ADOPTED -  MAY 11, 1999

Agenda Item No. 9

Introduced by the Administrative Services/Personnel and Finance Committees of the:

INGHAM COUNTY BOARD OF COMMISSIONERS

AUTHORIZING AN AGREEMENT WITH EAGLE COMPUTER SYSTEMS INCORPORATED, A TYLER CORPORATION, FOR AN INTEGRATED COMPUTERIZED TRACT OPTICAL IMAGE SYSTEM IN THE REGISTER OF DEEDS OFFICE AND A CLERKS VITAL RECORDS SYSTEM

RESOLUTION #99-113

WHEREAS, the current Register of Deeds system procured from the Perceptics Corporation on July 26, 1994, Resolution #94-172 has been active and in a production status since implementation late in 1994 which now is not Y2K compliant and which the vendor has decided not to make Y2K compliant; and

WHEREAS, the Ingham County Board of Commissioners approved a contract amendment with the Perceptics Corporation on January 27, 1998, Resolution #98-9, to provide a Clerks Vital Records System as part of the overall software that is also not Y2K compliant; and

WHEREAS, the Perceptics Corporation has informed Ingham County Management Information Services, the County Clerk, and the Register of Deeds that they are ceasing to do business in the area of Tract Optical Imaging Systems and Vital Records effective year end 1999; and

WHEREAS, Ingham County Register of Deeds and Clerk's Office areas need to continue to provide for the processing of this data in a timely manner and provide it to the appropriate people throughout the county; and

WHEREAS, the Register of Deeds in anticipation of this problem sent out an RFP in March and early April; and

WHEREAS, both the Register of Deeds and the County Clerk agrees that the Eagle Computer Systems proposal is the solution of choice that will operate within the county's wide area network; and

WHEREAS, the Ingham County MIS Director has reviewed the proposals and agrees with the choice of Eagle Computer Systems.

THEREFORE BE IT RESOLVED, that the Ingham County Board of Commissioners authorizes a contract with Eagle Computer Systems Incorporated a Tyler Corporation, for the purchase of an integrated computerized Tract Optical Image System and Vital Records System referred to as CRIS+plus, release version 4.3, as presented in their proposal dated April 1, 1999 and revised on April 19, 1999.

BE IT FURTHER RESOLVED, that the contract shall include the development of the appropriate software, data conversion, appropriate licensing fees, testing, installation, acquisition, related hardware, ongoing maintenance and support, and Y2K compatibility for the life of this contract.

BE IT FURTHER RESOLVED, that the initial contract period with Eagle Computer Systems is to be three years with the cost not to exceed $440,000.00.

BE IT FURTHER RESOLVED, that this contract can be extended in two one-year increments subject to agreement on the maintenance costs for the hardware and software at that time.

ADOPTED - MAY 11, 1999

Agenda Item No. 9

RESOLUTION #99-113

BE IT FURTHER RESOLVED, that the initial funding for this contract in 1999, $380,352, is to be funded as $54,282 from existing funds in the General Fund for maintenance of the current system; $154,000 in accrued depreciation funds from Fund 664; $172,070 advanced from the 1999 General Fund Contingency and the remaining two years of software maintenance funds to come from budgeted funds contained in the Register of Deeds and County Clerk budgets (10123600818000) (10121500818000).

BE IT FURTHER RESOLVED, that the Ingham County Board of Commissioners authorizes the County Controller and the MIS Director in conjunction with the County Attorney to attempt to resolve the matter with the Perceptics Corporation and failure to do so authorizes appropriate legal action to recover damages associated with this project as a result of Perceptics being in default of their contract with Ingham County.

BE IT FURTHER RESOLVED, that the Board Chairperson and the County Clerk are authorized to sign the agreement subject to the approval as to form by the County Attorney.

ADMINISTRATIVE SERVICES/PERSONNEL: Yeas: Czarnecki, McDonald, Lynch, Severino

Nays: None Absent: Minter Approved 5/4/99

FINANCE: Yeas: McDonald, Bernero, Grebner, Lynch, Juall, Minter

Nays: None Absent: Schafer Approved 5/5/99