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Commission approves multi-year software licensing agreements for county records system
Summary
The commission approved two multi-year software licenses — a records management/sales agreement and a separate software license — with the register authorized to sign contracts. Commissioners discussed data-size pricing and a five-year term in the agreement.
Carroll County commissioners approved two multi-year software licensing agreements on June 2 covering the county’s records system and related services and authorized the register to sign the contracts.
County staff described a software licensing and sales agreement with a vendor referred to in the meeting as Fiddler, with an initial reported cost in the meeting materials of roughly $19,600 and a later annualized schedule discussed that included larger first-year start-up fees and lower recurring year costs. The county also approved a separate, annually consistent software-license agreement (referred to as Bastian) in the amount discussed in the packet (approximately $19,400 annually). Staff noted the vendor pricing scales if the county’s stored data volume grows beyond current estimates.
A commissioner asked whether panels could be silenced during discussion; staff said there was no reason not to proceed. Commissioners voted to approve the licensing and sales agreements and authorized the register to sign; the board recorded the motions as carried by voice vote.
Why it matters: the contracts govern the county’s records-management software and will affect annual IT costs and data hosting charges. Staff said the county expects to recoup some costs from sales or efficiencies over time and that data-size will be monitored for potential future cost adjustments.
The county will proceed with contract execution and monitor data growth for scaling of future fees.
