Agenda

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ARF- 527

Consent Agenda Item 5- F

Regular BOS Meeting

Meeting Date:	05/17/2011
Submitted For:	Sadie Dalton, Recorder
Submitted By:	Valrie Bejarano, Finance Department
Department:	Recorder's Office
Fiscal Year:	FY 2011-2012	Budgeted?:	Yes
Contract Dates Begin & End:	Automatic 12 mnth renewals unless term'd	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Amendment No. 1 to the Tyler Technologies, Inc. Eagle Division Software Sales Agreement.

Background Information

In 2007 the Gila County Recorder’s Office purchased Tyler Technologies recording software - EagleRecorder. Tyler Technologies has different products available for EagleRecorder.

The Recorder’s Office currently has EagleWeb (documents on-line) and EagleOCR (auto indexing). (Those items on the original contract where purchased at $18,200.)

Amendment No. 1 to the original contract will add the Eagle Quickdocs software module which incorporates Simplifile electronic recording (e-recording) to the existing software. There is no cost to the County for the Simplifile agreement.

Evaluation

Title companies, mortgage companies, banks, and many others will be able to submit their documents for recording to the Recorder's Office through Tyler Technologies and Simplifile. The e-recording system will save the County and those companies time and money. The Recorder’s Office will be able to save money on postage and supplies.

E-recording is also more time efficient. Usually companies have to mail their documents which could take several days to reach the County. If there are issues with the document and it cannot be recorded, the County will mail it back to them. With e-recording a company will submit their documents electronically and the County will approve or reject the document right then. If the document is rejected the company is able to resubmit the document that same day.

Thirteen (13) out of fifteen (15) counties are using e-recording at this time. Pima County is in the beginning process of using e-recording. The other counties have seen a tremendous savings and speak very highly of the system.

Conclusion

The Recorder’s Office would be saving the County time and money and helping out the different companies by providing e-recording services to the public.

The cost to purchase the Eagle Quickdocs Module (e-recording included) will be $12,200 plus an annual maintenance fee of $3,000, which have a total upfront cost of $15,200.

There is no cost to the County for Simplifile agreement.

Recommendation

The Gila County Recorder recommends that the Board of Supervisors approve Amendment No. 1 to the Tyler Technologies Eagle Division Software contract for the purchase and maintenance of the Eagle Qucikdocs software module as part of the Tyler system and an agreement between Gila County and Simplifile Electronic Recording to allow electronic recording in Gila County.

Suggested Motion

To authorize the Chairman's signature on Amendment No. 1 to the Sales Agreement between Gila County (Recorder's Office) and Tyler Technologies Inc., Eagle Division, for the purchase and maintenance of the Eagle Quickdocs software module in the amount of $12,200 plus an annual maintenance fee of $3,000 for a total cost of $15,200 and an agreement between Gila County (Recorder's Office) and Simplifile for electronic recording in Gila County at no additional cost to the County.

Attachments
Amendment #1 Eagle Division Contract
Original Eagle Division Contract
Eagle Division Contract cont.