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File #: 22-1062    Version: 1
Type: Agenda Item Status: Approved
File created: 6/7/2022 In control: Board of Supervisors
On agenda: 6/28/2022 Final action: 6/28/2022
Title: County Counsel recommending the Board: 1) Authorize the continuation of the perpetual Agreement for Services 485 (previous Agreement 252-S1611) with WebQA, which provides a central, web-based platform to capture and track responses to Public Records Act requests, for the 2022 calendar year, pursuant to the requirement of El Dorado County Policy C-17, Procurement Policy for an annual amount of $11,420; 2) Approve and authorize chair to sign Amendment 1 to Agreement for Services 485 to reflect a corporate restructuring and name change from WebQA, Inc. to GovQA, LLC; and 3) Authorize the Purchasing Agent to execute amendments or further documents that do not increase the amount of the agreement or alter the term. FUNDING: General Fund.
Attachments: 1. A - WebQA_Agreement_-_AMD_I_.doc, 2. B - WebQA Agreement #252-S1611, 3. C - GovQA 2122 Invoice, 4. D - GovQA Countywide Electronic Fillable Amendment Request Form, 5. Executed WebQA Agreement #252-S1611
Related files: 21-0256, 20-0038, 18-1909, 18-0026, 16-0008
Title
County Counsel recommending the Board:
1) Authorize the continuation of the perpetual Agreement for Services 485 (previous Agreement 252-S1611) with WebQA, which provides a central, web-based platform to capture and track responses to Public Records Act requests, for the 2022 calendar year, pursuant to the requirement of El Dorado County Policy C-17, Procurement Policy for an annual amount of $11,420;
2) Approve and authorize chair to sign Amendment 1 to Agreement for Services 485 to reflect a corporate restructuring and name change from WebQA, Inc. to GovQA, LLC; and
3) Authorize the Purchasing Agent to execute amendments or further documents that do not increase the amount of the agreement or alter the term.

FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
The County is subject to the California Public Records Act (CPRA) under Government Code Section 6250 through 6276.48. The applications provided by WebQA, Inc. capture all requests received via letter, website, fax, or walk-in which is ideal for centralized public records. The features not only benefit the requester but also greatly increase efficiencies within the organization. The system is tailored to comply with State law and allows for archiving, reporting, and tracking. It also has the ability to post completed CPRA requests to the web for searching via the CPRA Public Archive portal. Information can be shared more easily with the public and internal staff can be more involved in the process. The application can be found on the El Dorado County homepage under "Online Services" as the Public Records Act Request.

County Counsel is bringing this matter before your Board pursuant to the requirement of El Dorado County Policy C-17, Procurement Policy, to authorize the continuation of Agreement 485 (previous Agreement 252-S1611) which was initially approved by the Board on January 26, 2016 (Legistar File 16-0008) The cost for access to this platform was $11,900 in 2016, $8,760 in 2017, ...

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