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<br />ORANGE COUNTY <br />BOARD OF COMMISSIONERS <br />ACTION AGENDA ITEM ABSTRACT <br /> Meeting Date: June 19, 2018 <br /> Action Agenda <br /> Item No. 8-n <br /> <br />SUBJECT: Register of Deeds Software Purchase and Support Agreement <br /> <br />DEPARTMENT: Register of Deeds, Information <br />Technologies <br /> <br /> <br /> <br />ATTACHMENT(S): <br />1 - Contract <br /> <br />2 - Scope Definition from RFP #5237 <br /> <br /> INFORMATION CONTACT: <br /> Mark Chilton, Register of Deeds, 919- <br />245-2675 <br /> Jim Northrup, Chief Information Officer, <br />Information Technologies, 919-245- <br />2276 <br /> <br /> <br />PURPOSE: To approve and authorize the Manager to execute a contract with Courthouse <br />Computer Systems, Inc., for the purchase and implementation of a Register of Deeds software <br />system, including first-year maintenance costs, for $189,680, and also including negotiated <br />multi-year annual maintenance service for years 2 through 5 at $79,000 per year and years 6 <br />through 8 at $89,000 per year. <br /> <br />BACKGROUND: In FY2017-18, the Register of Deeds (ROD), with the help of Finance and <br />Information Technologies, issued a Request for Proposals (RFP) to replace existing software. <br />The current system was becoming problematic due to declining software support and infrequent <br />upgrades. <br /> <br />The RFP issued by Register of Deeds (ROD) sought a paperless system that would also scan <br />and index existing paper records into digital format for easy reference. Another requirement <br />was that the system would enable ROD staff to automate workflows by releasing documents <br />electronically to the next business unit. Additionally, a straightforward process to track monetary <br />transactions was sought. <br /> <br />The Request for Proposals (RFP) was advertised on August 28, 2017. The project scope is <br />attached as Attachment 2. The County received responses from 3 vendors: <br />Granicus <br />Tyler Technologies <br />Courthouse Computer Systems. <br /> <br />Criteria used to evaluate the proposals included: <br />1) functionality needed by staff to perform their day-to-day activities; <br />2) integration with key interdepartmental software systems; <br />3) the ability for customization within the technology platform; <br />4) overall cost structure (e.g., capital cost, operating costs, and ongoing maintenance/ <br />support costs); and <br />5) the overall internal and external customer experience. <br />1