Agenda - 05-02-1994-IX-F - Laserfiche WebLink

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ORANGE COUNTY 1 BOARD OF COMMISSIONERS ACTION AGENDA ACTION AGENDA ITEM ABSTRACT ITEM NO. :Q(_F MEETING DATE MAY 2, 1994 SUBJECT: PURCHASE OF OPTICAL IMAGING SYSTEM DEPARTMENT: REGISTER OF DEEDS & PURCHASING PUBLIC HEARING YES _X—NO ATTACHMENT(S) : INFORMATION CONTACT: BETTY JUNE HAYES, KEITH BROOKS OR RFP TABULATION PAM JONES PHONE NUMBERS: HILLSBOROUGH 732-8181 CHAPEL HILL 967-9251 MEBANE 227-2031 DURHAM 688-7331 ***************************************************************************** PURPOSE: To authorize the purchase of optical imaging software and hardware that will be used for creating a permanent record, indexing and. as a microfilm system. BACKGROUND: The current software program for records needs to be changed to an updated and networked system that will accommodate pre-scanning and pre-indexing programs for daily retrieval. The new system will bring imaging and indexing together so that it may be retrieved, reviewed and printed via one keyboard. This is an enhancement for the records system for the old system did not provide this feature. Funds are available in the 1993-94 CIP for the purchase of this system. The plan is to test the system over the next eight to ten months by installing two public retrieval units. The future goal is to, at some point within an eighteen month period, cease to create record books and convert thirty five years of indexed data and record image documents to the network system. Thirty five years complies with the Marketable Title Act. Additional hardware (retrieval stations) will be required at the time the office ceases creating record book copies. This is included in the current CIP. Remote access by current users will be retained plus an ability to fax copies of documents to themselves. A revenue system (time use and copies made) for services will be coded within the new software. Specifications were developed for an RFP that took into consideration technology available and current and future needs for the Register of Deeds Office. The RFP was advertised according to GS 143-129 and copies were mailed to twenty-one vendors. A pre proposal conference was held on March 22, 1994. Nine firms responded to the RFP. A thorough review of all proposals was conducted. Courthouse Systems, Inc. of West End, N.C. submitted the lowest responsible proposal at a delivered and installed cost of $77,000.00. RECOMMENDATION: The Manager, Register of Deeds, Purchasing and Data Processing recommends the purchase of the system proposed by Courthouse Systems, Inc. of West End, N.C. at a cost of $77,000.00.