HomeMy WebLinkAboutResolutions - 2023.03.23 - 38079
AGENDA ITEM: Record Retention System Replacement
DEPARTMENT: Facilities Management
MEETING: Board of Commissioners
DATE: Thursday, March 23, 2023 9:30 AM - Click to View Agenda
ITEM SUMMARY SHEET
COMMITTEE REPORT TO BOARD
Resolution #2023-2695 _ 23-49
Motion to adopt the attached suggested resolution.
ITEM CATEGORY SPONSORED BY
Resolution Yolanda Smith Charles
INTRODUCTION AND BACKGROUND
Facilities Management has been using a system since 2006 for the efficient management of the
Record Retention function for the County. The system is reaching an end-of-life status where it will
no longer be able to be secured, and support will no longer be provided by the vendor. The system
replacement was bid, and the expense was approved through the FY2022 budget process. The
funds need to be allocated into the 2023 budget to align with the implementation schedule for the
system. Vendor: Filetrail, Inc., Contract Number: 009779, the contract is from 11/1/2022 to
10/31/2025.
POLICY ANALYSIS
This is a request to approve the appropriation and transfer of $69,240 (system $45,240 and $24,000
maintenance 1 year) for the replacement of the record retention system Facilities utilizes to manage
the record retention functions for the County. The expenditure was approved through the FY 2022
budget process and funds need to be allocated into the FY 2023 budget to align with the
implementation schedule for the system. The current system (since 2006) is reaching end-of-life
status and will no longer be able to be secured and the vendor will no longer support it.
The system replacement was competitively bid and will be procured from Filetrail, Inc., at a
projected cost of $45,240, with a contract (009779) timeframe from 11/1/2022 to 10/31/2025. The
first year of annual maintenance has a projected cost of $24,000; and the annual maintenance costs
of $24,000 for years 2024 and 2025 will be budgeted through the annual budget process. A budget
amendment is required as reflected in the Schedule A – Budget Amendment.
BUDGET AMENDMENT REQUIRED: Yes
Committee members can contact Michael Andrews, Policy and Fiscal Analysis Supervisor at
248.425.5572 or andrewsmb@oakgov.com, or the department contact persons listed for additional
information.
CONTACT
Todd Birkle, Manager Support Services
ITEM REVIEW TRACKING
Yolanda Smith Charles, Board of Commissioners Created/Initiated - 3/23/2023
David Woodward, Board of Commissioners Approved - 3/23/2023
Hilarie Chambers, Executive's Office Approved - 3/24/2023
Lisa Brown, Clerk/Register of Deeds Final Approval - 3/27/2023
AGENDA DEADLINE: 03/23/2023 9:30 AM
ATTACHMENTS
1. FY23 Facilities Management Record Retention System Amendment Schedule A
COMMITTEE TRACKING
2023-03-15 Economic Development & Infrastructure - Recommend and Forward to Finance
2023-03-15 Finance - Recommend to Board
2023-03-23 Full Board - Adopt
Motioned by: Commissioner Michael Gingell
Seconded by: Commissioner Janet Jackson
Yes: David Woodward, Michael Gingell, Penny Luebs, Karen Joliat, Kristen Nelson, Christine
Long, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson, Janet Jackson,
Yolanda Smith Charles, Charles Cavell, Brendan Johnson (14)
No: None (0)
Abstain: None (0)
Absent: William Miller III, Michael Spisz, Gary McGillivray, Ajay Raman (4)
Passed
March 23, 2023
RESOLUTION #2023-2695 _ 23-49
Sponsored By: Yolanda Smith Charles
Facilities Management - Record Retention System Replacement
Chair and Members of the Board:
WHEREAS the Facilities Management's record retention system has reached the end-of-life and the
Department of Information Technology will replace and modernize the system for Facilities to manage
the record retention functions for the County; and
WHEREAS the new system will be procured from a new competitively bid contract with Filetrail, Inc.,
at a projected cost of $45,240; and
WHEREAS the first year of annual maintenance has a projected cost of $24,000; and
WHEREAS annual maintenance costs of $24,000 for years 2024 and 2025 will be budgeted through
the annual budget process.
NOW THEREFORE BE IT RESOLVED that the Oakland County Board of Commissioners approves
the appropriation and transfer of the amount totaling $69,240 from the General Fund Non-
Departmental Transfers (9090101) Technology Projects-One Time (760180) to the Information
Technology Fund (#63600) for the Record Retention System Implementation Project.
BE IT FURTHER RESOLVED that the FY2023 budget shall be amended as reflected in the attached
Schedule A – Budget Amendment.
Chair, the following Commissioners are sponsoring the foregoing Resolution: Yolanda Smith
Charles.
Date: March 23, 2023
David Woodward, Commissioner
Date: March 24, 2023
Hilarie Chambers, Deputy County Executive II
Date: March 27, 2023
Lisa Brown, County Clerk / Register of Deeds
COMMITTEE TRACKING
2023-03-15 Economic Development & Infrastructure - Recommend and Forward to Finance
2023-03-15 Finance - Recommend to Board
2023-03-23 Full Board - Adopt
Motioned by Commissioner Michael Gingell seconded by Commissioner Janet Jackson to adopt the
attached Resolution: Record Retention System Replacement .
Yes: David Woodward, Michael Gingell, Penny Luebs, Karen Joliat, Kristen Nelson, Christine
Long, Philip Weipert, Gwen Markham, Angela Powell, Marcia Gershenson, Janet Jackson,
Yolanda Smith Charles, Charles Cavell, Brendan Johnson (14)
No: None (0)
Abstain: None (0)
Absent: William Miller III, Michael Spisz, Gary McGillivray, Ajay Raman (4)
Passed
ATTACHMENTS
1. FY23 Facilities Management Record Retention System Amendment Schedule A
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 March
23, 2023, 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 on Thursday, March 23, 2023.
Lisa Brown, Oakland County Clerk / Register of Deeds
Oakland County, Michigan
INFORMATION TECHNOLOGY - BUDGET AMENDMENT REQUEST FOR IMPLEMENTATION OF FACILITIES MANAGEMENT NEW RECORD RETENTION SYSTEM
Schedule "A" DETAIL
R/E Fund Name Division Name
Fund #
(FND)Cost Center (CCN) #
Account #
(RC/SC)
Program #
(PRG)
Grant ID
(GRN) #
Project ID #
(PROJ)
Region
(REG)
Budget
Fund
Affiliate
(BFA)
Ledger
Account
Summar
y Account Title
FY 2023
Amendment
E General Fund Non Departmental Transfers FND10100 CCN9090101 SC760180 PRG196030 760000 Technology Projects-One Time $(69,240)
E General Fund Non Departmental FND10100 CCN9010101 SC788001 PRG196030 BFA63600 788001 Transfer Out – IT $69,240
Total Expenditures $-
R Information Technology IT Administration FND63600 CCN1080101 RC695500 PRG152000 BFA10100 895500 Transfer In - Gen Fund $69,240
Total Revenue $69,240
E Information Technology Application Services FND63600 CCN1080201 SC730373 PRG152010 730000 Contracted Services $69,240
Total Expenses $69,240