Agenda

Return

C.139

To:	Board of Supervisors
From:	Joseph E. Canciamilla, Clerk-Recorder
Date:	June 6, 2017

Contra

Costa

County

Subject:

SouthTech Systems, Inc. Contract Extension

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 06/06/2017

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

Candace Andersen, District II Supervisor
Diane Burgis, District III Supervisor
Karen Mitchoff, District IV Supervisor
Federal D. Glover, District V Supervisor

ABSENT:

John Gioia, District I Supervisor

Contact:

Laura Wilson, 925-335-7921

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: June 6, 2017
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Clerk-Recorder, or designee, to execute a contract amendment with SouthTech Systems, Inc., to extend the term from June 30, 2017 through June 30, 2019 and increase the payment limit by $524,264 to a new payment limit of $1,048,528, for the Clerk-Recorder Imaging and Information System (CRiis), system upgrades, maintenance/support, and related professional services.

FISCAL IMPACT:

There is no fiscal impact to the County General Fund for this contract extension. The original contract and this extension are funded by dedicated Recorder Modernization Trust Fund (2451) monies. The original contract contained provisions for two 2-year extensions. We would like to execute the first extension at this time. The contract extension will increase the payment limit by $524,264, from $524,264 to $1,048,528.

BACKGROUND:

The Clerk-Recorder Division employs technology and software to maximize efficiencies, improve operations, and enhance customer service. SouthTech Systems, Inc., provides a custom software system that provides the technology essential for the day-to-day operations of the Clerk-Recorder Division. The automated system allows the division to provide the core functions of recording documents, providing certified copies of records, issuing marriage licenses, imaging and indexing records for permanent preservation/archive, maintaining multiple database systems for redundancy, and back-up and several other vital functions the division provides to the public.

CONSEQUENCE OF NEGATIVE ACTION:

Failure to approve a contract with SouthTech Systems, Inc., will leave the Clerk-Recorder Division without the software and technology to perform the division's primary functions to the public and service agencies.