adjusted. 40 Commissioner Gordon summarized that time is of the essence; the contract will take 2 41 months per department, or approximately 6 months total for the 3 different departments; and 42 the reason this lasts 2 years is because new departments might be added. She asked if this 43 summary was correct. 44 John Roberts said if other departments were added and the cost exceeds what is in this 45 contract, it would require an amendment. 46 Commissioner Gordon asked if it is anticipated that the cost for this service for three 47 departments will cost $100,000; and the reason for the extension to 2 years is to allow for the 48 addition of departments, which would only require an amendment of this amount. 49 John Roberts said this is correct. He said the proposal could also call for follow up 50 services.