Inter-Departmental Correspondence

Assessor-County Clerk-Recorder



May 24, 2004


June 8, 2004



Honorable Board of Supervisors


Warren Slocum, Assessor-County Clerk-Recorder


Resolution to execute an agreement with SouthTech Systems, Inc. for an amount not to exceed $185,000; and to waive the request for proposal process.



Adopt a resolution:



To execute the agreement with SouthTech Systems, Inc. for software product support services for a two and one half year period commencing January 1, 2004 through June 30, 2006, for an amount not to exceed $185,000.



Waive the request for proposal process as being in the best interest of the County.



In October 2002, we began an 18 month long conversion of the department's Clerk and Recorder software systems; as well as software solutions for other divisions within the department. Enabled by a $652,000 agreement providing for eleven (11) software applications, we successfully implemented several automated processes to replace manual ones, streamlined several processes to become more efficient and developed two (2) on line systems for the public's use.



The proposed agreement provides for ongoing system maintenance and user support services for the SouthTech software systems. Such services will include, generally, assistance in diagnosing and/or correcting any irregularity, error, problem, or material defect in system performance or network maintenance.

SouthTech Systems, Inc. met all of the department's criteria for a replacement system specified in the original contract. SouthTech has developed several of the applications specifically per the department's business requirements and they have partnered with several of the County's business partners and departments to build uniquely integrated applications. Because SouthTech developed the system, it is the only company which can provide the necessary support services. We believe that the proposed agreement will serve the best interest of the County and, therefore, that a waiver of the request for proposal process is appropriate.


This agreement has been reviewed and approved by County Counsel and the Information Services Department.



This agreement keeps the County's commitment of "responsive, effective and collaborative government" and serves the County's goal of making "government decisions based on careful consideration of future impact rather than rather than temporary relief." This investment will ultimately reduce costs and increase customer satisfaction through increased efficiencies in a core, revenue-generating business process.



There will be no Net County Cost. Funds will be provided from the Recorder's Modernization Trust Fund. Proportionate cost for this year will be included in year-end ATR ($15,108). Annual cost for next FY ($81,428) and the following FY ($88,464) will be part of Assessor-Clerk-Recorder's annual budget.