DATE: January 23, 2018
TO: Board of Supervisors
SUBMITTED BY: Brandi L. Orth, County Clerk/Registrar of Voters
SUBJECT: Amendment 2 to Agreement with SouthTech Systems, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and Authorize Amendment 2 to Agreement No. A-14-123 with SouthTech Systems, Inc. for the purchase of upgrades to Cashiering and ClerkDocs™ modules, and licenses for online Passport and Marriage Application Systems, continued software maintenance, updates and technical support, effective upon execution through April 14, 2019 ($314,786.83).
REPORT
The recommended Amendment 2 will provide system upgrades to support existing applications and enhance services to allow for online Passport and Marriage Applications. The costs associated with the amendment will result in a contract limit increase of $69,474.00. There is no increase in Net County Cost associated with the recommended action.
ALTERNATIVE ACTION(S):
If the recommended Amendment 2 is not approved by your Board, the Department will not be in the position to offer online passport and fictitious business name applications and the County will not fully benefit from the improvements included in the system upgrade.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. Sufficient appropriations of $108,815.51 are included in the FY 2017-18 County Clerk - Elections Org 2850 Adopted Budget. Ongoing annual costs of $56,189.51 for the entire SouthTech suite of products will be included in subsequent requested budgets.
DISCUSSION:
The proprietary SouthTech system was originally purchased in April 2004, fully implemented in 2006 to enhance the various processes within the Clerk Services Division of the County Clerk-Elections Department. On April 1, 2014, your Board approved a suspension of competition Agreement #14-123 with SouthTech Systems, Inc., for software maintenance and technical support services for campaign disclosure filings, marriage licenses, fictitious business names, notary registrations, and Clerk Services cashiering, effective April 15, 2014 through April 14, 2019 in the amount of $196,973.25.
On January 31, 2017, your Board approved Amendment 1 to the current Agreement that increased the total contract amount from $196,973.25 to $245,312.83, a net increase of $48,339.58 to purchase the eCampaign™ software module which enables online processing of Fair Political Practices Commission (FPPC) forms.
Approval of the recommended Amendment 2 will increase the total contract amount from $245,312.83 to $314,786.83, a net increase of $69,474.00 for upgrades to the ClerkDocs™ and Cashiering systems, install and configure the ClerkDocs™ Passport Application and Management System with two online licenses, upgrades to the Marriage Application Online System with a second online license, and install and configure an upgraded ClerkDocs™ Fictitious Business Name Premium module with two online licenses. The total cost for these improvements is $61,050.00, to be paid upon acceptance of the installation. Software maintenance and product support of the four new modules will be $8,424.00 annually, effective April 15, 2018 to April 14, 2019.
Approval of the recommended Amendment 2 will create efficiencies in the Clerk’s office, and improve the customer experience and access to services and information. The implementation of the improvements will be completed and available to the public in Spring 2018.
REFERENCE MATERIAL:
BAI #23, January 31, 2017
BAI #16, April 4, 2014
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Amendment 2 to Agreement with SouthTech Systems, Inc.
On file with Clerk - Revised Attachment A-1
CAO ANALYST:
Ron Alexander