The Cook County Board of Commissioners met Oct. 4 to propose entering a technology contract with ACS Enterprise Solutions.
Here is the meeting's agenda, as provided by the board:
Board of Commissioners of Cook County
Technology and Innovation Committee
Tuesday, October 4, 2016 10:00 AM Cook County Building, Board Room, 569
118 North Clark Street, Chicago, Illinois
NOTICE AND AGENDA
There will be a meeting of the Committee or Subcommittee of the Board of Commissioners of Cook County
at the date, time and location listed above to consider the following:
PUBLIC TESTIMONY
Authorization as a public speaker shall only be granted to those individuals who have submitted in
writing, their name, address, subject matter, and organization (if any) to the Secretary 24 hours in
advance of the meeting. Duly authorized public speakers shall be called upon to deliver testimony at a
time specified in the meeting agenda. Authorized public speakers who are not present during the
specified time for public testimony will forfeit their allotted time to speak at the meeting. Public
testimony must be germane to a specific item(s) on the meeting agenda, and the testimony must not
exceed three minutes; the Secretary will keep track of the time and advise when the time for public
testimony has expired. Persons authorized to provide public testimony shall not use vulgar, abusive, or
otherwise inappropriate language when addressing the Board; failure to act appropriately; failure to speak
to an item that is germane to the meeting, or failure to adhere to the time requirements may result in
expulsion from the meeting and/or disqualify the person from providing future testimony.
16-5644
COMMITTEE MINUTES
Approval of the minutes from the meeting of 8/3/2016
Page 2 of 5
16-4890
Presented by: THOMAS J. DART, Sheriff of Cook County
PROPOSED CONTRACT (TECHNOLOGY)
Department(s): Cook County Sheriff’s Office
Vendor: Clarity Partners, LLC, Chicago, Illinois
Request: Authorization for the Chief Procurement Officer to enter into and execute contract
Good(s) or Service(s): CLEARNET Multi-Agency Criminal Records Management System
Contract Value: $1,070,202.00
Contract period: 10/1/2016-9/30/2019 with two (2) one (1) year renewal options
Potential Fiscal Year Budget Impact: FY 2016 $300,000.00, FY 2017 $500,000.00, FY 2018
$270,202.00
Accounts: 1521709302-579
Contract Number(s): 1611-15572
Concurrence(s):
The contract-specific goal set on this contract was zero.
The Chief Procurement Officer concurs.
The Bureau of Technology concurs
Summary: The Cook County Sheriff’s Office respectfully requests the approval to enter into a contract
with Clarity Partners, LLC of Chicago, Illinois. Clarity Partners, LLC is contracted with the Chicago
Police Department to develop and maintain a new records management system. The Cook County
Sheriff’s Office has committed to partner with Chicago Police Department as the system’s first external
user to establish a multi-agency computerized police records system. Clarity is currently engaged in
software development and database management with the Chicago Police Department. These require
continuity of personnel for successful completion. As a partner in law enforcement operations, the Cook
County Sheriff’s Office is dedicated to violence reduction, and a records management system is a crucial
part of ensuring a successful regional policing model.
This is a Sole Source Procurement pursuant to Section 34-139 of the Cook County Procurement Code.
Legislative History: 9/14/16 Board of Commissioners refer to the Technology and Innovation Committee
Page 3 of 5
16-5093
Presented by: DONNA M. ALEXANDER, VMD, Administrator, Department of Animal and Rabies
Control
PROPOSED CONTRACT
Department(s): Animal Control
Vendor: Hyland Software Inc., Westlake, Ohio
Request: Authorization for the Chief Procurement Officer to enter into and execute
Good(s) or Service(s): OnBase Enterprise Content Management System
Contract Value: $1,393,330.70
Contract period: 10/1/2016 - 9/30/2019, with two (2), one (1) year renewal options
Potential Fiscal Year Budget Impact: FY 2016 $77,407.26, FY 2017 $464,443.57, FY 2018
$464,443.57, FY 19 $387,036.31
Accounts: 1600909615-579 ($464,977.04); 510-260 ($928,353.65)
Contract Number(s): 1618-15637
Concurrences:
The vendor has met the Minority- and Women-owned Business Enterprise Ordinance via direct
participation
The Chief Procurement Officer concurs.
The Bureau of Technology concurs.
Summary: Currently, the Department of Animal and Rabies Control (“DARC”) relies upon an aging
mainframe solution and isolated manual processes to manage documents and content related to its
departmental mandates. The proposed system aims to replace legacy operations with a robust Enterprise
Content Management (“ECM”) platform that is scalable and will grow with DARC’s business needs. The
ECM is also accompanied by a Responsive Design Web Portal that will render across mobile and desktop
devices and transform cumbersome manual processes into automated online services for customers.
The ECM will achieve additional efficiencies by adopting BOT’s Hyland OnBase software standard,
which will provide a centralized solution for managing DARC’s internal operations.
This is a Comparable Government Procurement pursuant to Section 34-140 of the Cook County
Procurement Code. Hyland Software Inc. was previously awarded a contract through a Request for
Proposals (RFP) process by the state of Ohio. Cook County wishes to leverage
Legislative History: 9/14/16 Board of Commissioners refer to the Technology and Innovation Committee
Page 4 of 5
16-5094
Presented by: SIMONA ROLLINSON, Chief Information Officer, Bureau of Technology
REPORT
Department: Bureau of Technology
Request: Refer to the Committee on Technology
Report Title: Quarterly Progress Report on the Creation of the Automated Criminal Justice System
Report Period: 2nd and 3rd quarters of 2016
Summary: Pursuant to Resolution 13-2002, the CIO shall update the Board of Commissioners via the
Technology Committee on progress being made towards achieving the goal of an integrated, automated
Cook County Criminal Justice System.
Legislative History: 9/14/16 Board of Commissioners refer to the Technology and Innovation Committee
16-5400
Presented by: KAREN A. YARBROUGH, Recorder of Deeds
PROPOSED CONTRACT (TECHNOLOGY)
Department(s): Recorder of Deeds
Vendor: ACS Enterprise Solutions, LLC, Dallas, Texas
Request: Authorization for the Chief Procurement Officer to enter into and execute contract
Good(s) or Service(s): Recorder of Deeds Land Management and Cashiering System
Contract Value: $3,809,111.00
Contract period: 9/24/2016 - 9/23/2021, with two (2) one (1)-year renewal options
Potential Fiscal Year Budget Impact: FY 2016 $100,000.00, FY 2017 $2,264,551.00, FY2018
$1,012,560.00, FY2019 $216,000.00, FY2020 $216,000.00
Accounts: 545-260 (545-266)
Contract Number(s): 1618-15637
Concurrence(s):
The vendor has met the Minority- and Women-owned Business Enterprise Ordinance via direct
participation and partial MWBE waiver
The Chief Procurement Officer concurs
The Bureau of Technology Concurs
Page 5 of 5
Summary: CCRD seeks to replace its current lands record processing and transaction system with a
new technically advanced solution that enables CCRD to achieve its external and internal business goals.
The new solution will encompass all phase of the recording process and adapt to future advances in
technology and changes in CCRD business and operational needs that will enable CCRD to continually
improve it services to the public. The current application is more than 12 years old and has undergone
modest enhancement over time. The current system is limited and outdated in its reporting and
accounting schematics which impacts accuracy and efficiency. The system will enhance our overall
efficiency and bring economies of scale overall.
This is a Comparable Procurement pursuant to Section 34-140 of the Procurement Code. ACS
Enterprise Solutions, LLC. was previously awarded a contract by the Sacramento County, California,
through a Request for Proposals (RFP) process. Cook County wishes to leverage this procurement
effort.
Legislative History: 9/14/16 Board of Commissioners refer to the Technology and Innovation Committee
Secretary
Chairman: Fritchey
Vice-Chairman: Morrison
Members: Butler, Daley, Garcia, Goslin, Schneider, Silvestri, Steele
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