Agenda Item AGENDA STAFF REPORT ASR
Control 13-001681 |
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MEETING DATE: |
01/28/14 |
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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): |
Paul Lanning (714) 834-2248 |
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David Cabrera (714) 834-2248 |
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Subject: Software Maintenance and
Technical Support Contract
ceo Concur |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Consent Calendar |
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3 Votes Board Majority |
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Budgeted: N/A |
Current Year Cost:
$168,408.50 |
Annual Cost:
FY 2014-15:$174,328.92 ; FY 2015-16:$180,545.37 |
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Staffing Impact: No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: N/A
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RECOMMENDED ACTION(S):
1. Approve and authorize the County Purchasing Agent or his authorized Deputy to execute contract # MA-059-14011037 with SouthTech Systems, Inc. for software maintenance and technical support of computer applications used by Clerk and Recorder operations for a three-year period, effective February 1, 2014 through January 31, 2017, for an amount not to exceed $523,282.79.
SUMMARY:
The Orange County Clerk-Recorder Department requests approval of contract # MA-059-14011037 with SouthTech Systems, Inc. for software maintenance and technical support of computer applications used by Clerk and Recorder operations, which will support various department applications for the next three years.
BACKGROUND INFORMATION:
The Clerk-Recorder Department presently processes real property documents, electronic recordings, vital records, marriage licenses, and other core services using software owned and maintained by SouthTech Systems, Inc.
As, SouthTech does not allow its proprietary software to be modified or supported by other vendors the department must contract directly with SouthTech for software maintenance and technical support unless the department opted to completely replace all of its current systems. At this time, replacing its entire current document processing systems is not advisable as the department would incur considerable expense.
The software currently in use was specifically developed to meet the operational needs of the Clerk-Recorder. In order to ensure continued functionality of these critical systems, the department is requesting approval of this sole source contract as they believe that this is the only vendor capable of providing the required services at this time. This vendor has demonstrated, through its past performance, to be satisfactory in providing the department the required services.
FINANCIAL IMPACT:
Funding for this project has been budgeted in Clerk-Recorder General Fund 059.
STAFFING IMPACT:
N/A
REVIEWING AGENCIES:
County Counsel
EXHIBIT(S):
Sole Source/ Proprietary Request Form
ATTACHMENT(S):
Contract # MA-059-14011037