REPORT OF THE
COMMITTEE ON INFORMATION TECHNOLOGY AND AUTOMATION
The Honorable,
The Board of Commissioners of
ATTENDANCE
|
Present: |
Chairman Beavers, Vice Chairman Gorman, Commissioners |
|
Absent: |
Commissioners Goslin, |
|
Also
Present: |
|
Ladies and
Gentlemen:
Your Committee
on Information Technology and Automation of the Board of Commissioners of Cook
County met pursuant to notice on
Your Committee
has considered the following items and, upon adoption of this report, the
recommendations are as follows:
|
285672 |
BUREAU OF INFORMATION TECHNOLOGY AND AUTOMATION, by
Catherine Maras O’Leary, Chief Information Officer, transmitting a
Communication: requesting authorization for the Purchasing Agent to enter
into a contract with Reason: Through a Request for Proposal (RFP)
process, Estimated Fiscal Impact:
$210,000.00. One time
purchase. (490-441 Account). Requisition No. 74900002. *Referred to the
Committee on Information Technology and Automation on |
Vice Chairman Gorman,
seconded by Commissioner Daley, moved to discuss Communication Number 285672.
Commissioner Daley inquired whether this safeguarding
measure is part of a larger County-wide disaster planning effort.
Mr. Molis replied in the affirmative.
Vice Chairman Gorman inquired as to how many companies
submitted RFPs.
Mary Jo Horace, Director of Office Technology, replied: Seven companies submitted RFPs. Three were disqualified because they could
not support operations of the size of
Vice Chairman Gorman,
seconded by Commissioner Daley, moved the approval of Communication Number
285672. The motion carried.
|
285946 |
COOK COUNTY CLERK, David Orr, by Brandon Neese, Deputy
County Clerk, transmitting a Communication: requesting authorization for the Purchasing Agent to
increase by $206,653.90, Contract No. 05-41-650 with LANAC Technology
Corporation, Chicago, Illinois, for the purchase of a new integrated
cashiering and accounting system (Phase I) and the back file conversion
project (Phase II).
Reason: This increase is necessary due to
unexpected difficulties the vendor experienced during the indexing process,
therefore requiring additional personnel to enter the records manually. On Estimated Fiscal Impact:
$206,653.90. (717/110-579
Account). Sufficient funds have been appropriated to cover this
request. *Referred to the
Committee on Information Technology and Automation on |
Vice Chairman Gorman,
seconded by Commissioner Daley, moved to discuss Communication Number 285946.
Chairman Beavers called on Brandon Neese, Deputy County
Clerk, to provide an overview of this Item.
Mr. Neese delivered the following remarks: This project commenced several years
ago. It is comprised of two phases. The first phase is the creation of the cashiering
and accounting system, which has been installed for the entire Clerk’s Office,
but primarily for the Tax Department and the Vital Records Department. In the second phase twenty-four million vital
records, from 1871 to the present, are being scanned and digitized. These two phases will merge, and as a result,
clerks will be able to provide documents immediately and receive payment
immediately. The project incurred
$150,000 in extra costs, because some microfiche had deteriorated to the point
where they were not legible. Instead,
the original paper documents had to be scanned, and this was more costly. Further costs have arisen because, in merging
the 24 million index numbers with the 24 million scanned documents, duplicate
index numbers have been found. To a
large extent these duplicate index numbers are from between 1911 and 1929 when
births and deaths often occurred at home instead of at the hospital. When duplicates are found, the vendor has to
manually enter the second document. The
cost has risen from 2 cents per document to 5 cents per document and, in the
case of marriage, 9 cents per document.
The increased cost amounts to approximately $200,000.00. As a result of this project, twenty-five
positions will be eliminated. The
project is not expected to exceed its deadline by more than three months.
Chairman Beavers inquired as to whether tax records will be
affected.
Mr. Neese replied: He
has been working on a plan with staff from the County’s information technology
areas. Many of the records have been
computerized, however, the State of
Commissioner Schneider inquired whether Mr. Neese foresees at
the present time the need for any addition funds in the future.
Mr. Neese replied in the negative.
Chairman Beavers inquired whether Mr. Neese had been in
touch with the Recorder of Deeds.
Mr. Neese replied in the negative, and added that the
Treasurer, however, is very interested in this project.
Vice Chairman Gorman,
seconded by Commissioner Daley, moved the approval of Communication Number
285946. The motion carried.
YOUR COMMITTEE RECOMMENDS THE FOLLOWING ACTION
WITH REGARD TO THE MATTER NAMED HEREIN:
Communication Number 285672 Approved
Communication Number 285946 Approved
Commissioner Daley
moved to adjourn the meeting, seconded by Commissioner Butler. The motion carried and the meeting was
adjourned.
|
|
Respectfully
submitted, Committee
on Information Technology and Automation xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx William
M. Beavers, Chairman |
Attest:
xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Matthew B.
DeLeon, Secretary