0005

County of Santa CruzSEAN SALDA VIA, ASSESSOR-RECORDER

701 OCEAN STREET, Rm. 130, SANTA CRUZ, CA 95060(831) 454-2002

FAX: (831) 454-2495ww.co.santa-cruz.ca.us/asr

Jessie MudgettChief Deputy-Administration

Patrick RooneyChief Deputy- ValuationCarol D. Sutherland

Chief Deputy-Recorder

February 1,2011

AGENDA: February 8, 2011

Board of SupervisorsCounty of Santa Cruz701 Ocean StreetSanta Cruz, CA 95060

SUBJECT: APPROVE ELECTRONIC RECORDING MODULE WITH MANATRON

Dear Members of the Board:

In March 2009 your Board adopted a resolution approving the County Recorder toparticipate in the Electronic Recording Delivery Act (ERDA) of 2004. Your Board alsoauthorized the County Recorder to work directly with the California Electronic RecordingTransaction Network Authority (CERTNA) to develop and implement an ElectronicRecording Delivery System.

Our current vendor, Manatron, wil create, implement and support a solution to processdocuments electronically downloaded from the CERTNA secure portal to the Countynetwork. This solution wil be an extension of software functionality and services alreadyin use with GRM Recorder. The cost of the project is $43,722 and wil be paid solely outof the Electronic Recording Trust Fund.

It is therefore RECOMMENDED that your Board approve this change order to the MasterAgreement CA2009.001 with Manatron in the amount of $43,722 and adopt a resolutionAccepting and Appropriating Unanticipated Revenue in the amount of $43,722.

EXCELLENCE - INTEGRITY - SERVICE 10

10

RECOMMENDED:

~SUSAN A. MAURIELLOCounty Administrative Officer

0006

ALDAVIASESSOR-RECORDER

Attachments: AUD-60ADM-29Manatron Change request CAll 1510SCC

Cc: CAO, County Counsel, Recorder

EXCELLENCE - INTEGRITY - SERVICE

0007

BEFORE THE BOARD OF SUPERVISORSOF THE COUNTY OF SANTA CRUZ, STATE OF CALIFORNIA

Resolution No.

On the motion of Supervisorduly seconded by Supervisorthe following resolution is adopted:

RESOLUTION ACCEPTING UNANTICIPATED REVENUE

Whereas, the County of Santa Cruz is a recipient of funds from Electronic Recording Feesprogram; and

WHEREAS, the County is the recipient of funds in the amount of $43,722 which are either inexcess of those anticipated or are not specifically set forth in the current fiscal year budget of theCounty; and

WHEREAS, pursuant to Governent Code Section 29130 (c) / 29064 (b), such funds may bemade available for specific appropriation by four-fifths vote of the Board of Supervisors;

NOW, THEREFORE BE IT RESOLVED AND ORDERED that the Santa Cruz CountyAuditor-Controller accept funds in the amount of $43,722 into Recorder's Department

TIC Index NumberRevenueSubobject Number

UserCode Account Name Amount

231000 2059 Electronic Recording Fees $43,722

and that such funds be and are hereby appropriated as follows:

TIC Index NumberExpenditureSubobject Number

UserCode Account Name Amount

231000 3665 Prof. & Special Services $43,722

DEPARTMENT HEAD I hereby certify that the fiscal provisions have been researched and that theRevenue(s) (has been) (wil be) received within the current fiscal year.

~ Date~Aud60 (Rev 10/0 1) Page 1 of2

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0008

RESOLUTION ACCEPTING UNANTICIPED REVENUE

COUNTY ADMINISTRATIVE OFFICER //

/Recommended to Board/Not recommended to Board

PASSED AND ADOPTED by the Board of Supervisors of the County of Santa Cruz, State ofCalifornia, the day of by the following vote:

(requires four-fifths vote of approval)

AYES: Supervisors

NOES: Supervisors

ABSENT: Supervisors

ABSTAIN: Supervisors

SupervisorChair of the Board of Supervisors

ATTEST:Clerk of the Board

APPROVED AS TO ACCOUNTINGDETAIL:

9i~. ig~j(A . ;C01troller i

Distribution:Auditor-ControllerCounty Counsel

County Administrative OfficerAssessor- Recorder

AUD60 (Rev. 10/01) Page 2 of2

10

0009

10: Bord of Su 'lCo Aâlnl5 omAulb Coll

COUNT OF SANTA CRUZREQUES FOR APPROVAL OF AGREEMENT

FRM:. ~~~ (.Dellien)BY: ~ - (SIg)~(Di)~ ~ 1f avilEx Agt g Reue Af ee 0AGREEMENlYE (Ch On)

Th Bord otSU~ IS he reue to ape th att agremet and aute th exec ot sa

1. said agt Is beee th SANTA CRUZ COUNTY RECORDER

~ MAATRON, INC. 510 E. MILHA AVE. PORTAGE. MI 49002

(DeAg)(NaAi)

2. lh agt wil pre E-RECORDING GRM RECORDER MODULE INTEGRATED WITH CERTNA CHAGE ORDER

TO MASTER AGREEMENT CA2009. 001. DEVELOPMENT, TESTING, TRAINING AND PROJECT MGT.OF E-RECORbING SYSTEM. INCLUDES ANNUAL SUPPORT COST OF $4,000.00

3. Pe of th agrt Is fr 2 -1- 11 to 2 - 1 - 1 2"'. Anipte Cot IS $ 43 . 72 2

Rer:S. Deil: 0 On Continuing Agts Us fo FY _. _ . Page CC-_

!i Sen n No Bord ie rere WILL be liste unde Item 8o seon m .Bo ie reuiro 5e IV Rev Agt

o Axed 0 Monthly Rae o Arnual Ra In Not to Exce

C~D31~OPContrac No: Ci"3759~ OR 0 111 hoe Agreement

6. Appriations/Revenues are available and are budgeted ill 231000 (Index) 3665 (Sub oblect)

AÆ have beAppr.. prlatio~ ava I ia. ble and~ encbered.

are not wUl be4-8yQ6Q-i . ..Prl and acconting detil reewed and apprve. It is recmended that the Board of Suprviso approve the agreement and authrie

NOT: IF APPROPRITIONS ARE INSUFFICIENT, AlTACHED COMPLETD AUD-74 OR AIJD-60

Contract No: CTO 3751,,01-

By:~ Dat: dir/'IAuditor- trll puty ,

SEAN SALDAVIA. ASSESSOR-RECORDER (Dept/Agenc Head) to execute on behalf of th COUNTY RECORDER

Date: Ikd 1 \ By:

Dlsbun:Boart of Supervrs - WhiteAudit Cotrlle - canaryAudit-Ctrle - Pink

Deent - Gold

State of califoiaCount of santa CrzI ex-officio Clerk at th Bord of Supeisrs of th County of santa Cr.State of califoia. do hereby certify tht the foeging reuest for appral of agreen was ap-pred by said Board of Supervisors as recmmended by the County Administrative ome by anordr duly entere iri the minutes of said Board on 20_

ADM - 29 (8/01)lltl i, se 300 Pr Ma

AUDITR~ONTOLlER USE ONLYCO $Do No. JE Am

TellOAuto Deip

By: Deput CleJ'

Une H(T Keyed By

ISub Obje

Date 10$Amnt Inde Us Co

0010

N,

Change RequestNovember 15,2010

Ms. Carol SutherlandAssistant RecorderSanta Cruz County701 Ocean Street, Rm. 230Santa Cruz, CA 95060

RE: Change Request CAll1510SCC - CeRTNA Payload Processing Solution

Dear Carol:

Thank you for giving Manatron the opportunity to offer this proposal for assisting the County with this project.Attached is a summary of the work for this Change Request, with pricing and space for an authorized signature.This Change Request is issued in conjunction with Master Agreement CA2009.001 between the County andManatron, and all the terms and conditions of that agreement pertain.

The pricing and scope contained in this Change Request are valid for 90 calendar days from the date shownabove. Work scheduling wil commence upon receipt of an executed copy of this Change Request signed byyourself or a duly authorized representative of the County. A summary of this Change Request is as follows.

Scope Summary:

Application development, operational testing, training, and project management for processing documentsdelivered (downloaded) from CeRTNA through the GRM Recorder application, and export of the return files forCeRTNA upload.

PRODUCTS/ SUMMARY DESCRIPTION ONE-TIME ANNUALSERVICES PRICE SUPPORT

Application SoftwareGRM Recorder - External solution for processing CeRTNA

$20,000.00 $4,000.00payloads

Professional Services Implementation Services/Training/Project Management $19,722.00 N/A

TOTAL ESTIMATED PRICES $39,722.00 $4,000.00

Manatron Account Manager: Steve Granlund

Sincerely,

A!4Steven T. GranlundAccount Manager

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0011

CR-CAll151OSCC

The following pages describe this Change Request in more detaiL.

Detailed Price Breakdown:

DESCRIPTION QUANTITYONE-TIME ANNUAL

PRICE SUPPORT*

Application Softare:

GRM Recorder - Integrated Services with CeRTNA (EROS) 1 $20,000.00 $4,000.00

Professional Services:

Remote implementation services including softare

installation and operational testing, training, and project 1 $19,722.00 N/Amanagement

TOTAL ESTIMATED PRICES $39,722.00 $4,000.00

* Support fees are in addition to current fees.

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0012

CR-CAI11510SCC

Description of Products and Services

Purpose and Business Need for the Request:

The County has contracted with CeRTNA (California Electronic Recording Transaction Network Authority) fordelivery of electronic documents (Type 1 and Type 2) through CeRTNA software. The County would likeManatron to develop functionality to process downloaded eRecording payloads from a County network share,record or reject these documents, and then export these processed payloads to another County network share forCeRTNA upload.

Recommended Solution:

Manatron wil create and implement a solution to process documents downloaded from CeRTNA. This solutionwil be an extension of softare functionality and services for use with GRM Recorder.

Included in the scope of this solution are:

Retrieval Processing -

1. The County wil download all complete payloads through CeRTNA functionality. Download anddecryption of the payload is outside the scope of Manatron services.

2. Manatron will create, operationally test, and implement a file polling service or functionality forretrieving valid XML documents and tiff images (in a CeRNTA payload) from a County network share.This wil be the document retrieval process for CeRNT A payloads.

3. The document retrieval process will manage multi-part payloads to ensure that all payloads are completeprior to processing.

4. The solution wil combine multi-part payloads and conform to the Manatron eRecording format.

5. The solution will submit the transformed payloads to the GRM Recorder for IQA processing.

6. The solution will remove the CeRTNA payloads from the County network share after processing.

IQA Processing -

I. Once payload is transformed into Manatron eRecording format, the batch will be processed throughnormal IQA processes (with the exception of Priority 1 batches).

2. Priority 1 batches wil not receive preferential treatment in the queue.

3. Priority 1 batches will have an identifier (flag) in the "New Batch" window.

4. When a user pulls a Priority 1 batch, the system will display an informational message alerting the user tothis batch status. The user will have the ability to process the batch with an 8:00 a.m. recording time orwith the actual recording time.

5. The eRecording "Administration" screen will also display an identifier (flag) for Priority 1 batches.

6. The eRecording "Administration" screen will allow a batch to be placed on hold for next-day processing.

CeRTNA Generic Document Types-

1. CeRTNA will not be submitting valid GRM Recorder document type. They will submit genericdocument types approved by the CeRTNA. The County wil be responsible for the correct indexing ofthe document type through IQA.

103

0013CR-CAll1510SCC

Return of the Processed Payload -

1. Manatron will copy the processed (recorded or rejected) payload to a County share for upload toCeRTNA. Upload and encryption of the data is outside the scope of Manatron services.

2. Manatron will return multi-part payloads (if that is how the Type 1 and Type 2 documents were retrievedand processed).

3. Manatron wil update the payload with data from recording or rejection.

4. Updated recording data will include the instrument number and date/time of processing.

5. Manatron wil configure rejection reasons to match the CeRTNA rejection reasons.

Testing and Implementation -

1. The County is responsible for any costs associated with CeRTNA certification or testing.

2. Manatron wil configure the GRM Recorder test database for processing CeRTNA payloads through IQA.

3. County is responsible for testing with CeRTNA and authorizing production implementation ofCeRTNApayload processing through 1QA.

4. After receiving authorization from the County, Manatron wil configure the GRM Recorder productiondatabase for processing CeRTNA payloads through 1QA.

Responsibilties of the Parties:

The County's responsibilities include the following:

1. Providing scheduled remote access to Manatron for installation, testing, remote training, and supportactivities;

2. Providing all hardware, network, and third-party software (any operational issues are the responsibility ofthe County);

3. Performing all testing of hardware, network, and third-part software (any testing issues are theresponsibility of the County);

4. Performing all data back-ups;

5. Handling any ERDS (Electronic Recording Delivery System) certification requirements, EROS testing, orEROS operational issues (the County is responsible for all EROS implementation costs; Manatron has notbeen contracted to provide an EROS solution or any related ERDS services);

6. Creating any Memorandums of Understanding (MOU's), verifYing internal approval processes (CountyAttorney, County Commissioner, etc.), and handling execution of the MOU by all required parties;

7. Having Windows Server 2003 and .NET 1. for MS SQL and ODP .NET 9.2 for Oracle users (at aminimum);

8. Choosing a recording stamp style from options provided by Manatron and in the eRecordingQuestionnaire that wil be provided (the fields available for label creation are instrument number, booktype, book, page, time received, recording fee, transfer tax, number of pages recorded, pcor 10, module1D, pcor file, first notary, rejection reason, submitter (GRM Recorder customer contact information, nottitle company), document type, file page, intangible tax, mortgage tax, deed documentary tax, receiptnumber, and non-standard fee);

9. Meeting with Manatron to address any issues or concerns with the scope of this solution as needed;

10. Executing acceptance documents on a timely basis when a milestone has been completed.

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0014

CR-CAll1510SCC

Manatron's responsibilities include the fo11owing:

1. Developing functionality to retrieve, process, and return CeRTNA payloads as previously described in the"Recommended Solution" section;

2. 1nsta11ing and configuring the solution in the Santa Cruz County test environment;

3. Providing a one-hour remote training session for retrieval, processing, and return ofCeRTNA payloadsthrough GRM Recorder;

4. Providing up to eight (8) hours of testing support for the County with the ERDS vendor (CeRTNA);

5. Upon County Go-Live authorization, implementing the solution in the production environment;

6. Provide up to one (1) day of remote support services for Go-Live;

7. Meeting with the County to address any issues or concerns with the scope of this solution as needed;

8. Executing acceptance documents on a timely basis when a milestone has been completed.

Exceptions and Assumptions:

Should any of the below assumptions change, it may affect the schedule, scope, and pricing of this CR.

1. The eRecording module has been installed and accepted "as-is." Any changes (beyond those described inthe "Recommended Solution") to the softare functions wi11 require a Change Request and are subject toadditional cost.

2. Any disputes in functionality prior to the Go-Live acceptance wi11 abort the project. All differences wilbe reconciled in writing before the project is re-scheduled.

3. All eRecording module documentation has been provided "as-is."4. Manatron is not providing an ERDS solution to Santa Cruz County.5. Manatron is not responsible for any EROS certification, implementation, support activities, or associated

costs.6. Complete appropriate backups of the Manatron system on the County server must be reviewed and

approved by County personnel before transfer work may begin.7. High-speed remote access to the County Recorder application and database server(s) must be provided to

the Manatron project team members at agreed-upon times of development, testing, and installation. Thedate and times of the required access wi11 be scheduled between Manatron and the County. Manatron willprovide a11 implementation and training services remotely.

8. The County wil require that its statT attend scheduled training sessions.9. Only Group iv tiff files of300 dpi wil be accepted.10. There wil be a 3.56 megabyte limit on the XML file batch size.11. The ERDS Vendor's XML fies adhere to Property Records Insurance Association (PRIA) standards as

documented on the PRIA website (http://www.pria.us/) and wi11 be in the agreed Manatron format forconformation and IQA processing.

Acceptance of Products and Services with Deliverables:

For the purposes of this Change Request, project work shall be deemed accepted upon the completion of the listedpayment milestones. Manatron wi11 provide the County with milestone acceptance forms, shown as AttachmentsA and B, as the second and third milestones are completed. Upon delivery of Attachment A, the County sha11have five (5) business days from the date of installation into the test environment to test and to notifY Manatron inwriting of any outstanding Severity Level ONE issues. At the expiration of those five (5) business days, ifnoSeverity Level ONE issues are documented, Manatron will move the software into production and consider thesoftware installment a completed deliverable.

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0015

CR-CAll151OSCC

Upon delivery of Attachment B, the County wil have five (5) business days to accept the deliverables in themilestone or provide a written explanation for their failure to accept the milestone as completed. If the Countydoes not take action to approve or reject the Acceptaflce Milestone, the Acceptance Milestone is deemed acceptedafter five (5) business days have elapsed since the date of delivery.

Change Management Process:This Change Request is offered and priced within the express scope of the Manatron-recommended solution andthe listed payment milestones. The County may make additional scope requests at any time. These requests willresult in the completion of additional Change Requests.

Services rendered by Manatron under the terms of this Change Request which exceed the scope of the estimatedhours or other items set forth in this Change Request will be biled to the County at the standard hourly rate(minimum one hour). Hourly rates are subject to change.

Severity Level Definitions:Manatron shall respond to any errors reported by the County based on the priority code assigned to such error.The County shall identitY the priority code when it initially reports the error to Manatron. Manatron may, in itsreasonable discretion, re-classitY the error after its initial investigation. If the County requests, in writing, that theerror be resolved with a priority code higher than the assigned level, the County wil pay Manatron for thatsupport on a time and materials basis at Manatron's then-current rates. The priority codes and responses are asfollows:

A system-wide problem; one that prevents the County from continuing fundamental business processes andcauses an immediate im act on the Coun 's business. No timel workaround exists.A problem that affects one or more modules of the Manatron system; a problem that prevents the County fromerformin an im ortant function of the Coun 's normal business rocess. A workaround is not available.

System feature or peripheral hardware purchased by Manatron is malfunctioning or inoperative, but analternative procedure exists to achieve business needs; a problem that impacts individual users or workstations

3/Medium (not s stem wide. The rob1em does not revent 0 eration ofthe software.Includes cosmetic issues such as misspellings, par ofletters falling offthe screen or report print-outs,incorrect punctuations, etc.; also includes problems that happen intermittently, for which root causes are beingdetermined or which cannot be reproduced. This category is also used to characterize information requests.

4/Low The roblem has no business im act.

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0016

CR-CAII1510SCC

Agreement to this Change Request and Acceptance Milestone No.1 of 3

Execution of this Change Request wil confirm the County's request for software, professional services, andsoftware support services as outlined within this document. Manatron wil bil the County $9,930.50 (25% of theprice of the application software and professional services) upon signature approval of this Change Request asoutlined below. This Change Request wil serve as an addendum to the existing agreement which Manatronreferenced previously. Except as modified hereunder, all the terms and conditions of that agreement wil remainin full force and effect. The annual maintenance fees noted earlier in this document wil be included as a line itemto the County's next maintenance invoice and are subject to the terms of the County's installation agreement. Theinterim period extending from the signing of Attachment B to the beginning of the next maintenance period wilbe pro-rated on a monthly basis, not to exceed the specified total annual fees. This pro-rated maintenance will bedue and payable upon the signing of Attachment B.

Payments for software, professional services, and software support services delivered hereunder shall be made asfollows:

MILESTONE DESCRIPTION AMOUNT

Milestone i 25% of the price ofthe application software and professional services upon signing of $9.930.50this Change Request.

50% of the price of the application software and professional services upon installationMilestone 2 of application software into a test environment, or upon completion of deliverables as $19,861.00

specified in Attachment A.

25% of the price of the application softare and professional services and any pro-rated$9,930.50 plus

Milestone 3 pro-ratedmaintenance upon the signing of Attachment B. maintenance

We, the undersigned, accept this document as a stable work product to be used in the delivery of the projectdescribed herein. Any deviation from this Change Request is to be handled through Manatron's ChangeManagement Process.

This agreement is not effective until executed by both parties.

Carol Sutherland, Assistant Recorder701 Ocean Street, Room 230

Santa Cruz, CA 95060831-454-2426

Manatron, Inc.1807 West Braker #400

Austin, TX 78758866-471-2900

By: By:

Printed Name: Printed Name:

Title: Title:

Date: Date:

10 7

0017

CR-CAll1510SCC

ATT ACHMENT A - Acceptance Milestone No.2 of 3

Purpose:The purpose of this milestone acceptance form is for the County to confirm completion of Milestone NO.2associated with this Change Request.

Milestone No.2:Manatron has installed into the test environment the application software outlined in this agreement, andcompleted the following deliverables:

. Manatron has configured and operationally tested the described solution;

. Manatron has provide training as described in the described solution;

. Manatron has authorized the County to begin final acceptance testing for the described solution.

This does not include any customizations or configurations not specific to this Change Request. The County shallhave five (5) business days from the date of installation into the test environment to test and to notify Manatron inwriting of any outstanding Severity Level ONE issues. At the expiration of those five (5) business days, if noSeverity Level ONE issues are documented, Manatron wil move the software into production and consider thesoftware installment a completed deliverable.

Services for this Change Request were delivered and/or completed on:

We, the undersigned, àgree that the work described above is complete, and that under the conditions of thisChange Request, the County wil be biled 50% of the price of the application software and professional services($19,861.00) upon signing this milestone acceptance form.

Carol Sutherland, Assistant Recorder701 Ocean Street, Room 230

Santa Cruz, CA 95060831-454-2426

Manatron, Inc.1807 West Braker #400

Austin, TX 78758866-471-2900

By: By:

Printed Name: Printed Name:

Title: Title:

Date: Date:

8

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0018

CR-CA111510SCC

ATTACHMENT B - Acceptance Milestone No.3 of 3

Purpose:

The purpose of this milestone acceptance form is for the County to confirm completion of Milestone No.3associated with this Change Request.

Milestone No.3:

We, the undersigned, agree that the application software has been moved into production, that there are noSeverity Level ONE issues, and that Manatron has performed all professional services outlined in this ChangeRequest. If the County does not take action to approve or reject this milestone, this milestone is deemed acceptedafter five (5) business days have elapsed since the date of delivery. This form completes this Change Request.

Services for this Change Request were delivered and/or completed on:

We, the undersigned, agree that this project is complete and that under the conditions of this Change Request, theCounty will be biled the remaining 25% of the price of the application software and professional services($9,930.50) and for any pro-rated maintenance upon signing this milestone acceptance form. This project isdeemed complete and accepted.

Carol Sutherland, Assistant Recorder701 Ocean Street, Room 230

Santa Cruz, CA 95060831-454-2426

Manatron, Inc.1807 West Braker #400

Austin, TX 78758866-471-2900

By: By:

Printed Name:Printed Name:

Title: Title:

Date: Date:

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