ORDER NO. 31653 PURCHASE OF SOFTWARE LICENSE UPGRADE FOR LASERFICHE Came to be heard this the 8th day of March, 2010, with a motion made by Commissioner Williams, seconded by Commissioner Baldwin, the Court unanimously approved by a vote of 4-0-0 to: Approve the purchase of Software License Upgrade for Laserfiche using current and past year's capital monies, in the amount of $18,806.65. 1. ? 3) b53 COMMISSIONERS' COURT AGENDA REQUEST PLEASE FURNISH ONE ORIGINAL AND TEN COPIES OF THIS REQUEST AND DOCUMENTS TO BE REVIEWED BY THE COURT. MADE BY: John D. Trolinger Office: Information Technology MEETING DATE: March 8, 2010 TIME PREFERRED: 10:30am SUBJECT: (Please Be Specific) Consider, discuss, and take appropriate action to approve purchase of software license upgrade for Laserfiche using current and past year's capital monies. EXECUTIVE SESSION REQUESTED: (PLEASE STATE REASON): NAME OF PERSON ADDRESSING COURT: John D. Trolinger ESTIMATED LENGTH OF PRESENTATION: 3 minutes IF PERSONNEL MATTER - NAME OF EMPLOYEE Time for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting schedule for Mondays: 5:00 P.M. previous Tuesday THIS REQUEST RECEIVED BY: THIS REQUEST RECEIVED ON: All Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be appreciated and contribute towards your request being addressed at the earliest opportunity. See Agenda Request Rules Adopted by Commissioners' Court, Court Order No. 25722. Make sure any and all back up material is attached to this form. Background Laserfiche is a document management system in use by the county clerk's office. Documents are scanned into the system making them searchable. The scanned paper is generally destroyed which eliminates storage space. This project expands the Laserfiche program to include Human Resources, Audit, and Voter Registration. The software license, document scanners, setup, training will cost $18,807. The Tax office has been funded in this years budget for $10,500. I recommend that we fund the remainder of the project at $8,306.65 from the prior years remaining capital loan software line item. Once the new software and hardware is in place we will commence back-scanning and conversion of old records. A table, shown below, reflects the cost of the project over the next two years. Laserfiche upgrade Avante upgrade - County Clerk 593.1 15 8896.5 project Avante upgrade - Auditor 593.1 3 1779.3 Avante upgrade - Voter Registration 593.1 3 1779.3 Avante upgrade - Human Resources 593.1 3 1779.3 HR Backscanning 26250 0 0 Voter image conversion 20587 0 0 Scanners 914.45 5 4572.25 IT budget for Voter HR cap loan program Other funding sources county wide records management fund new county technology fund new district technology fund Attached below is the proposal from Image Tek, a DIR listed company, that has handled the prior Laserfiche projects. Image Tek quote February 11,2010 John Trolinger Kerr County IT Manager 700 Main Kerrville, Texas 78028 Dear John, Thank you for allowing us to provide for your imaging needs. As we discussed the following is our best estimate of scanning the HR records, upgrading LaserFiche and converting the images in the tax office and importing them into LaserFiche: Upgrading LaserFiche to Avante with 24 Users $14,233.73 Imaging 25 Boxes and Drawers HR Records $26,250.00 Covert and import images for Voter Records $20,587.00 Total cost of Project $61,070.73 If you have any questions or need additional information please feel free to call me at 254-715-8112. Respectfully, Jerry Anderson