Agenda - 04-17-2000-8i - Laserfiche WebLink

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It is important to note that this software package will not replace every aspect of the Deeds automated operations. Indexing of deeds information on the County mainframe continues to perform satisfactorily and is not proposed for replacement at this time, although as the County evaluates all its legacy systems over the next few years, it is possible that additional software will be sought to replace the existing system. As noted in the HCI report, the Mackin system architecture is sufficiently flexible to allow additional functions to be added later, for example, Web based access to Deeds image data and a capability for full text search of the image database. The Mackin Imaging system meets the most important functional specifications laid out by ROD, and because it is comprised of existing basic software tools, can be implemented in a matter of weeks and at substantially lower cost than the "build" options offered by two potential vendors, Keane and OnSphere. Mackin Imaging System's proposal is attractive to the Register of Deeds in that it fills her needs well and expeditiously. Further, Mackin representative Mario Duckett has already done some work with the ROD office through document conversion, so already has a working familiarity with Orange County's system. Possibly the most advantageous point of this contract is Mackin's willingness to guarantee ROD satisfaction with the application. The County may have the system installed per our specifications for a reasonable fee, which is applied to the $54,000 system acquisition cost if we opt to continue its use. In addition to the software, the County would purchase separately (State contract or separate bid), additional equipment to ensure sufficient back up of the crucial records. The County may also find it prudent to employ the services of Cy Harshman throughout the implementation period. Mr. Harshman's fees would be billed on time spent with the transition work in a four-phase process. It is anticipated that the acquisition of all software, equipment and professional services necessary to effect a complete transition would not exceed $90,000. FINANCIAL IMPACT: As noted in the Mackin proposal, the acquisition cost for the Mackin software and associated equipment is.approximately $54,000. With additional consulting services and the purchase of a "jukebox" as a backup for mass storage and retrieval, the anticipated financial impact for acquisition and installation of this software is not to exceed $90,000. Sufficient funds to cover this level of appropriation are already available under the Legacy Systems initiative of the Couniy's Information Technology Capital Project. RECOMMENDATION(S): The Manager recommends that the Board approve the purchase of the Register of Deeds Imaging System and authorize the Manager and the Purchasing Director to negotiate final terms and conditions of agreements with Mackin Imaging Systems and with HCI (Cy Harshman); authorize the Purchasing Director to procure the equipment necessary for mass storage and retrieval; total authorization action not to exceed $90,000; and authorize the Manager to execute the final agreements.