HomeMy WebLinkAboutAgenda - 05-02-1994-IX-F ORANGE COUNTY 1
BOARD OF COMMISSIONERS ACTION AGENDA
ACTION AGENDA ITEM ABSTRACT ITEM NO. :Q(_F
MEETING DATE MAY 2, 1994
SUBJECT: PURCHASE OF OPTICAL IMAGING SYSTEM
DEPARTMENT: REGISTER OF DEEDS & PURCHASING PUBLIC HEARING YES _X—NO
ATTACHMENT(S) : INFORMATION CONTACT:
BETTY JUNE HAYES, KEITH BROOKS OR
RFP TABULATION PAM JONES
PHONE NUMBERS: HILLSBOROUGH 732-8181
CHAPEL HILL 967-9251
MEBANE 227-2031
DURHAM 688-7331
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PURPOSE:
To authorize the purchase of optical imaging software and hardware that will
be used for creating a permanent record, indexing and. as a microfilm system.
BACKGROUND:
The current software program for records needs to be changed to an updated
and networked system that will accommodate pre-scanning and pre-indexing
programs for daily retrieval. The new system will bring imaging and indexing
together so that it may be retrieved, reviewed and printed via one keyboard.
This is an enhancement for the records system for the old system did not
provide this feature. Funds are available in the 1993-94 CIP for the
purchase of this system.
The plan is to test the system over the next eight to ten months by
installing two public retrieval units. The future goal is to, at some point
within an eighteen month period, cease to create record books and convert
thirty five years of indexed data and record image documents to the network
system. Thirty five years complies with the Marketable Title Act.
Additional hardware (retrieval stations) will be required at the time the
office ceases creating record book copies. This is included in the current
CIP. Remote access by current users will be retained plus an ability to fax
copies of documents to themselves. A revenue system (time use and copies
made) for services will be coded within the new software.
Specifications were developed for an RFP that took into consideration
technology available and current and future needs for the Register of Deeds
Office. The RFP was advertised according to GS 143-129 and copies were
mailed to twenty-one vendors. A pre proposal conference was held on March
22, 1994. Nine firms responded to the RFP. A thorough review of all
proposals was conducted. Courthouse Systems, Inc. of West End, N.C.
submitted the lowest responsible proposal at a delivered and installed cost
of $77,000.00.
RECOMMENDATION:
The Manager, Register of Deeds, Purchasing and Data Processing recommends the
purchase of the system proposed by Courthouse Systems, Inc. of West End, N.C.
at a cost of $77,000.00.
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RFP TABULATION
RFP NUMBER: 179
BID FOR: OPTICAL IMAGING SYSTEM BID AWARDED TO:
CLOSING DATE: APRIL S. 1994 BID PRICE:
CLOSING TIME: 3:00 P.M. BUDGETED AMOUNT:
TERMS SYSTEM W/O SYSTEM WITH
VENDOR HARDWARE HARDWARE
DELIVERY
NET 30
COURTHOUSE SYSTEMS $11,000.00 $77,000.00
6-30-94
NET 30
DOCUMENT TECHNOLOGIES $42,279.00 $100,603.00
30 DAYS
NET 30
CAVIN'S $52,495.00 $141,470.00
60 DAYS
NET 30
APPLIED TECHNOLOGIES $54,780.00 NO BID
30 DAYS
NET 30
SABRE SYSTEMS 45 DAYS $64'280'00 $243,728.00
NET 30
IBM $174,365.00 $237,439.00
2-4 WEEKS
NET 30
PERCEPTICS NO BID $265,015.00
90 DAYS
NET 30
UNISYS $233,410.00 $268,633
30 DAYS
NET 30 (LEASE)
COTT INDEX NO BID $51108.00/MO
30-90 DAYS $61,296.00/YEAR