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County Administrator's Report 13. 2.
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| BCC Regular Meeting |
Budget & Finance Consent |
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| RECOMMENDATION: |
Recommendation Concerning Issuance of a Purchase Order to Upgrade its Network and Storage to Judiciary Paperless System - William Moore, Court Administration Services Manager
That the Board authorize Escambia County to piggyback off of the State Contract #250-000-09-1, for the issuance of a Purchase Order, in the amount of $71,255.74, for Fiscal Year 2013-2014, for the Court Administration Division, to Technology Integration Group (TIG), Vendor Number 150525, to upgrade the Okaloosa County network and storage system to support the new paperless file system. The system allows the judges to view and manage their Court files electronically. Judges will be able to electronically review and search cases, transmit documents to the Clerk, work remotely, and digitally sign orders.
[Funding Source: Fund 151, Okaloosa Information Technology Fund - 410516/56401] |
| BACKGROUND: |
In 2009, the Florida Legislature mandated electronic filing of court documents and established deadlines for compliance. The electronic filing requirement first went into effect for the Supreme Court and District Court of Appeals on October 1, 2012. The requirement for civil, probate, small claims, and family law courts was implemented April 1, 2013. The deadline for criminal, traffic, and juvenile courts was October 1, 2013. Electronic filing granted the Clerk of Court the opportunity to go paperless, saving resources, funds, staff time, and increasing efficiency. However, with the Clerk going paperless, it requires that the courts have some electronic means to manage, retrieve, view, edit, and send these electronic documents back to the Clerk.
This system is needed to upgrade the Court’s IT infrastructure in order to handle this mission critical application. The upgrade will include the purchase of network storage for the electronic documents, upgraded switching gear for faster delivery of court documents, network firewalls, UPSs, and backup system.
The Okaloosa Board of County Commissioners (BCC) approved the Court Administration's recommendation to transfer Okaloosa Court Technology funds from Reserves (410516/59801) to Equipment (410516/56401) during the June 3, 2014, BCC meeting to cover the purchase of this system through TIG, and additional related hardware and software purchases through Dell and CDW-G. The resume' page of the Okaloosa BCC minutes is attached.
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| BUDGETARY IMPACT: |
Funding for this project will be provided through Fund 151, Okaloosa Court Technology, CC410516, OC56401.
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| LEGAL CONSIDERATIONS/SIGN-OFF: |
| N/A |
| PERSONNEL: |
| N/A |
| POLICY/REQUIREMENT FOR BOARD ACTION: |
This recommendation is in compliance with Escambia County Purchasing Policy and Procedures.
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| IMPLEMENTATION/COORDINATION: |
| Upon approval by the Board, Court Administration will submit a purchase requisition to the Office of Purchasing for issuance of the Purchase Order. Coordination and implementation of tasks will be provided between Court Technology and TIG. |
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