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On agenda:
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4/6/2021
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Final action:
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Title:
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Approve an Amendment to the Contract with Harris Recording Solutions, for RFP No. 601172-08, for Recordation Software and Services Agreement; and authorize the Chief Financial Officer or her designee to sign the Amendment; or take other action as appropriate.
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CLARK COUNTY BOARD OF COMMISSIONERS
AGENDA ITEM
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Petitioner: |
Les Lee Shell, Chief Administrative Officer Deborah Conway, County Recorder |
Recommendation:
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Approve an Amendment to the Contract with Harris Recording Solutions, for RFP No. 601172-08, for Recordation Software and Services Agreement; and authorize the Chief Financial Officer or her designee to sign the Amendment; or take other action as appropriate.
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FISCAL IMPACT:
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Fund #: |
2290.907 |
Fund Name: |
Technology Fee |
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Fund Center: |
1060511000 |
Funded PGM/Grant: |
N/A |
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Amount: |
$23,550 |
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Description: |
Recordation Software and Services |
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Additional Comments: |
The initial Contract amount was $9,574,763.34, Amendment No. 1 decreased the Contract amount by $2,987,363.96, Amendment No. 2 increased the contract amount by $883,895.60, Amendment No. 3 increased the Contract amount by $1,345,476.50, Amendment No. 4 will increase the Contract amount by $23,550 for a new Contract amount of $8,840,321.48 if the three systems are used for 15 years with increased user requirements included. |
BACKGROUND:
On December 2, 2008, the Board of County Commissioners (Board) approved the award of RFP No. 601172-08 to Aptitude Solutions (LBE) in the amount of $10,475,779.73 with annual maintenance. The award included four different types of software to implement a software system for the recording and imaging of official and public records. On September 26, 2018 the Department of Administrative Services approved an Assignment of Contract from Aptitude Solutions to Harris Recording Solutions (NBE).
The following are the pertinent provisions of the Contract:
• The term of the Contract was from date of award through June 30, 2009, with future software maintenance for as long as the Department uses the software.
• Included the option to increase the award amount up to 5% based on possible increased user requirements for the renewal terms and approved budget appropriations.
• Included the option to increase the award amount up to 3% for possible price increases for renewal terms.
• Included the County’s option to terminate for cause, convenience or default and suspend the Contract with advanced written notice.
Amendment No. 1 provided an upgrade from OnCore to Acclaim, a software system for the recording and imaging of official and public records. The current system, OnCore will no longer be supported by Harris Recording Solutions.
Amendment No. 2 allowed for additional features: Applause, Automated Correspondence and Records Notification Services.
Amendment No. 3 allowed for three additional modules: QMatic Orchestra Integration, Acclaim Web Mobile and Central Cashiering. QMatic Orchestra would facilitate and expedite the flow of customers in the Recorder's Office. Acclaim Web Mobile is an ecommerce platform that will provide service on the computer, tablets and mobile phones. Central Cashiering would provide consistent financial tracking and proper controls for auditing currency. The attached Amendment No. 3 document details the three additional modules and costs involved.
Approval of Amendment No. 4 will provide for additional functionality and professional services for the Applause software system purchased in Amendment 2. The attached Amendment No. 4 document details the modifications and costs involved.
Harris Recording Solutions currently holds a Clark County Vendor Registration.
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