Agenda

Return

C.44

To:	Board of Supervisors
From:	Stephen L. Weir, Clerk-Recorder
Date:	November 10, 2009

Contra

Costa

County

Subject:

APPROVE AND AUTHORIZE a contract with AtPac, Inc. for a Clerk-Recorder Imaging and Information System

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 11/10/2009

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Gayle B. Uilkema, District II Supervisor
Mary N. Piepho, District III Supervisor
Susan A. Bonilla, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:

Barbara Chambers 335-7919

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: November 10, 2009
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

APPROVE AND AUTHORIZE the County Clerk-Recorder, or designee, to execute a contract with AtPac, Inc. in an amount not to exceed $663,076 for upgrade, maintenance and related professional support of the Clerk-Recorder Imaging and Information System (CRiiS) for thr period July 1, 2009 through June 30, 2011.

FISCAL IMPACT:

No impact to county general fund. The Clerk-Recorder will use dedicated (restricted use) funds to pay for the project, as well as ongoing costs related to it.

BACKGROUND:

The Clerk-Recorder Department is dedicated to using technology to maximize operations. Contra Costa's Clerk-Recorder Department has been a frontrunner for many technology advances across the state. This is because we try to select the best technology available to help us perform our primary duties.

BACKGROUND: (CONT'D)

AtPac was the first choice when we conducted the RFP for a new recording system. They continue to be a leader in Clerk-Recorder offices throughout the state.

The CRiiS system automates many of our processes using an integrated set of electronic modules, each that perform a particular function. For example, recorded documents move through the entire recording process electronically; they are examined, then recorded, cashiered, imaged, indexed, verified and archived online. This process will allow the Clerk-Recorder division to begin to electronically accept documents for recordation in the near future (an electronic recording module is one of the upgrades included in this new contract).

CONSEQUENCE OF NEGATIVE ACTION:

The Clerk-Recorder is mandated to provide certain services to the public and other agencies. Failure to approve this contract will cause the Clerk-Recorder division to be unable to fulfill their duties. Some functions the Clerk-Recorder division performs can be done in other places (marriage licenses, wedding, copies of vital records). If Contra Costa did not provide the services, customers would go elsewhere (other counties or to the State) and Contra Costa would lose important revenue.