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INDIAN RIVER COUNTY, FLORIDA -r <br /> MEMORANDUM <br /> TO: Joseph A. Baird; County Administrator <br /> FROM: <br /> Robert M. Keating, AICP; lommuni evelopment Director <br /> DATE: July 1, 2013 <br /> SUBJECT: Request to Waive Bid Process for Updated Document Management System <br /> It is requested that the data herein presented be given formal consideration by the Board of County <br /> Commissioners at its regular meeting of July 9, 2013. <br /> DESCRIPTION & CONDITIONS <br /> For the past 10+years,the Building Division has been scanning all of the documents that it needs to <br /> maintain for building projects. Those documents range from letter size submittals such as elevation <br /> certificates to full size plan sets. Overall, the scanning process has made document access and <br /> retrieval easier and more efficient. <br /> The principal components of the scanning system are scanning hardware, scanning software, and <br /> computers. Recently,the scanning file server computer,which is a machine shared by Building and <br /> Utilities,was approaching its storage capacity. Although some redundant files were removed from <br /> the server to increase storage space, that is only a temporary solution. To address the long term <br /> storage needs,the County purchased a new file server with a significant amount of storage capacity. <br /> While the new file server resolved the data storage issue,it created a new problem. That problem is <br /> that the new file server's operating system(Windows 8)is incompatible with the County's scanning <br /> software. That software, which is used by both Building and Utilities, must be either upgraded or <br /> replaced in order for the new file server to be usable. <br /> In this case, the scanning software vendor is OCE. OCE is also the Building Division's scanning <br /> hardware vendor. In fact, the OCE scanning software was initially acquired because the Building <br /> Division purchased OCE scanning hardware. <br /> Although Building and Utilities have used the OCE scanning software for many years,several issues <br /> have arisen recently. Besides the software/operating system incompatibility, there has been a <br /> responsiveness problem with OCE. Another issue is that the OCE system is proprietary and not open <br /> source. <br /> FACommunity Development\Users\CDADMIN\AGENDA\2013\Request to Waive Bid Process for Updated Document Management System <br /> 070913 BCC.doc <br /> 1 52 <br />