Agenda - 06-19-2018 8-n - Register of Deeds Software Purchase and Support Agreement

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Of the three proposals received, the proposal from Granicus was incomplete and additionally stated the incorrect county and department. The two remaining vendors, Tyler Technologies and Courthouse Computer Systems, were selected for further review. The selected vendors provided several rounds of in-depth software demonstrations based on the criteria provided by ROD staff as subject matter experts. The ROD also invited its end-users to be present for part of the demo to evaluate and give feedback on the external client portal. After several in-depth demos and thorough discussions by the project team on the features and how they mapped to current business processes, Courthouse Computer Systems, Inc., was selected as the best option based on the following: • The software, CCS, streamlines the department’s workflow and meets the goal of being paperless. • The software has a dedicated module for each Register of Deeds business unit, thereby enabling each ROD business unit to better manage its own workflows and workload while enabling business unit staff to collaborate on common workflows and processes. • The vendor is experienced in successfully converting and integrating data from other entities’ AMCAD software systems into their own CCS software platform. • The client portal mimics the existing portal’s search features and enables the ROD to link deed documents to parcel cards. • Courthouse Computer Systems is based in Chapel Hill, NC and is used by 29 other counties within North Carolina, e.g., Randolph, Henderson, Rockingham and Cleveland counties are using Courthouse Computer Systems to process ROD transactions. FINANCIAL IMPACT: The purchase and implementation of a Register of Deeds software system is $189,680 which includes first-year maintenance costs. Also included in this contract are negotiated multi-year annual maintenance costs with years 2 through 5 at $79,000 per year and years 6 through 8 at $89,000 per year. The Register of Deeds’ state-mandated Automation Fund currently contains approximately $450,000 for the purchase and implementation technology. SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is applicable to this item. • GOAL: ENABLE FULL CIVIC PARTICIPATION Ensure that Orange County residents are able to engage government through voting and volunteering by eliminating disparities in participation and barriers to participation. The software enables the Register of Deeds department to better serve residents by streamlining processes for deed registration and vitals requests including marriage licensing, birth certificates and others. RECOMMENDATION(S): The Manager recommends that the Board approve and authorize the Manager to execute a contract with Courthouse Computer Systems, Inc., for the purchase and implementation of a Register of Deeds software system, including first-year maintenance costs, for $189,680, and also including negotiated multi-year annual maintenance service for years 2 through 5 at $79,000 per year and years 6 through 8 at $89,000 per year. 2