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

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2 i The process was facilitated through the Purchasing Office. Following analysis of the proposals and demonstration outcomes, the selection committee unanimously recommended the software provided by American Cadastre (AmCad) at an implemented cost of$174,276. The selection committee reported that each of the systems demonstrated were sufficient on technical and functional grounds. However, the selection committee based their recommendation upon several additional factors where they found the AmCad software to provide the best match between Orange County's stated need and the software being offered, including the following: • Familiarity with the PIN and GIS issues • Familiarity with the North Carolina indexing standards • Extensive experience in backfile conversion with a variety of media sources • Their infrastructure was consistent with the Orange County IT direction • Strong corporate viability, which is critical for long-term performance FINANCIAL IMPACT: The price for the implemented software package is $174,276. The County solicited terms of financing from the vendor as part of the proposal package. However, a more favorable rate can be obtained by adding this purchase to the financing agreement for Landfill equipment as approved by the Board in June 2002 and currently under review by the County Attorney. Last year, the NC General Assembly approved legislation that required counties throughout the state to earmark ten percent of some of the fees collected by Registers of Deeds for automation efforts. The revenues from this earmarking are set aside in the County's Register of Deeds Automation Enhancement Fund Capital Project. The amount collected in this fund from the original date of implementation, January 2002, through July 2002 totaled about $56,000, and current year collection projections equal about $100,000. It is recommended that the costs associated with implementing the software package outlined above be paid from the Automation Enhancement Project. Estimated annual payments associated with the package are about $60,000 for a three year period. It is also important to note that some additional expenses related to implementation may be required. Should that be the case, it is recommended that those costs also be funded from the Automation Enhancement Project. RECOMMENDATION(S): The Manager recommends that the Board: 1. Award a bid for an integrated software package for the Register of Deeds office, pursuant to proposal #5080, dated May 10, 2002 in the amount of$174,276; and 2. Approve agreements substantively consistent with the attached document and contingent upon Attorney and staff review; 3. Authorize the Finance Director and County Attorney to take the appropriate steps to add the expenditure to the financing agreement previously approved by the Board for Landfill equipment; and 4. Authorize the Chair to sign on behalf of the Board.