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HomeMy WebLinkAboutResolutions - 2003.05.08 - 27254Miscellaneous Resolution 4 03111 May 8, 2003 By: General Government Committee, William Patterson, Chairman In Re: County Clerk/Register of Deeds - Proposal to Enter Into Contract Addendum for Incorporation of Historical Land Records Dating to 1965 To: The Oakland County Board of Commissioners Mr. Chairman, Ladies and Gentlemen: WHEREAS, the Board of Commissioners, by Misc. Resolution 498157 dated August 6, 1998, authorized the implementation of a modern turnkey client-server computer system for cash receipting, indexing and imaging of the County's land records; WHEREAS, as a result of the implementation of the above mentioned resolution and successful contractual arrangement made with Affiliated Computer Services(ACS), reindexing and film to image conversion of land records from microfilm files has been accomplished back to 1983; WHEREAS, as a result of recent state legislation establishing a county automation fund, generated by additional revenues through increased filing fees earmarked for that purpose, the Register of Deeds has the ability to expand the reindexing and imaging process back to 1965 thus allowing the office to maintain a file, accessed solely by computer which would allow its customers to search record title history 40 years, the statute of limitations for such searches; WHEREAS, the Board of Commissioners authorization for the Register of Deeds to enter into the attached Contract Addendum, will result in approximately 3,330,000 film images to be converted at $.0.13 per image and approximately 1,100,000 documents to be reindexed at $1.05 per document, with no burden upon the general fund of this county; WHEREAS, the Clerk/Register of Deeds urges the Board of Commissioners approval of this request as being a project authorized under the provisions of the "automation fund" and in the best interest of the county. NOW THEREFORE BE IT RESOLVED, that the Board of Commissioners does hereby authorize the Clerk/Register of Deeds (Oakland County) to enter into the attached proposed Contract Addendum between ACS Enterprise Solutions, Inc. and the County of Oakland (Clerk/Register of Deeds), which will required film to image conversion of approximately 3,300,000 land record images at $.13 per image and the reindexing of approximately 1,100,000 land record documents, at a cost of $1.05 per document. Mr. Chairman, on behalf of the General Government Committee, I move the adoption of the foregoing resolution. General Government Committee wvit, General Government Committee Vote: Motion carried unanimously on a roll call vote with Webster absent. Sales Order # CONTRACT ADDENDUM This Agreement (the "Contract") is entered into by and between ACS Enterprise Solutions, Inc. (A Delaware Corporation), DBA ACS Government Records Management, herein referred to as "the Contractor' and _ Oakland County, MI, herein referred as "the County" is for film to image conversion and reindexing. That for and in consideration of the sum enumerated below, the Contractor hereby covenants and agrees to deliver services for: if Film to Image conversion: Approximately 3,330,000 images Reindexing: Approximately 1,100,000 documents Contractor will provide computerized reindexing services for approximately 1,100,000 documents by indexing all instruments from County's microfilm. If the microfilm of the original land record volumes is unsuitable for use, it shall be County's responsibility to provide Contractor with acceptable microfilm or copy of the documents in question. Scope of Work for Reindexing Oakland County's documents: 1. The Contractor will document the County's indexing practices to be used for the time period the reindexing will cover. 2. From microfilm, for the designated time period, Contractor personnel will examine all documents, in their consecutive order of recording, and will create all required index entries for each. All index lines will be developed based on the County's documented conventions. 3. Contractor data entry staff will review film of the original document and will key index entries against the document's information. Types of information to be keyed include: • Names of Parties (Grantor/Grantee) • Recorded Date and Time • Liber and Page • Instrument Number • Instrument Date • Instrument Type • All property • 10-digit pin number • Consideration • Reference Uber and Page • Remarks 4. The Contractor supervisor assigned to the project then reviews all reindexed batches. If any problems or questions exist at this point (information that is illegible on the film, documents that fall outside the customer's established conventions, etc.), the supervisor resolves them jointly with the customer, typically by phone. Any necessary corrections will be input by the operator, and the information in the batch is then considered to be in final form. Quality Assurance reviews index entries for obvious errors (misspelled names, incorrect liber/page numbers, etc.), Contractor staff will verify that the County's stated indexing conventions are being followed (for example, correct entries for names that contain embedded spaces or corporation names that include numbers). 5. The index data will then be forwarded to the County for verification and subsequent loading to the County System. 6. The film will then be sent to the Imaging Department. The microfilm will be scanned into digital image. The digital images will be tagged for linking to the database. 1 7. During the tagging process, the Contractor will perform a quality check of the images and the County will be notified if there are any unacceptable images. The Contractor and the County will resolve any unacceptable images by re-scanning or obtaining a copy of the document for scanning. 8. When a roll of microfilm .has been tagged, any necessary retakes and corrections are then performed. When this is complete, images are then linked on the County's system, allowing searches of the document image and indexed data. It is agreed that the cost shall be as follows: Image to film conversion: $0.13 per page Reindexing: $1.05 per document This contract will be for 36 months with the expectation that the total job will be prorated and billed monthly. IN WETNESS, thereof, the Contractor has hereunto affixed his hand and seal, and has caused these present to execute in its name and by its County Officer duly authorized and has caused its Corporate Seal to be hereto affixed. Oakland County, Michigan A C S ENTERPRISE SOLUTIONS, INC. Government Records Management Signature Brian S Osgooe Director GRM Systems/Support Date Date ATTEST: • Resolution #03111 May 8, 2003 The Chairperson referred the resolution to the Finance Committee. There were no objections.