HomeMy WebLinkAboutResolutions - 2021.06.17 - 34669MISCELLANEOUS RESOLUTION #21256 June 17, 2021
BY: Commissioner Gwen Markham, Chairperson, Finance Committee
IN RE: INFORMATION TECHNOLOGY —CONTRACT EXTENSION WITH COMPULINK MANAGEMENT
CENTER INC. THROUGH 2O22
To the Oakland County Board of Commissioners
Chairperson, Ladies and Gentlemen:
WHEREAS the Board of Commissioners, pursuant to Miscellaneous Resolution #16249, authorized the
Imaging System Replacement Project to implement the Laserfiche Software from Compulink Management
Center Inc.; and
WHEREAS the current contract #004879 with Compulink Management Center Inc. was executed on
09/01/2016 and expires on 8/31/2021. A one-year date extension is required to finalize the data migration
to Laserfiche as documented in the original contract scope; and
WHEREAS one-year of Support and Maintenance will be added to the contract at a cost of $186,040
bringing the total NTE to $2,827,233, and
WHEREAS the Purchasing Terms and Conditions, in Section 2400.6 Duration of Contracts and under
Procedure states "The Board of Commissioners shall approve contracts beyond five years."
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves the
one-year contract extension with Compulink Management Center Inc. through August 31, 2022.
BE IT FURTHER RESOLVED that a budget amendment is not required as there is sufficient funding within
Information Technology's FY 2021 — FY 2023 operating budget to cover the cost of the expenditure.
Chairperson, on behalf of the Finance Committee, I move the adoption of the foregoing resolution.
Commissioner Gwen Markham, District #9
Chairperson, Finance Committee
FINANCE COMMITTEE VOTE:
Motion carried unanimously on a roll call vote.
OAKLANDCOUNTY EXECUTIVE DAVID COULTER
Michael R. Timm, Director
TO: OAKLAND COUNTY BOARD OF COMMISSIONERS
FROM: MIKE TIMM, DIRECTOR OF INFORMATION TECHNOLOGY
SUBJECT: INFORMATION TECHNOLOGY - COMPULINK MANAGEMENT CENTER INC. #004879 ONE
YEAR CONTRACT EXTENSION THROUGH 2O22
DATE: MAY 20, 2021
About Laserfiche:
Laserfiche is the leading global provider of intelligent content management and business process
automation. The Laserfiche® platform enables organizations in more than 80 countries to
transform into digital businesses. Customers in every industry —including government, education,
financial services and manufacturing —use Laserfiche® to boost productivity, scale their business
and deliver digital -first customer experiences.
How Laserfiche is used at Oakland County:
In July of 2015, a request for proposal (RFP) was issued by the Oakland County for an Imaging
System Replacement. This new system would replace the existing legacy system. The RFP
responses were evaluated with a proof -of -concept exercise included and a five-year cost
assessment. Laserfiche was chosen and the five-year contract was awarded in 2016.
Oakland County started the Laserfiche implementation project in April of 2016. The scope of the
Program was to replace the legacy imaging system with Laserfiche. We implemented the
Laserfiche on -premise solution in the Cloud (AWS) with multiple interfaces, including a
connection to our mainframe. Laserfiche modules implemented include the following:
o Laserfiche Directory Server
o Laserfiche Rio
o Laserfiche Application Server
o Laserfiche Workflow
o Laserfiche Web Access
o Laserfiche Audit Trail
o Laserfiche Forms
o Laserfiche Records Management
o Laserfiche Import Agent
BUILDING 49W 1 1200 N TELEGRAPH RD DEPT421 I PONTIAC, MI 48341-0421 1 Fax (248) 858-5130
Phone (248) 858-0810 1 www oakgov corn
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COUNTY MICHIGAN OAKLAND COUNTY EXECUTIVE DAVID COULTER
INFORMATION TECHNOLOGY
Michael R. Timm, Director
The Oakland County Records Management System was migrated to the Laserfiche enterprise -
wide Imaging System, so the records management software is on the latest supported
technologies. The Laserfiche software allows for document management, document retention,
document and case security, and integration with other systems and information sharing with
internal departments and the public. It has advanced capabilities such as full text searching,
document editing and parsing, enhanced case note security, department accessible form
creation, queue administration, and a web and mobile ready solution.
The Departments of Corporation Counsel and Risk Management use Laserfiche to manage legal
assistance requests, lawsuits, and claims on behalf of Oakland County.
The Laserfiche platform currently is the document management system at the following
Departments: Probate, Clerk Vitals, Health, and the Treasurer's Office. It will soon be the
document management system for Clerk Legal, Friend of the Court, Circuit Court, Prosecutor,
Payroll, and Community Corrections.
In addition to everyday use for County Business, Laserfiche was instrumental in distributing Grant
Awards. Using online public forms and automated workflow processes, more than $100 million in
grants were distributed to help stabilize and support small businesses, residents, and
communities in every part of the county.
Future of Laserfiche at Oakland County:
• Laserfiche is the County's strategic platform for imaging, document management, forms and
workflow solutions.
• Laserfiche is instrumental as the county continues to streamline and automate operations to
support a touchless work environment. Projects are in progress to implement functionality for the
MlWorks! Clean Slate Program, Economic Development Grants, Parks and Recreation Grants,
and Building Safety badge requests.
Development and Support
• In the past year, efforts of County employees were redirected due to the COVID-19 Pandemic.
The Laserfiche development program was paused during this time and therefore the original
scope as planned in the Laserfiche contract will not be completed by the August 2021 expiration
date. In addition, extending the original contract end date for 1 year will provide extra time to
work with the newly elected Prosecutor to determine the best requirements and implementation
plan to support the Prosecutor's Office business processes.
• Prior to the contract extension ending in 2022, IT will review the impact and cost of replacing the
Laserfiche solution with available technology.
BUILDING 49W 1 1200 N TELEGRAPH RD DEPT421 I PONTIAC, MI 48341-0421 1 Fax (248) 858-5130
Phone (248) 858-0810 I www.oakgov.com
Resolution #21256 June 17, 2021
Moved by Gingell seconded by Hoffman the resolutions on the amended Consent Agenda be adopted.
AYES: Charles, Gershenson, Gingell, Hoffman, Jackson, Joliat, Kochenderfer, Kowall, Kuhn,
Long, Luebs, Markham, McGillivray, Miller, Moss, Nelson, Spisz, Weipert, Woodward, Cavell. (20)
NAYS: None. (0)
A sufficient majority having voted in favor, the resolutions on the amended Consent Agenda were adopted.
I HEREBY APPROVE THIS RESOLUTION
CHIEF DEPUTY COUNTY EXECUTIVE
ACTING PURSUANTTO MCL 45.559A (7)
STATE OF MICHIGAN)
COUNTY OF OAKLAND)
I, Lisa Brown, 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 June 17, 2021,
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 Circuit Court at Pontiac,
Michigan this 17th day of June, 2021.
Lisa Brown, Oakland County