HomeMy WebLinkAboutResolutions - 1997.12.11 - 24973MISCELLANEOUS REgOLUTION #97250 .^.• November 20, 1997
BY: General Government Committee, Kay SChmid, Chairperson
IN RE: COUNTY CLERK/REGISTER OF DEEDS - AUTHORIZATION TO IMPLEMENT A PILOT
PROJECT FOR REGISTER OF DEEDS CASH RECEIPTING, INDEXING AND IMAGING SYSTEM
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the function of the Register of Deeds Office is to place in public
record, for easy accessibility and retrieval, documents related to land
transactions, such as deeds and mortgages, as well as certain personal property
filings known as UCC (Uniform Commercial Code) transactions; and
WHEREAS the present combination mainframe and manual system, which
currently archives over three million records, was initially installed in 1983
and is not Year 2000 compliant; and
WHEREAS the Clerk/Register of Deeds is desirous of implementing a modern
turnkey client-server computer system for cash receipting, indexing and imaging
of property records that will more effectively and efficiently meet legal and
public information requirements for which there is an increasing demand; and
WHEREAS, in compliance with Oakland County Purchasing Procedures, bid
specifications were prepared and disseminated to the vendor community with two
responses, from IBM Corporation and Business Records Corporation (BRC); and
WHEREAS the two proposals represented significantly different approaches
to the project requirements; IBM's proposal involves County assumption of
financial risk by requiring significant up-front investment, whereas BRC proposes
to install the necessary hardware and software at their expense and then charge
a $2.55 fee per document successfully processed; and
WHEREAS upon careful examination of the two proposals, including site
visits and consultation with other users of the vendors' services, the
Clerk/Register of Deeds recommends that a pilot project be undertaken with BRC
that is confined to UCC transactions only, which number approximately 10,000
transactions annually, and
WHEREAS the Pilot Project will be evaluated upon full implementation before
a recommendation is prepared and presented to the Board of Commissioners
regarding extension of the system to all property transactions, which number in
excess of 300,000 annually.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners
authorizes the County Clerk/Register of Deeds to engage Business Records
Corporation to implement a pilot project to install a modern turnkey client-
server computer system for cash receipting, indexing and imaging for Uniform
Commercial Code transactions only.
BE IT FURTHER RESOLVED that the contract fee of $2.55 be instituted for a
period of not less than three years upon successful implementation of the pilot
project, for an estimated annual cost of $25,500.
BE IT FURTHER RESOLVED that the County Clerk/Register of Deeds report the
results of the Pilot Project Evaluation, including performance and cost
considerations, to the Board of Commissioners with a recommendation as to whether
or not the system should be extended to all property transactions processed by
the Register of Deeds Office.
Chairperson, on behalf of the General Government Committee, I move adoption
of the foregoing resolution.
GENERAL GQVERNMENT COMMITTEE
"
Resolution #97250 November 20, 1997
The Vice Chairperson referred the resolution to the Finance and Personnel
Committee. There were no objections.
FISCAL NOTE(M.R.497250) December 11, 1997
BY: Finance and Personnel Committee, Sue Ann Douglas, Chairperson
IN RE: COUNTY CLERK/REGISTER OF DEEDS - AUTHORIZATION TO IMPLEMENT A PILOT
PROJECT FOR REGISTER OF DEEDS CASH RECEIPTING, INDEXING AND IMAGING SYSTEM
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
Pursuant to Rule XII-F of this Board, the Finance and Personnel Committee
has reviewed the above referenced resolution and finds:
1. This resolution authorizes the implementation of a pilot project by
Business Records Corporation to install a modern turnkey client-
server computer system for cash receipting, indexing and imaging for
Uniform Commercial Code transactions in the Register of Deeds
office.
2. Business Records Corporation was selected via the competitive
bidding process.
3. Business Records Corporation will install the necessary hardware and
software at their expense. A $2.55 fee per document successfully
processed will then be charged. This fee will be instituted for a
period of not less than three years upon successful implementation
of the pilot project, for an estimated annual cost of $25,500
4. The following budget amendment is recommended:
County Clerk/Register of Deeds - Register of Deeds Division
Dept/OCA/PCA/Oblect Description FY 1998 FY 1999
Revenue: 21-140100-01000-0705 Mortgages $19,125 $25,500
Subtotal $19,125 $25,500
Expense:
21-240100-01000-3348 Prof. Services $19,125 $25,500
Subtotal $19,125 $25,500
TOTAL 12
FINANCE AND PERSONNEL COMMITTEE
Resolution #97250 December 11, 1997
Moved by Schmid supported by Holbert the resolution be adopted.
AYES: Schmid, Taub, Wolf, Amos, Coleman, Douglas, Fracassi, Garfield,
Holbert, Huntoon, Jacobs, Jensen, Johnson, Kingzett, Law, McCulloch, McPherson,
Millard, Moffitt, Obrecht, Palmer, Powers. (22)
NAYS: None. (0)
A sufficient majority having voted therefor, the resolution was adopted.
L Brool‘Patterson. County Executive
FOREGOING RESOLUTION
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lynn D. Allen, Clerk of the County of Oakland, do hereby certify that the
foregoing resolution is a true and accurate copy of a resolution adopted by the
Oakland County Board of Commissioners on December 11, 1997 with the original
record thereof now remaining in my office.
In Testimony Whereof, I have hereunto set my hand and affixed the seal of the
County of Oakland at Pontiac, Michigan this 11th day of December 1997.
D. Allen, Courity-Cler