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Agenda Item
ASR
Control 17-000099 |
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MEETING DATE: |
05/09/17 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
Clerk-Recorder
(Approved) |
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Department contact
person(s): |
Dana Ohanesian (714) 834-2104 |
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Adam Steckler (714) 834-2315 |
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Subject: Software Maintenance
Services with Los Angeles County Recorder
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ceo CONCUR |
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Clerk of the Board |
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Concur |
No Legal Objection |
Discussion |
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3 Votes Board Majority |
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Budgeted: N/A |
Current Year Cost:
N/A |
Annual Cost:
See Financial Impact Section |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
N/A |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 9/13/2016
#16, 6/26/2012 #38, 2/5/2008 #23 |
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RECOMMENDED ACTION(S):
Approve and authorize the Orange County Clerk-Recorder or his designee to execute the Memorandum of Understanding between the Orange County Clerk-Recorder and Los Angeles County Registrar-Recorder/County Clerk for Statewide Electronic Courier Universal Recording Environment software maintenance services, for the period of July 1, 2017, through June 30, 2022, for a total not-to-exceed amount of $3,500,000.
SUMMARY:
Approval of the Memorandum of Understanding with Los Angeles County to provide software maintenance for the electronic property recording system jointly owned and operated by Orange, Los Angeles, Riverside, and San Diego counties will provide a cost savings over contracting with an outside vendor.
BACKGROUND INFORMATION:
On February 5, 2008, the Board of Supervisors authorized the Clerk-Recorder to enter into an agreement with the Counties of Los Angeles, Riverside, and San Diego (Multi-County Agreement) to share ownership, cost, and maintenance of a multi-county electronic recording delivery system, which was subsequently branded as the Statewide Electronic Courier Universal Recording Environment (SECURE).
The SECURE system allows organizations authorized under the California Government Code to electronically submit documents to county recorders. Under the Multi-County Agreement, Orange County was designated as the “Lead County” responsible for administering the contract, maintaining the SECURE network, and administering user accounts.
On June 26, 2012, the Board of Supervisors authorized the Clerk-Recorder to enter into an agreement with the Los Angeles County Registrar-Recorder/County Clerk (LA County) to provide for the enhancement, upgrade, and maintenance of SECURE with software developed by LA County staff. On September 13, 2016, the Board of Supervisors approved an extension through June 30, 2017, for a total five-year contract amount of $3,850,000 for the software maintenance.
The new Memorandum of Understanding will establish a five-year term beginning July 1, 2017, and ending on June 30, 2022. The total annual amount is not to exceed $700,000, which is a reduction of $70,000 per year. The total five-year not to exceed amount will be $3,500,000, which is a reduction of $350,000 over the prior five-year term.
The cost will be shared between the four counties that own SECURE (Orange, Los Angeles, Riverside, and San Diego), resulting in a final cost to the Clerk-Recorder in the amount of $175,000 per fiscal year, totaling $875,000 over the five-year term.
This contract does not include subcontractors or pass through to other providers. See Attachment B for Contract Summary Form.
FINANCIAL IMPACT:
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Annual Cost Summary |
Orange |
Los Angeles |
Riverside |
San Diego |
Total |
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Expenditure |
$700,000 |
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$700,000 |
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Reimbursement |
($525,000) |
$175,000 |
$175,000 |
$175,000 |
$0 |
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Total Annual Cost Per County |
$175,000 |
$175,000 |
$175,000 |
$175,000 |
$700,000 |
Orange County is contractually designated as the Lead County for SECURE, and is responsible for the initial expenditure. However, Orange County will be reimbursed by the other three SECURE Owners during the same fiscal year. Therefore, the total cost to the Orange County Clerk-Recorder will be $175,000 per fiscal year.
Appropriations and revenues for this agreement are included in the Clerk-Recorder's FY 2017-18 Recommended Budget for Fund 12D Modernization, which is funded entirely by Clerk-Recorder recording fees.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Memorandum of Understanding
Attachment B - Contract Summary Form