COUNTY OF SAN MATEO

Inter-Departmental Correspondence

ASSESSOR-COUNTY CLERK-RECORDER

DATE:

December 23, 2004

BOARD MEETING DATE:

January 4, 2005

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Four-fifths Vote

TO:

Honorable Board of Supervisors

FROM:

Warren Slocum, Assessor-County Clerk-Recorder

SUBJECT:

Waiver of Request for Proposal Process, Agreement with Bartig, Basler & Ray, a Professional Corporation, ($135,000), and Appropriation Transfer Request ($135,000)

RECOMMENDATION:

Adopt a Resolution to: (1) waive the Request for Proposal (RFP) process; (2)

authorize the execution of a professional services agreement with Bartig, Basler & Ray, a professional corporation, in an amount not to exceed $135,000; and (3) approve an Appropriation Transfer Request in the amount of $135,000.

VISION ALIGNMENT:

Commitment: Responsive, effective and collaborative government.

Goal 20: Government decisions based on careful consideration of future impact, rather than temporary relief or immediate gain.

This analysis will serve our technology performance goals: expand document imaging and e-government, and review cost recovery formulas. It yields a plan to streamline custodial functions while also mining data in our Countywide document archive, integrating its diverse applications, and thereby gaining revenues.

Measure

FY 2004-05 Projected

FY 2005-06 Projected

Number of tasks to be completed

2 / 100%

2 / 100%

Number and percent of tasks completed on time

2 / 100%

2 / 100%

Number and percent of tasks done within budget

2 / 100%

2 / 100%

BACKGROUND:

This Department processes hundreds of thousands of documents each year. Over the past few years, our methods have become increasingly electronic, easing and expanding user access to that data while reducing physical paper-handling. This electronic document management strategy (EDMS) has been exceptionally successful for internal processes and for public and interagency transactions.

On July 1, 2004, we were given responsibility for the Countywide records archive function. In our Centralized Records Center & Archives (CRCA) we store, retrieve, and destroy paper records. Our preliminary review reveals great potential for increased operational efficiency and expanded application of that data source by modern electronic tools.

DISCUSSION:

High priority is warranted for developing an EDMS for CRCA, and perhaps other departments. ISD’s recent study agrees that EDMS holds powerful potential to integrate and streamline business operations, to provide functionally superior document storage and retrieval, to expand data applications, and save infrastructure costs. This agreement funds a project to: (1) define CRCA’s management vision; (2) develop the implementation plan for that vision; (3) develop a pilot project plan; and (4) support other EDMS projects within this Department.

Our vision sees beyond the custodial function to the direct delivery of integrated public data to internal and external customers. For example, hazardous material filings could populate GIS maps to aid first responders or disaster recovery teams.

A waiver of the request for proposal process will serve the best interests of the County because of the unique knowledge base this Contractor will bring to the project. Key project staff have a detailed understanding of the Department’s operations and standards, gained through previous involvement in several EDMS projects in the past several years.

This contractor is currently performing a related $25,000 project, encompassing specific EDMS development tasks that required immediate action, e.g., a professional EDMS management conference, to research future vendors.

County Counsel and ISD have reviewed and approved this agreement.

FISCAL IMPACT:

There will be no Net County Cost. Our maximum obligation of $135,000 will be funded from the Recorder’s Modernization Trust Fund. Performance will require approximately seven months, commencing January 2005. The Appropriation Transfer is from unanticipated, over-realized revenues, requiring 4/5 vote.