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HomeMy WebLinkAboutResolutions - 2007.04.05 - 28349REPORT (MISC. 107061) April 5, 2007 BY: General Government Committee, Christine Long, Chairperson IN RE: MR #07061 — OAKLAND COUNTY CIRCUIT COURT AND OAKLAND COUNTY CLERK — REQUEST FOR FUNDING TO IMPLEMENT A THIRD PARTY VENDOR E-FILING SYSTEM TO ALLOW THE COURT, ATTORNEYS, AND PRO SE LITIGANTS TO FILE AND SERVE COURT DOCUMENTS ELECTRONICALLY, VIA THE INTERNET To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: The General Government Committee, having reviewed Miscellaneous Resolution #07061 on March 26, 2007, reports with a recommendation that the resolution be adopted. Chairperson, on behalf of the General Government Committee, I move acceptance of the foregoing report. GENERAL GOVERNMENT COMMITTEE General Government Committee Vote: Motion carried on a roll call vote with Potts voting no. MISCELLANEOUS RESOLUTION; #01061 BY: Public Services Committee, Jeff Potter. Chairperson RE: OAKLAND COUNTY CIRCUIT COURT AND OAKLAND COUNTY CLERK - REQUEST FOR FUNDING TO IMPLEMENT A THIRD PARTY VENDOR E-FILING SYSTEM TO ALLOW THE COURT, ATTORNEYS, AND PRO SE LITIGANTS TO FILE AND SERVE COURT DOCUMENTS ELECTRONICALLY, VIA THE INTERNET. To the Oakland County Board of Commissioners Chairperson, Ladies and Gentlemen: WHEREAS the Oakland County Circuit Court (OCCC) and Oakland County Clerk's Office (OCCO) continue to experience significant volumes of paper documents being created, filed, circulated, maintained, and stored at the courthouse on a daily basis; and WHEREAS the OCCC and OCCO continue to explore new ways of doing business to improve efficiency and provide better service to the public and their constituents; and WHEREAS the OCCC and OCCO, along with the assistance of the Department of Information Technology (DIT), have recently implemented the first two components of their Electronic Document Management System (EDMS), Electronic Workspace, which allows judges and court staff to electronically access, route, manage, and utilize E-Documents, and Electronic Access (Court Explorer), which makes case information, the Register of Actions, and court documents available via the internet to the general public and attorneys; and WHEREAS this E-Filinq project is the third and last component of this EDMS system which includes the electronic filing of case documents so that efficiency and productivity of the court process is increased for attorneys, clerks, judges, and other Circuit Court and County Clerk staff; and WHEREAS the OCCC, OCCO, and DIT established an EDMS Advisory Committee to oversee an effort to determine the most effective approach to implementing an efficient E-Filing program and that the committee through due diligence has determined that a third party vendor is the preferred approach based on advancements in technology, the cost effectiveness of this approach, faster implementation timelines, excellent training and support for users, provisions for secure and fail safe storage, generous revenue sharing plans, and vendor expertise with a proven track record for success; and WHEREAS the OCCC, OCCO, DIT, and Purchasing Department conducted a Request for Proposal process for which five proposals were reviewed. Three vendors were selected to make presentations and a review committee was established to evaluate the responses and presentations based on standard evaluation criteria, references were checked, and a recommendation was made to the OCCC Bench, the OCCO, and DIT's Management Team to enter into a contract with the preferred vendor, Wiznet, to provide this E-filing service; and WHEREAS on January 9, 2007, the OCCC Judges voted to proceed with the EDMS Advisory Committee's recommendation of entering into a contract with the selected vendor, creating a mandatory environment, allowing a filing fee of $5/filing (with e-service it is $8), advanced pilot stage with one judge beginning August 1, 2007 for "C" and "N" civil case types (as defined in MCR 8.117), and 3 other judges beginning January 1,2008 for "C" and "N" civil case types; and WHEREAS the OCCO and DIT also approved this recommendation and expect the Supreme Court to approve the e- filing rules through a Local Administrative Order; and WHEREAS a Scope and Approach document has been created for this project along with the required Return on Investment document for the Court's Leadership Group process and this project has been sent to DIT for sizing and they have determined that 780 hours. or $95,160 in funding, will be needed for both source system consulting and project management; and WHEREAS it is projected that through Wiznet's revenue sharing plan, this initial $95,160 outlay in funding, will be paid back within the second year of operation and then produce a new source of revenue annually, via electronic filing/service fees generated; and WHEREAS, the Chief Judge of Circuit Court and the County Clerk have agreed to share the revenues received from Wiznet on an increasing sliding scale percentage basis, with Oakland County receiving the maximum sharing percentage in the fifth year, and maintaining that percentage thereafter. NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the implementation of the E-Filinq project, and its various components. BE IT FURTHER RESOLVED the Circuit Court Administrator report back to the Public Services Committee prior to the proposed expansion of this project to include other Judges beyond the pilot program. Chairperson, I move the adoption of the foregoing resolution. PUBLIC SERVICES COMMITTEE Public Services Committee Vote: Motion carried on a roll call vote: Potter, Scott, Gershenson, Middleton, Gingell, Gregory, Burns and Spector — yes Potts - no March 22, 2007 Resolution #07061 March 22, 2007 The Chairperson referred the resolution to the General Government Committee and the Finance Committee. There were no objections. FISCAL NOTE (M.R. #07061) April 5, 2007 BY: Finance Committee, Mike Rogers, Chairperson IN RE: OAKLAND COUNTY CIRCUIT COURT AND OAKLAND COUNTY CLERK - REQUEST FOR FUNDING TO IMPLEMENT A THIRD PARTY VENDOR E-FILING SYSTEM TO ALLOW THE COURT, ATTORNEYS, AND PRO SE LITIGANTS TO FILE AND SERVE COURT DOCUMENTS ELECTRONICALLY, VIA THE INTERNET. TO THE OAKLAND COUNTY BOARD OF COMMISSIONERS Chairperson, Ladies and Gentlemen: Pursuant to Rule XII-C of this Board, the Finance Committee has reviewed the above referenced resolution and finds: 1. Oakland County Circuit Court (OCCC) and Oakland County Clerk's Office (OCCO), along with the assistance of the Department of Information Technology (DIT), have recently agreed to enter into a contract with the preferred vendor, Wiznet, to provide e-filing services. 2. OCCC Judges voted to proceed with the EDMS Advisory Committee's recommendation of entering into a contract with the selected vendor, creating a mandatory environment, allowing a filing fee of $5/filing (with e-service it is $8), advanced pilot stage with one judge beginning August 1, 2007 for "C" and "N" civil case types (as defined in MCR 8.117), and 3 other judges beginning January 1, 2008 for "C" and "N" civil case types. 3. A Scope and Approach document has been created for this project along with the required Return on Investment document for the Court's Leadership Group process and this project has been sent to DIT for sizing and they have determined that 780 hours, or $95,160 in funding, will be needed for both source system consulting and project management. 4. Funding is available in General Fund Designation for Operational Improvements (10103-371350). 5. Funding of $95,160 for this project will be transferred to the Oakland County Information Technology Department to initiate the implementation process. 6. Annual revenues to Oakland County are based on an increasing sliding scale beginning in the first year and maximizing in the fifth year as follows: 2008 - 30% ($10,200) 2009 - 40% ($106,600) 2010 - 50% ($156,000) 2011 - 60% ($214,500) 2012 - 70% ($250,230) 2013 - 70% ($250,250) V. Revenues are based on a $5 e-Filing fee plus a $3 e-Service fee. Vendor Wlznet will retain the first $200,000 of revenues in 2008 to offset start-up costs and share revenues with Oakland County over the life of the contract. 8. A budget amendment for FY 2007 and FY 2008 is recommended as follows: FINANCE COMMITTEE Motion carried unanimously on a roll call vote. $95,160 $0 $82,330 $0 12,830 $95,160 0 General Fund(10100) FY 2007 FY 2008 Revenue 9090101-196030-665882 Planned Use of Fund Balance $95,160 $0 3010301-121100-630XXX e-Filing $0 $5,100 2010201-125000-630XXX e-Filing $0 $5,100 Total Revenues 895,160 $10,200 Expenditures 9090101-989999-78E3201-63600 Transfers $95,160 $ 0 9090101-196030-730359 Contingency $0 $10,200 Total Expenditures $95,160 $10,200 Information Technology Fund(63600) Revenue 1080101-152000-695500 Transfers Expenditures 1080701-152020-731158 Prof. Svc. 1080201-152010-731458 Prof. Svc. Total Expenditures Net Information Tech. FINANCE COMMITTEE Ruth Johnson, County Clei: Resolution #07061 April 5, 2007 Moved by Potter supported by Gershenson the resolution (with fiscal note attached) be adopted. Moved by Potter supported by Gershenson the General Government Committee Report be accepted. A sufficient majority having voted in favor, the report was accepted. Vote on resolution: AYES: Gershenson, Gingell, Gosselin, Gregory, Greimel, Hatchett, Jacobsen, KowaII, Long, Middleton, Nash, Potter, Potts, Rogers, Scott, Spector, Suarez, Woodward, Zack, Bullard, Burns, Coulter, Crawford, Douglas. (24) NAYS: None. (0) A sufficient majority having voted in favor, the resolution (with fiscal note attached) was adopted. APPROVE THE FOREGO EOM c--0 /6/ STATE OF MICHIGAN) COUNTY OF OAKLAND) I, Ruth Johnson, 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 April 5, 2007, 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 5th day of April, 2007.