DATE: November 6, 2018
TO: Board of Supervisors
SUBMITTED BY: Paul Dictos, CPA, Assessor-Recorder
SUBJECT: Without Cause Termination of Agreement No. 17-370 with successor in interest SouthTech Systems, Inc.
RECOMMENDED ACTION(S):
TITLE
Authorize the Assessor-Recorder or his designee to immediately provide thirty (30) days written notice to South Tech Systems, Inc. to terminate Agreement No. 17-370, for the Recorder’s cashiering, imaging, and indexing system, and maintenance support for that system, pursuant to the Without Cause provision of the Agreement.
REPORT
The recommended action will terminate agreement the agreement with South Tech Systems, Inc. to reduce the overlap of concurrent agreements for cashiering, imaging and indexing systems. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the County will have significant overlap of concurrent agreements for cashiering, imaging and indexing systems and support with both South Tech Systems, Inc. (“SouthTech”) and Tyler Technologies, Inc. (“Tyler”).
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The recommended action will terminate the agreement to avoid having concurrent agreements for cashiering, imaging and indexing systems. Sufficient Appropriations for SouthTech and Tyler systems are included in the Recorder’s FY 2018-19 budget.
DISCUSSION:
The Fresno County Recorder is responsible for recording, maintaining and preserving all official records and indices associated with land records, including deeds, liens, and maps, and all documents associated with vital statistics including births, deaths, and marriages.
On July 1, 2009, your Board approved Agreement No. 09-254 with AtPact for a cashiering, imaging and indexing system called CRiis™, which supports the automation of the Fresno County Recorder’s Office. The agreement included continuous maintenance and support of the system.
On July 11, 2017, your Board approved Agreement No. 17-370 which was an Assignment and Novation Agreement transferring service from AtPac to SouthTech. By that agreement, the County consented to the assignment of AtPac’s rights and obligations under Agreement No. 09-254 to AtPac’s successor in interest SouthTech.
On January 9, 2018, your Board approved Agreement No. 18-005 with Tyler. Under that agreement, Tyler provides professional services, data conversion, implementation, and maintenance of a cashiering system to replace the CRiis™ system. On February 5, 2018, Tyler began work to convert the Recorder to its new system. That work has been completed, and the new system went live on October 22, 2018. The Recorder has no further need for services from SouthTech, and therefore requests authority to issue a Without Cause termination notice to SouthTech.
Approval of the recommended action would allow for the termination on December 6, 2018.
REFERENCE MATERIAL:
BAI #24, July 11, 2017
BAI #24, June 9, 2009
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Without Cause Termination Notice
CAO ANALYST:
Juan Lopez