Consent-General Government # 9.
Board of Supervisors
Clerk-Recorder/Assessor/Elections
- Meeting Date:
- 02/21/2023
- Brief Title
- Approve the purchase of a capital asset
From:
Jesse Salinas, Assessor/Clerk Recorder/Registrar of Voters, ACE
Staff Contact:
Dylan Rader, Administrative Services Analyst-Fiscal, ACE, x8231
Supervisorial District Impact:
Countywide
Subject
Approve the purchase of a capital asset scanner in the amount of $6,745 for the Yolo County Clerk-Recorder's Office to improve the quality of scanned vitals and official recorded documents that are archived and accessible to the public for future reference; and adopt a budget resolution in the amount of $6,745. (No general fund impact) (4/5 vote required) (Salinas/Rader)
Recommended Action
- Approve the purchase of a $6,745 capital asset scanner for use in document scanning of vitals and official recorded documents in the Clerk-Recorder's Office;
- Adopt budget resolution to move a portion of the Clerk-Recorders minor equipment budget into capital asset-equipment budget; and
- Approve the amendment to the equipment list.
Strategic Plan Goal(s)
 |
Thriving Residents |
Reason for Recommended Action/Background
The Clerk-Recorder's Office scans between 200-300 vital and official recorded documents on a daily basis. These documents are then archived and must be readily available upon customer request. Due to the nature and importance of these documents, it is crucial that every document has a high quality scan. The current scanners in the Clerk-Recorder's Office are aging and the quality of the scans are becoming less reliable. For this reason, it is in the best interest of the Clerk-Recorder's customers to upgrade the scanner to a newer model that will reliably provide high quality scanned documents. The department will determine each year to continue ongoing maintenance costs. These costs will be similar to the $1,095 quoted but may increase yearly for inflationary adjustments.
Collaborations (including Board advisory groups and external partner agencies)
Assessor/Clerk-Recorder/Elections (ACE) Admin staff collaborated with three vendors in order to provide comparable quotes to ensure the most comprehensive and best priced bid was selected. The companies that provided quotes were Western Integrated Systems, MRC a Xerox Company, and Image Source. There was also collaboration with the Department of Financial Services Procurement to assist with information and securing one of the three quotes. The Department of Financial Services General Accounting will track the capitalized asset.
Competitive Bid Process/Vendor Performance
Formal quotes were requested from 3 different companies. Each quote includes the cost of the scanner, taxes, and 1 year of maintenance.
Bids Received:| Bidder | Bid |
| Western Integrated System | $6,745* |
| MRC a Xerox company | $6,989 |
| Image Source | $7,974 |
Fiscal Impact
Fiscal impact (see budgetary detail below)
Fiscal Impact (Expenditure)
- Total cost of recommended action:
- $ 6,745
- Amount budgeted for expenditure:
- $ 6,745
- Additional expenditure authority needed:
- $ 0
- One-time commitment:
- Yes
Source of Funds for this Expenditure
- Restricted fund balance
- $6,745
Further explanation as needed:
The department will determine each year to continue ongoing maintenance cost. These costs will be similar to the $1,095 quoted but may increase yearly for inflationary adjustments.
Attachments
Form Review
| Inbox | Reviewed By | Date |
|---|---|---|
| Jesse Salinas | Jesse Salinas | 02/03/2023 05:06 PM |
| Financial Services (Originator) | 02/06/2023 10:14 AM | |
| County Counsel | Dylan Rader | 02/06/2023 10:20 AM |
| Jesse Salinas | Jesse Salinas | 02/08/2023 02:50 PM |
| Financial Services (Originator) | David Estrada | 02/09/2023 07:24 AM |
| County Counsel | Hope Welton | 02/09/2023 02:38 PM |
- Form Started By:
- Dylan Rader
- Started On:
- 01/26/2023 03:02 PM
- Final Approval Date:
- 02/09/2023