To: Dale K. Weighill, Governmental Operations Committee Chairperson
From: Domonique Clemons, Genesee County Clerk & Register of Deeds
title
RE: Approval of an agreement between Genesee County and FIDLAR Technologies, in an amount not to exceed $689,600.00, to provide for records management software in the Office of the Clerk/Register; the term of this agreement is October 1, 2024 through September 30, 2027; the cost of this agreement will be paid from the accounts listed
recommendation
BOARD ACTION REQUESTED:
Approval of an agreement between Genesee County and FIDLAR Technologies for record management software in the Office of Genesee County Clerk and Register of Deeds.
BACKGROUND:
The Office of Genesee County Clerk & Register of Deeds maintains thousands of records including Birth Records, Death Records, CPL applications, Notary Applications, DBA and Co-sponsorship Registration, DD214, Marriage Licenses, and Property records such as deeds, mortgages, and liens. To manage all of these documents, provide receipting and transaction support, as well as online capabilities the office needs a robust records management system. Throughout the years Genesee County Clerk/Register office has used various platforms for this software need. At this time, we are looking to contract with FIDLAR Technologies to provide this service. This project was sent out to bid through a robust RFP process that included both leadership and service level employees in the Clerk and Register office, the purchasing Department, IT, and Legal counsel.
DISCUSSION:
Currently the office of Genesee County Clerk & Register of deeds utilizes a records management system through Tyler Technologies. Our contract with Tyler Technologies is coming to a close in July of 2025. Having been with Tyler Technologies for several years, and in adherence to county policy, we have sent this contract out to bid. In the bidding process several organizations placed a bid to be awarded the contract for record management system. Many of the bids lacked the basic functionality of a system required for such a robust office. The bids were narrowed down to 3 companies that each had the tools, resources, and skills needed to contract with Genesee County. Those three organizations were Tyler Technologies, GovOS, and FIDLAR Technologies. Ultimately FIDLAR Technologies provided through their bid, and on-site demo that they had the strongest system that was both user friendly for the resident, and easy to navigate with staff. They demonstrated the strongest knowledge of the laws and procedures around document recording and record retention, and provided data to show their exemplary customer service, all with a price range that was middle of the pack as far as proposals. GovOS had a lot of fancy bells and whistles but did not demonstrate the same knowledge base that was shown by FIDLAR. As a multiyear customer with Tyler technologies, our office is well experienced in the challenges and difficulties of using their system, their lackluster customer support, and their al-a-carte pricing that makes them a more expensive option in the long run. Attached you will find the Scope of work, RFP for the project, and the scoring of each vendor.
IMPACT ON HUMAN RESOURCES:
This contract has no direct effect on Human Resources, but a software that is more convenient for staff to use, and easier for residents to navigate could result in less frustration and burnout from staff. Which would lower the occupational hazards of our office and limit the amount of resources HR would need to utilize for our office.
IMPACT ON BUDGET:
This is a budgeted expense as part of the FY 24-25 budget year. With a year one cost of $377,200 and $156,200 each additional year. This vendor cost is less than our current contract with Tyler Technologies overall, but we also recognize that there will be a period of about 6 months where the contracts will overlap to provide for data migration, training, and set up for the new system. We anticipated this, and budgeted extra funds to allow for this overlap. This project cost would be split and funded from multiple budgets. $136,720 (36.25) from Vital Records (account 1010-216.00-933.001), $37,720 (10%) from CPL Fund (account 2630-216.00-760.000) and $202,760 (53.75%) from ROD Technology Fund (account 2560-711.00-760.000)
IMPACT ON FACILITIES:
This will have no impact on facilities.
IMPACT ON TECHNOLOGY:
We have been working directly with IT as we work to switch vendors and new software is installed on County computers. FIDLAR Technologies handles most of our customer services needs which will greatly reduce the time IT will be in the clerk/register office troubleshooting our current broken system.
CONFORMITY TO COUNTY PRIORITIES:
This particular proposal conforms to all of the county priorities. This new system lends to priority one of Health, livable and safe communities through its efforts to assist the county in communicating available resources and services to our residents, many of which will be streamlined and completed online. This system includes electronic certification of documents which will cut down on not only cost, but the environmental impact of producing so many records. Secondly, this resolution supports the priority of Long Term financial stability, While the year one cost is higher, and there will be overlap between the old and new contract, this contract will save us money in the long run, as its annual cost after year one is less than our current contract, the use of more electronic processing will reducing the cost of paper, ink and printing, The decision of this contract is based on data and metrics as suggested in our priorities. The Third priority of Inclusive, Collaborative Culture is a natural fit into this project. This contract will allow us to continue to move forward as a leader in service and innovation, being an example to other counties. It will allow an array of service options to meet the needs of a diverse community, including those with mobility challenges and other disabilities. Finally, this contract conforms to the priority of community growth as it will allow for easier coordination with other agencies, bring our office to modern day business practices that that will help create a sense of place and attract young people to our county.
resolution
TO THE HONORABLE CHAIRPERSON AND MEMBERS OF THE GENESEE COUNTY BOARD OF COMMISSIONERS, GENESEE COUNTY, MICHIGAN
LADIES AND GENTLEMEN:
BE IT RESOLVED, by this Board of County Commissioners of Genesee County, Michigan, that the request by the County Clerk/Register to authorize entering into a professional services contract between Genesee County and FIDLAR Technologies, whereby the contractor will provide and maintain a records management system, for a term commencing October 1, 2024, through September 30, 2027, with an option of annual renewals, in an amount not to exceed $377,200.00 for contract year 1, and $156,200.00 for each additional year to be paid from account 1010-216.00-933.001, account 2630-216.00-760.000, and account 2560-711.00-760.000, is approved (a copy of the memorandum request and supporting documentation being on file with the official records of the September 11, 2024 meeting of the Governmental Operations Committee of this Board), and the Chairperson of this Board is authorized to execute the contract on behalf of Genesee County.