COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Assessor-County Clerk-Recorder

 

DATE:

February 13, 2004

BOARD MEETING DATE:

March 2, 2004

 

TO:

Honorable Board of Supervisors

FROM:

Warren Slocum, Assessor-County Clerk-Recorder

SUBJECT:

First Amendment to Agreement with Deloitte & Touche LLP (now known as Deloitte Consulting LLP) ($160,000)

 

RECOMMENDATION:

Adopt a resolution authorizing the President of the Board of Supervisors to execute the First Amendment to the February 25, 2003 consulting services agreement with Deloitte & Touche LLP (now known as Deloitte Consulting LLP), extending the term through June 30, 2004, for the original amount, not to exceed $160,000.

 

BACKGROUND:

On February 25, 2003, this Honorable Board approved a consulting services agreement (Reso. 65832) whereby Deloitte & Touche, LLP ("Deloitte") would provide a fixed number of staff hours for technical and project management services in furtherance of our electronic document management strategy, electronic recording program, and multi-faceted expansion of our e-government processes for internal and external customers. That agreement targeted specified e-government development tasks: (1) expand electronic recording services to additional government customers; (2) implement our new SouthTech document management system; (3) assess optimal integration of GIS technology with mapping and change-in-ownership processes; (4) assess optimal integration of the e-government tools and services available from County's Information Services Department; (5) assess available voting systems; (6) assess best practices for compliance with new confidentiality laws for vital records; and (7) develop implementation plan for Assessor Division's e-document strategy, including e-filing tools.

 

Circumstances beyond either party's control prevented completion of some of our targeted projects within the five-month period originally anticipated. Delays were caused mainly by circumstances and decisions emanating from other County agencies that have partnered with us to develop systems and protocols for the electronic handling of various business processes, e.g., recording child support and tax collector liens, and transmitting vital records data.

 

Funds encumbered for the original agreement have not been fully expended, and circumstances now appear to permit the work to proceed to completion within the next five months.

 

Effective December 28, 2003, Deloitte & Touche LLP changed its name to Deloitte Consulting LLP, and in all other respects continues to perform according to existing agreements.

 

DISCUSSION:

The proposed amendment will not increase contract cost. Rather, it only extends the term of the agreement through June 30, 2004 and acknowledges Deloitte's change of name.

 

It is anticipated that the remaining original tasks can be completed within five months.

 

County Counsel and Information Services have reviewed and approved this agreement.

 

VISION ALIGNMENT:

This agreement keeps County's commitment of "responsive, effective and collaborative government" and serves County's goal of making "government decisions based on careful consideration of future impact rather than rather than temporary relief." Completion of these investments in electronic business processes will yield labor efficiencies and cost savings that will serve the present and future needs of our internal and external stakeholders.

 

FISCAL IMPACT:

There is no Net County Cost. Funding will be provided from the unexpended balance of the funds encumbered for the original agreement, pursuant to a transfer from the Recorder's Modernization Trust Fund.