COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Assessor-County Clerk-Recorder

DATE:

January 31, 2006

BOARD MEETING DATE:

February 28, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Warren Slocum, Assessor-County Clerk-Recorder

SUBJECT:

Amendment to Agreement with Bartig, Basler & Ray, PC

RECOMMENDATION:

Adopt a resolution authorizing the president of the Board of Supervisors to execute an amendment to the agreement for professional consulting services with Bartig, Basler & Ray, PC, extending the term of the agreement through June 30, 2006, or until completion, in the original amount not to exceed $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.

The technical analysis and implementation plan to be provided will significantly advance our progress toward electronic document management, related data mining, and expanded e-government services, and explore additional cost recovery formulas, particularly in connection with the Countywide Records Center (“CRCA”).

Measure

FY 2004-05
Actual

FY 2005-06
Projected

EDMS Initiatives Launched in CRCA

1 (barcode-linked inventory database)

1 (pilot program plan for data mining application)

BACKGROUND:

The original agreement was authorized by Board Resolution No. 67121, on January 4, 2005. In brief, the original deliverables targeted the definition and expansion of electronic document management (“EDMS”) within this department and the County: (1) a definition of our management vision for the operation of the CRCA, over which we assumed control on July 1, 2004; (2) an implementation plan for that vision; (3) a pilot project plan; and (4) technical support for other EDMS projects.

We originally anticipated completion within seven months (by July 31, 2005). However, progress was compromised by snags in the purchasing process for the underlying EDMS software (“FileNet P8” upgrade), the platform for which our department has recently agreed to host and administer for all County departments.

The FileNet upgrade is essential to completion of this agreement’s Activity 3 (Pilot Project Plan) and Activity 4 (EDMS Support to Other Departments). The FileNet implementation is now moving forward well. Activity 1 and Activity 2 of the agreement are complete.

We anticipate with substantial confidence that Bartig will complete full performance not later than June 30, 2006.

DISCUSSION:

ISD’s 2004 study concluded that EDMS holds powerful potential to integrate and streamline business operations, to provide functionally superior document storage and retrieval, to expand data applications, and to save infrastructure costs. Therefore, we believe that a visionary and practical EDMS implementation plan for the Countywide Records Center & Archive, and perhaps for other departments, warrants high priority and support. Our vision for CRCA sees beyond the basic custodial function, and targets the direct delivery of integrated public data to internal and external customers. For example, hazardous material filings could populate geographic information system (GIS) maps to aid emergency first responders and disaster recovery teams.

County Counsel and ISD have reviewed and approved this agreement.

FISCAL IMPACT:

There will be no Net County Cost. Services invoiced and paid to date total $76,850, leaving $58,150 of the original encumbrance to complete the specified deliverables, funded from the Recorder’s Modernization Trust Fund.