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HomeMy WebLinkAboutMINUTES - 05211985 - 1.61 TO: E30ARD OF SUPERVISORS FROM: James R. Olsson, County Clerk-Recorder Co Xtra � Costa DATE: 14�y9 , 1985 County SUBJECT: Amend EIMS Contract With DFM Associates , Inc. to Include RIMS SPECIFIC REQUEST(S) OR RECOMMENDATION(S) Q BACKGROUND AND JUSTIFICATION I RECOMMENDED ACTION 1- Approve and authorize the Chair of the Board of Supervisors to execute an- amendment to the existing Elections Information Manage- ment System Contract with DFM Associates , Incorporated to include the Recorder Information Management System for the amount of.- $2 ,000 per month and to purchase computer hardware from DFM Associates , Incorporated as described in exhibit "A" of said amendment in the amount of $472 ,295 plus sales tax and shipping costs. 2- Approve and authorize the County Purchasing Agent to negotiate and execute a third party lease - purchase agreement in the total amount of purchase price of the computer hardware configuration as described in exhibit "A" of the amended contract as noted in item 1 of this Board Order. II FINANCIAL IMPACT This contract amendment will not require the expenditure of General Fund money. The total costs will be paid from special fund money. There are two funds (micrographics and record modernization) which will pay the costs related to the purchase of the Data General hardware and the installation of RIMS. The hardware cost including tax, shipping and insurance is $506 ,000. The Clerk-Recorder has been told, by Purchasing, that three year loans are available for the hardware purchase and that the monthly cost to pay back this loan would be $16 ,113. 59. A conservative income estimate for the two funds described above is $40 ,000 per month. This income will easily meet the required monthly loan payments. The use of the special funds created by Government Code Section 27361.4 (Micrographics) and Chapter 1156/84 is the proper method of fin- ancing RIMS and the new Data General hardware. Following is taken from Chapter 1156 : "Therefore, it is the intent of the Legislature CONTINUED ON ATTACHMENT:_ YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON S ' APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS A- UNANIMOUS (ABSENT ) 1 HEREBY CERTIFY THAT THIS IS A TRUE AYES: NOES: AND CORRECT COPY OF AN ACTION�TAKEN ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORK;Zc2l, DATE SHOWNN. cc: County Administrator ATTESTED1�O S Auditor-Controller Phii B&helor,Xlerk of the bowd Elections &"rvism ped Coyly Admlolst dw M382/7-93 BY DEPUTY -2- that the increased revenue to counties created by the fee changes enacted in Sections 1 and 2 of this act shall be made available solely to support, maintain, improve and provide for the full operation for modern- ized creation, retention, and retrieval of information in each county's system of recorded documents . " By allowing the Clerk-Recorder to borrow the necessary funds from the General Fund Account at a 10% interest rate, the county, rather than a lending agency will benefit from this transaction. III BACKGROUND The Clerk-Recorder Elections Division has a contract with DFM Associates , Inc. for the lease of their Electibn Information Management System (EIMS) . The contract includes all software maintenance, ,assistance in utilization, new mandate software main- tenance and enhancements. The current monthly lease payment is $7,534. 88 including tax. This is a five year contract which was executed in 1981 and which will expire in September, 1986. At the expiration date of this contract, it is our intention to exercise the contract option of extending the EIMS lease for an additional five years . The EIMS software is written for Data General hardware solely using AOS or AOS/VS system software. The county has enjoyed an excellent working relationship with DFM. The EIMS has proven to be superb election software saving the county an estimated $700 ,000 over the past 335 years when compared to the old system. The County Clerk-Recorder desires to take a 'lead role with DFM in development and installation of the Recorder Information Management System (RIMS) which .will provide better service to the public through a modern state of the art Recorder record manage-. ment system. The County Clerk-Recorder and DFM Associates want to amend the EIMS contract to include RIMS software with an additional monthly lease payment of approximately $2 ,000. This amendment will also include the purchase of new Data General hardware from DFM (refer to Financing Section) . The new hardware configuration will provide sufficient capa- city to process the RIMS, EIMS, the Clerk of the Board Index, var- ious computer process for the Clerk - Clerk of the Court now being processed by the current hardware and in addition allow for the future development of the Clerk of the Court Register of Actions as recommended by the administrative report prepared by CAO staff. By increasing the computer capacity and by using DFM's "turn- key" software, existing Clerk-Recorder staff will be able to manage the RIMS addition. The contract with DFM provides that DFM amends the software to keep current with new mandates in the law. DFM also provides software enhancements at the requests of their customers (for ex- ample carrier route presort) at no additional costs. -3- IV CONSEQUENCES OF NEGATIVE ACTION The Clerk-Recorder has determined .that the lack of action or negative action to thi's proposal will result in the following: There will be a definite need to increase staff to pro- perly manage the Recorder record through labor intense methodology (the "turnkey" approach utilized by RIMS will alleviate this problem) ; There will be a definite need to upgrade the existing election computer hardware to insure the proper and timely processing of the 1986 Primary and General Elec- tions. (This amendment will provide the needed computer capacity) ; If the Recorder record keeping system is not modernized as provided by Government Code Section 27361.4 and Chapter .1156/84, the Legislature has stated that they will repeal this source of funding to the Recorders; By not purchasing the MV 10,000 the Clerk-Recorder will not be able to modernize additional record keeping pro- cesses.