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Memorandum <br /> <br />To: Board of Commissioners <br />Date: 10/15/2001 <br />From: Jean Kennedy, ITS Director <br />Re: Document Imaging and Records Management RFP <br /> <br />Request to BOC: Award RFP for Document Imaging and Records Management to One Source <br />Document Solutions, Inc. Patterson Business Systems submitted the lowest bid for software, <br />however, a live demonstration revealed that the software did not perform to our standards. This <br />software required operator input for every page ora document to utilize the OCR (optical <br />character recognition) and a text search using OCR did not capture all documents meeting the <br />criteria. The software from One Source met all bid requirements and clearly demonstrated <br />better image quality. <br /> <br />A total budget of $329,743 was allocated in the CIP. Of this amount, $130,000 was reserved for <br />an imaging project for the Department of Social Services. A plan has been proposed to piggy- <br />back a bid from Catawba County with IKON due to the fact that this software has been <br />integrated with existing DSS databases. Catawba has agreed to give all software applications to <br />Cabarrus County at no charge. The remaining funds of $199,743 are allocated for imaging <br />software and hardware for the Governmental Center and the outsourcing of a backlog Of <br />documents. <br />A reserve of $10,000 is included for contingencies since outsourcing charges can only be <br />estimated. <br /> <br />Bid Tabulation <br /> <br /> Patterson One- Advanced Inter- IKON Carter- <br /> Business source Imaging American Burgess <br />Software 12,945 13,995 45,920 34,245 33,819 46,500 <br />Install/Test 5,400 2,250 2,000 6,000 8,000 79,800 <br />Training 1,080 1,500 3',000 9,900 4,000 8,400 <br />Annual 2,100 4,390 9,840 12,737 9,453 7,200 <br />Support <br />Run-Time 5,840 <br />TOTAL 2t,525 22,135 60,760 62,882 61,112 141,900 <br /> <br /> <br />