HomeMy WebLinkAboutAgenda - 12-11-2001-9bORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Oate: December 11, 2001
Action Aper,Etla
Item No. ~'1 6
SUBJECT: Register of Deetls Automation
DEPARTMENT: Register of peeds/ PUBLIC HEARING: (YIN) Ng
Purchasing antl Central Services
ATTACHMENT(SI: INFORMATION CONTACT:
Joyce Pearson, 24528]6
Pam Jones, 245-2652
Hershman Consulting Proposal TELEPHONE NUMBERS:
Hillsborough ]32-8181
Chapel Hill 968-0501
Durham 688-7331
Mabana 336-227-2031
PURPOSE: To coneitler authodzing[he Reglater of Deetls to proceetl wkh completion of Ne
protect to automate the Register of Deetls nice with an integrated sotlware package, and to
consider approving a wnYravi with Hershman Consulting to provide professional services in
various capacities mroughout me implementation of the project.
BACKGROUND: The Register of Deeds has been working towards enhancing automation of
her office processes for several years. The first phase-en imaging system for vital recortls-is
now comple[etl antl walking successfully. It is notable that this information is also being used
effectively by other County Departments who may have need to access vital recoN information
as part of their Depadmental tluties (Chill Support Enforcement, Health Department, Housing
and Community Development, for example).
The remaining components of an'mtegratetl system inGUtle. but may not be IlmRetl b, the
fallowing:
• Cashiering system rosimplity the remrtling process;antl
Intlexing system; antl
• Imaging for non-vitals (deeds); and
• Expanded reporting capabili0es.
Request for Proposal Process
The BoaN of Commissioners has previously been presentetl with information from the Register
of Deetls both fornally and informally. However, by this action, [he BoaN is asketl to fornally
authorize the mntinuetion of the project through implementation of the completed system,
subject to availability of funding.
i
The Register of peetls, in tandem with consultant Cy Hershman, has contluded an analysis of
existing software systems [hat will provide the resources needed by the Orange County
Register of peetls office. They have itlentifietl four or fve software applications mat will fR the
Omce's long-term needs antl are now reedy to move fonvartl with the Request for Proposal
process that Is requisite to procurement.
Tha Information Technology Committee (ITC) receivetl a report from Cy Harehmen at their
meeting on November 27, 2001 regading the progress [o date antl the approach prescribed far
the balance of the project. The ITC provided wmments regarding such interests as Web
access capabilRies antl the conventions thetare preferable in the final protluct preparetl by Lee
Software Development. Those comments are reflected in the work contmctetl through Lee
Software and Harshmen Consulting.
Professional Services
The body of work appmvetl by this action inclutles professional services through Hershman
Consulting, Inc. Hershman has providetl valuable atlvice and tllrection to the Register of Deeds
since We beginning of mis project antl plays an integral pad to its ongoing succaea.
Harehman COnsultlna
• Preparetion of Request for Proposal, including materials for ITC review; antl
• Oversee testing and formulate foal design of Land RecoMS interface requirements
• Provide technical expertise neetletl by [he Register of peetls office in receiving antl
evaluating responses to the RFP;
• Provide technical expertise in negotiating contmc[with vendors for software.
Each of these tasks are defined in greater detail on the attached proposal from Cy Hershman
The value of Harshman's commdment for these tasks Is $2B,6o0.
FINANCIAL IMPACT: The remaining elements of acquisi0on have been estimatetl to be
approximately $235,000, indutling soflware and various professional services neetletl for [he
implementation. Alease/purchase anangemen[is contemplated for arquisiticn of [he
software. The enticipe[etl increase in fees for the Register of Deeds office as approved by the
BoaN on December 3, 2001 will generate atltlhlonal revenues m oHSet the cests of the annual
leaselpurchase arrangement
RECOMMENDATION(S): The Manager recommends that the Board of Commissioners:
1. Authodze the Register of Deetls to proceetl wRh the completion of the project m
automate the Register of Deeds office wdh an integrated software package; and
2. Approve a contract with Hershman Consul[inB. in an amount not [c exceetl $28,600,
subject [o final review by staff antl the County Attorney, to provide professional services
n various capacRies through the implementation of [he project; antl
3. Authodze the Purchasing Director to exewte the appropdafe papenwrk.
HarsM1man Consulting, Inc Proposal
Register pf Deetls Ofgce Automation Project
Taek Lis[ o151age R Consuting ~ Patl R
Prepanlion of Requael for Proposal and relaleE work
Ouratlan: November 3 RC01 IM1rougb February 13. ROOK
iISK •Waiainp wllM1 MIFe LS sERVICES EVEXeEe
taskl pieparereNew mBlef181101IT COmmillee
Atlentl IT Commltlee meeting Nov 2]- Present ROO Go Fomartl Plan
Incorysele IT Commilke feetlback lob requiremeny-
$G,OW $3~
tash2 Prepare draltol Request br Proposal ror RO0 anE ITC Review
Present Yp lTC-incgrpwate revlspns antl suggsstiona $6,W0 $600
teak3 Ove ee pmlotype LR intetlacP malnhame petlOfinence loatl @sting
• Formulate foal Oeaign of LR intertace requvements-Incorpprete'mto RFP
$3,000 N/A
IeshC Answer ggesllonafrom vendor/bitltlers
(OUring 30 tlay response period) $1,000 NIA
Iaek3 Ass6t lnRW ewluetion of responses from bNtlers
$5,000 $1,000
task6 AwIe1 RO01n negotiation of mnhad
35,600 stbbb
TOTALS $85,000 $3,600
GRAND TOTPL §RB,fiOO