Title
Recorder-Clerk recommending Chairman be authorized to sign Amendment I to Agreement 061-S0311 with AtPac increasing compensation to a total amount not to exceed $73,234.40 and extending the term an additional five years through September 30, 2012 to provide software license and maintenance for said Department's Imaging Information System.
RECOMMENDED ACTION: Approve.
Body
BUDGET SUMMARY: |
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Total Estimated Cost |
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$73,234.40 |
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Funding |
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Budgeted |
$73,234.40 |
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New Funding |
$ |
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Savings |
$ |
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Other |
$ |
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Total Funding Available |
$73,234.40 |
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Change To Net County Cost |
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$0 |
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Fiscal Impact/Change to Net County Cost: none
Background: ATPAC has been our Recording software vendor since 1997-1998. The CRiis system supports every aspect of the services provided by the Recorder-Clerk. Our office would not function at its current level, providing the public with recorded documents and information so vital to every day life. The Recorder-Clerk is very satisfied with the products, service, and support provided by ATPAC. It would be a catastrophic event, costing the Recorder-Clerk (and the General Fund)a large sum of money to convert to another vendor; and inconvenience to the public. Current year budget for this contract is $14,646.88, the total for this Amendment is $73,234.40, and the total for the Contract is $141,093.80.
Reason for Recommendation: The Recorder-Clerk has previously contracted with AtPac to provide software license and maintenance for the Recorder-clerk's Imaging Information System. The department desires to amend the contract to extend the term for five (5) additional years, increasing the compensation for a total not to exceed of $73,234.40, and to add an electronic lien E-:Lien annual maintenance fee. The Procurement and Contracts Division has processed Amendment I to the subject agreement.
The Purchasing Agent has coordinated the review of the Licensor's qualifications to perform the needed services with the Tom Straling, Technology Officer of the Information Technologies Department. The Purchasing Agent concurs that AtPac has demonstrated its ability to perform the work based on prior experience with this vendor, qualifications of the vendor's personnel assigned, availability of the vendor to perform the services, and the success of the imaging system and related products.
During the fiscal year 1997/1998 the Procurement and Contracts Division solicited competitive proposals for an imaging information system for the Recorder-Clerk. AtPac was selected as the successful firm that offered the best solution to meet the Department's needs. The Purchasing Agent concurs that continued use of this vendor as a sole provider is appropriate as the software and imaging system used is only licensed and available through AtPac. To engage in a competitive selection process to find a new system would produce no economic benefit to the County.
The County Purchasing Agent has reviewed the Department's request to amend the contract with AtPac and concurs that the continued use of this vendor is appropriate and that the Department's request is in compliance with Board of Supervisors Policy C-17, Sections 7.4.2, 7.5, and 7.10.
Action to be taken following Board approval: Procurement and Contracts will obtain vendor signature and submit said Amendment I to Chair for final execution.
Contact: Jane Kohlstedt, Extension 5493
Concurrences: Bonnie H. Rich, Purchasing Agent