The Cook County Board of Commissioners met Oct. 4 to enter into a contract for police records management.
Here are the meeting's minutes, as provided by the board:
Board of Commissioners of Cook County Minutes of the Technology and Innovation Committee Tuesday, October 4, 2016 10:00 AM Cook County Building, Board Room, 569 118 North Clark Street, Chicago, Illinois Present: Absent: Also Present: ATTENDANCE Chairman Fritchey, Vice Chairman Morrison, Commissioners Daley, Goslin, Schneider and Silvestri (6) Commissioners Butler, Garcia and Steele (3) Commsioner Boykin ( 1) PUBLIC TESTIMONY Chairman Fritchey asked the Secretary to the Board to call upon the registered public speakers, in accordance with Cook County Code. 1. George Blakemore - Concerned Citizen 16-5644 COMMITTEE MINUTES Approval of the minutes from the meeting of 8/3/2016 A motion was made by Commissioner Daley, seconded by Commissioner Morrison, to approve item 16-5644. The motion carried by the following vote: Ayes: Absent: Chairman Fritchey, Vice Chairman Morrison, Commissioners Daley, Goslin, Schneider and Silvestri (6) Commissioners Butler, Garcia and Steele (3) 16-4890 Presented by: THOMAS J. DART, Sheriff of Cook County PROPOSED CONTRACT (TECHNOLOGY) Department(s): Cook County Sheriffs 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: 15217093 02-579 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 Sheriffs 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 Sheriffs 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 Sheriffs 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. Page 2 of6 A motion was made by Commissioner Morrison, seconded by Commissioner Silvestri, to recommend for deferral item 16-4890. The motion carried by the following vote: Ayes: Chairman Fritchey, Vice Chairman Morrison, Commissioners Daley, Goslin, Schneider and Silvestri (6) Absent: Commissioners Butler, Garcia and Steele (3) 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, Page 3 of6 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 A motion was made by Commissioner Morrison, seconded by Commissioner Daley, to recommend for approval item 16-5093. The motion carried by the following vote: Ayes: Absent: Chairman Fritchey, Vice Chairman Morrison, Commissioners Daley, Goslin, Schneider and Silvestri (6) Commissioners Butler, Garcia and Steele (3) 16-5094 Presented by: SIMONA ROLLINSON, Chieflnformation 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. A motion was made by Commissioner Morrison, seconded by Commissioner Silvestri, to recommend for receiving and filing item 16-5094. The motion carried by the following vote: Ayes: Absent: Chairman Fritchey, Vice Chairman Morrison, Commissioners Daley, Goslin, Schneider and Silvestri (6) Commissioners Butler, Garcia and Steele (3) Page 4 of6 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 10/12/2016 - 10/11/2021, 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-~ 15427 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 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. Page 5 of6 A motion was made by Commissioner Morrison, seconded by Commissioner Silvestri, to recommend for approval as amended item 16-5400. The motion carried by the following vote: Ayes: Vice Chairman Morrison, Commissioners Daley, Goslin, Schneider and Silvestri (5) Nays: Chairman Fritchey (1) Absent: Commissioners Butler, Garcia and Steele (3) ADJOURNMENT A motion was made by Commissioner Morrison, seconded by Commissioner Silvestri, to adjourn the meeting. The motion carried by the following vote: Ayes: Absent: Chairman Fritchey, Vice Chairman Morrison, Commissioners Daley, Goslin, Schneider and Silvestri (6) Commissioners Butler, Garcia and Steele (3) Respectfully submitted, Chairman *A video recording of this meeting is available at https://cook-county.legistar.com Page 6 of6
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