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(tm) 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, fictit...
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