3-21-16 Reg. Meeting - Laserfiche WebLink

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BK -00028 PG -0155 to bid for a new vendor. Staff is pleased with Systel, the machines provided, service levels, and overall performance of the contract. The renewal offer quoted is a reduction of little over $111,000 over the next five years compared to the original lowest bid award in 2011. In addition to these savings, without additional cost the County can replace any machine in the fleet that is deemed to need replacement due to age, usage amount, or repeated repair issues and the licensing for the enterprise accounting software is also renewed for us for an additional five years. Current machines are tightly integrated with all the County's software systems and replacing all of the machines with a new vendor is a large task that occupies the IT department for many months until the project is complete. The offer presented above is 25% lower than the lowest offer received from the last bid for new equipment. If approved, this agreement will save money, maintain a partnership that has been built with a trusted vendor over the last five years, allow the County to keep machines that still have significant life in them, and replace machines that need replacement at our discretion and timeline, all while keeping staff with the equipment needed and not interrupting work for replacement of equipment. After discussion, Commissioner Smith moved to approve a Renewal Five -Year Contract with Systel Office Solutions as presented. Upon a vote, the results were as follows: Aye: Dalrymple, Frazier, Knecht, Oldham, Reives, Sloan, and Smith Nay: None The Chair ruled the motion had been adopted unanimously. The Board considered a Resolution exchanging ownership of buildings with Central Carolina Community College (CCCC). County Manager John Crumpton stated Dr. Howard and Dr. James conveyed by gift to the County the Steele Street property with the provision it would benefit CCCC. At the same time, the County purchased the Summit Building from Drs. Howard and James. On October 15, 2012, the Board of Commissioners and the CCCC Board of Trustees entered into an Interlocal Agreement concerning transactions and future dealings with the Summit Building and Steele Street property. The Interlocal Agreement provides that the County takes possession of the Summit Building and collects rent from the Steele Street property to offset the debt on the Summit Building. Upon the payment of the debt, title to the Summit Building and Steele Street property will transfer to CCCC. Mr. Crumpton further stated the County and CCCC have determined that an exchange of buildings will benefit the two entities and the citizens of Lee County. This exchange includes the County retaining title to the Summit Building and Steele Street property after the debt is paid. The County will have the right to sell the Steele Street property if it so chooses and retain all sale proceeds. In exchange, the County will transfer title to the Innovation Center, located at the Lee County Industrial Park, to CCCC. Drs. Howard and James are in agreement with this exchange. After discussion, Commissioner Oldham moved to approve a Resolution Exchanging Ownership Between Central Carolina Community College and the County of Lee for the Summit Building, Steele Street Property, and Innovation Center, a copy of which is attached to these Minutes and by this reference made a part hereof. Upon a vote, the results were as follows: Aye: Dalrymple, Frazier, Knecht, Oldham, Reives, Sloan, and Smith Nay: None The Chair ruled the motion had been adopted unanimously. At this time Chair Dalrymple read and presented Resolutions of Appreciation to County Attorney Kerry Self and Assistant to the County Manager Terrell Jones. Ms. Self will be leaving her position on April 1 s' to relocate out-of-state and Mr. Jones is retiring effective April 1St. Commissioner Frazier moved to approve the above referenced Resolutions of Appreciation, copies of which are attached to these Minutes and by this reference made a part hereof. Upon a vote, the results were as follows: 7