Agenda - 08-20-2002 - 8t - Laserfiche WebLink

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� t ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: August 20, 2002 Action Agenda Item No. -� SUBJECT: Bid Award/Contract Approval: Register of Deeds Software DEPARTMENT: Purchasing and Central PUBLIC HEARING: (YIN) No Services/ Register of Deeds ATTACHMENT(S): INFORMATION CONTACT: Pam Jones (919) 245-2652 Contract Joyce Pearson (919) 245-2676 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider awarding a bid and approving in substance a contract for an integrated software package for the Register of Deeds office. BACKGROUND: Inaction taken by the Board on December 11, 2001, the Register of Deeds was authorized to proceed with the completion of the project to automate the Register of Deeds office through an integrated software package. As the Board may recall from this item, automation will include: • A cashiering system to simplify the recording process; • Indexing system; • Imaging for non-vitals (deeds); and Expanded reporting capabilities. In preparation for the acquisition process, the Orange County Register of Deeds has visited a number of facilities across the state, including Durham in order to assess the capabilities of various software packages currently being utilized by Registers. Based on her assessment of the needs of the Office and in collaboration with her consultant, Cy Harshman and the Purchasing Director, a Request for Proposal to acquire the software was solicited. Seven vendors responded, three of who were invited to demo their product to a selection committee. The selection committee included: • Register of Deeds Joyce Pearson • Consultant Cy Harshman • County Information Systems Director Dick Taylor • Information Systems Analyst Jack Eason • IT Committee Member Jane Sparks • Land Records and GIS Director Roscoe Reeve