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File #: 18-0246    Version: 1
Type: Agenda Item Status: Approved
File created: 2/2/2018 In control: Board of Supervisors
On agenda: 3/6/2018 Final action: 3/6/2018
Title: Recorder-Clerk recommending the Board consider the following: 1) Authorize the Recorder-Clerk to negotiate a three (3) year Agreement for Services with SouthTech Systems for the provision of a replacement Document Recording and Clerk Management System for a one time not to exceed amount of $256,962 plus applicable taxes, one-time SQL server licenses not to exceed $20,000 plus applicable taxes, and annual maintenance and support not to exceed $46,260 per year; and 2) Authorize the Purchasing Agent or their designee to execute said Agreement, contingent upon Counsel and Risk Management review. FUNDING: Recorder-Clerk Special Revenue Funds.
Related files: 19-1620, 18-1268
Title
Recorder-Clerk recommending the Board consider the following:
1) Authorize the Recorder-Clerk to negotiate a three (3) year Agreement for Services with SouthTech Systems for the provision of a replacement Document Recording and Clerk Management System for a one time not to exceed amount of $256,962 plus applicable taxes, one-time SQL server licenses not to exceed $20,000 plus applicable taxes, and annual maintenance and support not to exceed $46,260 per year; and
2) Authorize the Purchasing Agent or their designee to execute said Agreement, contingent upon Counsel and Risk Management review.

FUNDING: Recorder-Clerk Special Revenue Funds.
Body
DEPARTMENT RECOMMENDATION:
Recorder-Clerk recommending the Board consider the following:
1) Authorize the Recorder-Clerk to negotiate a three (3) year Agreement for Services with SouthTech Systems for the provision of a replacement Document Recording and Clerk Management System for a one time not to exceed amount of $256,962 plus applicable taxes, one-time SQL server licenses not to exceed $20,000 plus applicable taxes, and annual maintenance and support not to exceed $46,260 per year; and
2) Authorize the Purchasing Agent or their designee to execute said Agreement, contingent upon Counsel and Risk Management review.


DISCUSSION / BACKGROUND:
The AtPac Recording Management system was assigned to SouthTech Systems in April 2017, after being in use for 19 years. At the time of the assignment, AtPac staff was transferred to SouthTech along with the business systems, and SouthTech informed the County that they would support the AtPac system only through the end of the calendar year 2018. SouthTech has continued to provide assistance to the Recorder-Clerk moving data from the mainframe, as well as providing ongoing redaction of social security numbers as required by law. County staff have built a business relationship with the AtPac/SouthTech team over the years and have established a level of mutual trust ...

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