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COUNTY OF SAN MATEOInter-Departmental Correspondence |
Assessor-County Clerk-Recorder |
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DATE: |
July 7, 2003 |
BOARD MEETING DATE: |
July 15, 2003 |
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TO: |
Honorable Board of Supervisors |
FROM: |
Warren Slocum, Assessor-County Clerk-Recorder |
SUBJECT: |
First Amendment to Agreement with SouthTech Systems, Inc. ($59,200) |
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Recommendation |
Adopt a resolution authorizing the execution of the first amendment to the October 2002 agreement with SouthTech Systems, Inc. for software modifications to a clerk-recorder system, in an amount not to exceed $59,200. |
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Background |
Our October 22, 2002 agreement (Resolution No.065619) with SouthTech Systems, Inc. ("STS") provides for a three-year implementation and training program of a state-of-the-art, automated system to manage major segments of the wide array of documents and data processed by the Clerk-Recorder and Elections Divisions. Implementation and training activities have proceeded effectively to date. STS personnel have fully accommodated our programming and testing needs. |
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The proposed amendment provides for cashiering-fee accounting components and for enhancement of the public interface features of the grantor-grantee system and of the systems integration with our electronic recording system. Completion is targeted for September 2, 2003. |
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Discussion |
A key factor in our selection of the FileNet application package is the "open architecture" that enables customized programming to match our unique business processes and systems landscape. The proposed modifications encompassed by this amendment to the original scope of work will enable customized document labeling, cashiering, and data management and systems interface capabilities (e.g., electronic recording and public access to grantor-grantee database) required by the Clerk-Recorder Division. The FileNet programming will replace and overcome the relative functional shortcomings of our current CRIS+ system. |
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The proposed amendment has been reviewed and approved by County Counsel and ISD. |
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Vision Alignment |
This amendment serves the County's Shared Vision 2010 commitment to "responsive, effective and collaborative government" which bases its decisions "on careful consideration of future impact, rather than temporary relief or immediate gain." This package of system modifications will further expedite our processing of documents that directly impact the County's fiscal health, and will substantially advance of achievement of our outcome-based budgetary objectives. |
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Fiscal Impact |
There is no Net County Cost. Funds exist in the Recorder's Vital Statistics & Health Trust Fund Account and will be transferred to the Assessor-County Clerk-Recorder's Budget Unit as part of the September budget revisions. |