Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  17-000099

 

MEETING DATE:

05/09/17

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Clerk-Recorder   (Approved)

Department contact person(s):

Dana Ohanesian (714) 834-2104 

 

 

Adam Steckler (714) 834-2315

 

 

Subject:  Software Maintenance Services with Los Angeles County Recorder

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

No Legal Objection

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: N/A

Current Year Cost: N/A

Annual Cost: See Financial Impact Section

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: N/A

    Current Fiscal Year Revenue: N/A

  Funding Source: Other: Fees 100%

County Audit in last 3 years: no

 

 

    Prior Board Action: 9/13/2016 #16, 6/26/2012 #38, 2/5/2008 #23

 

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:

 

 

Annual Cost Summary

 

Orange

Los Angeles

Riverside

San Diego

Total

Expenditure

 

 

$700,000

 

 

 

 

 

$700,000

Reimbursement

 

 

($525,000)

 

$175,000

 

$175,000

 

$175,000

 

$0

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