Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  13-001681

 

MEETING DATE:

01/28/14

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

Clerk-Recorder   (Approved)

Department contact person(s):

Paul Lanning (714) 834-2248 

 

 

David Cabrera (714) 834-2248

 

 

Subject:  Software Maintenance and Technical Support Contract

 

      ceo Concur

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Consent Calendar

 

 

3 Votes Board Majority

 

 

 

    Budgeted: N/A

Current Year Cost: $168,408.50

Annual Cost: FY 2014-15:$174,328.92 ; FY 2015-16:$180,545.37

 

 

 

    Staffing Impact: No

# of Positions:

Sole Source: Yes

    Current Fiscal Year Revenue: N/A

  Funding Source: Clerk-Recorder General Fund 059 : 100%

County Audit in last 3 years No

 

Year of Audit

    Prior Board Action: N/A

 

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