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COUNTY OF SAN MATEOInter-Departmental Correspondence |
Assessor-County Clerk-Recorder |
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DATE: |
October 4, 2002 |
BOARD MEETING DATE: |
October 22, 2002 |
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TO: |
Honorable Board of Supervisors |
FROM: |
Warren Slocum, Assessor-County Clerk-Recorder |
SUBJECT: |
Agreement with SouthTech Systems, Inc. |
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Recommendation |
1. Adopt a resolution waiving the request for proposal process and authorizing the execution of an agreement with SouthTech Systems, Inc. for a clerk-recorder system, for the period October 23, 2002 through October 22, 2005, in an amount not to exceed $652,321. |
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2. Approve an Appropriation Transfer Request in the amount of $652,321 from Unanticipated Revenue to the PC/LAN Software and Training & Education accounts needed to acquire SouthTech clerk-recorder system. |
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Background |
The Clerk-Recorder Division currently operates a "CRIS+" recorder's system, developed by Eagle Computer of Colorado and installed in 1999. This system change in 1999 was due largely in part to the previous maintenance contract being more costly at $355,730 per year compared to the implementation of a fully installed system. In addition, this department wanted to take advantage of "open" architecture wherein the Recorder system could communicate with the Assessor's in an exchange of data. In 1999 the Recorder system cost $344,000. However, this system does not efficiently support the business processes of the County Clerk, such as marriage licenses, fictitious business name filings, notaries public and many professional registrants. As a result, many of the clerk's operations require substantial manual data entry and document handling. In addition, Eagle Computer does not offer any software solutions for other divisions within this department which are being sought. |
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Discussion |
Our search for a replacement system has been guided by these criteria: (1) a California-based company; (2) successful prior installations in California; (3) good functionality that meets our business needs in conformity with County technology standards; and (4) competitive price. |
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We have researched and identified available providers, visited client sites, and checked references, and had full vendor demonstrations and discussion. We have identified only one vendor that meets our criteria: SouthTech Systems, Inc. (hereafter STS). |
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STS, headquartered in Santa Ana, California, was formed in 1991 as a specialized developer of clerk and recorder systems. For its public sector clients, STS has successfully designed and implemented image-enabled computing systems that create, manage, and easily access complex databases and document image archives. These systems and services to the public sector include: feasibility study and proposed implementation plan for a building permit data exchange system for the Orange County Assessor; document imaging systems for the Orange County Fire Authority and Public Defender; vital record system and grantor/grantee recorded documents storage and retrieval system for the Orange County Clerk-Recorder; automated marriage license system used by 40 California counties; automated fictitious business name filing system used by many California counties; automated agenda management system for the Orange County Clerk of the Board and the City of Costa Mesa; and an imaging and database system to track campaign registrations and campaign contribution reports for the Orange County Elections Department. |
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This agreement presents a comprehensive plan for the continued upgrade of automated systems for this Assessor, Clerk-Recorder and Elections Department. Benefits will extend to the public which uses these services and to other County Departments which rely on these services or have a need to access the public records data collected. The Information Services Department has reviewed and approved of these system upgrades. |
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We believe that the proposed agreement will serve the best interests of the County and, therefore, that a waiver of the request for proposal process is appropriate. |
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This agreement has been reviewed and approved by County Counsel. |
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Vision Alignment |
Responsive, effective and collaborative government: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain. |
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Fiscal Impact |
There will be no Net County Cost. Budgeted funds are available in the Recorder's Modernization Trust Fund Account. |