TO: Board of Supervisors
FROM: John Tuteur, Recorder-County Clerk
REPORT BY: John Tuteur, Recorder-County Clerk
SUBJECT: Approve and authorize Agreement No. 270022B with DFM Associates for recorder and county clerk support through June 30, 2033.
RECOMMENDATION
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Approve and authorize Agreement No. 270022B with DFM Associates for recorder and county clerk support through June 30, 2033, for a total cost of $497,854. (Fiscal Impact: $ 497,854 Expense; General Fund; Budgeted; Mandatory)
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BACKGROUND
The California Constitution, statutes and regulations require Napa County’s Assessor-Recorder-County Clerk ex officio Commissioner of Civil Marriages to perform these functions: 1) maintain official records regarding real property, 2) issue certified copies of birth, death and marriage certificates, 3) file fictitious name statements, 4) issue marriage licenses and 5) record electronic documents. Performing these functions requires software rather than performing the functions manually.
Napa County has carried out these functions successfully since 1998 using software from DFM Associates. Under Agreement No. 270022B DFM Associates will provide Napa County with regularly updated software through June 30, 2033. The total cost for this seven year period is $497,854.
This agreement is eligible for sole source treatment, i.e. excepted from competitive bidding, pursuant to State law and the County’s purchasing policy Section 39 Paragraphs 2-3.1 (Exceptions to Competitive Bidding), 2-3.1.1 (Sole Source Justification), 3-4 (Sole Source Justification: Software Upgrade: Upgrade to existing software; available only from the producer of this software and Special Training: The requested product is one with which staff have specialized training and/or extensive expertise. Retraining would incur substantial cost in time and/or money).
Requested Action: Approve and authorize Agreement No. 270022B with DFM Associates for recorder and county clerk support through June 30, 2033.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
Recorder-County Clerk 1142000 |
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Is it Mandatory or Discretionary? |
Mandatory |
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Discretionary Justification: |
The California Constitution, statutes and regulations require Napa County’s Assessor-Recorder-County Clerk ex officio Commissioner of Civil Marriages to perform these functions: 1) maintain official records regarding real property, 2) issue certified copies of birth, death and marriage certificates, 3) file fictitious name statements, 4) issue marriage licenses and 5) record electronic documents. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
The Recorder-County Clerk Division will continue to budget accordingly. |
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Consequences if not approved: |
Napa County will not be in compliance with constitutional and statutory requirements. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.