DEPARTMENT: Property Taxation and Records
FILE TYPE: Consent Action
TITLE
title
Authorization To Execute Software Maintenance And Support Agreement With West Central Indexing, LLC
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PURPOSE/ACTION REQUESTED
Authorize to execute a new software maintenance and support agreement with West Central Indexing, LLC for the maintenance and support of the RecordEASE Document Recording software.
SUMMARY
Dakota County contracted with West Central Indexing, LLC (WCI) on October 21, 2014, to purchase the software license and implementation services used by Dakota County Property Taxation and Records (PT&R) for document recording software: RecordEASE. The County currently maintains this contract with WCI for the RecordEASE document recording software (licensed software). Both parties had entered into a software maintenance and support agreement on September 1, 2020, with a five-year annual fee of $62,700 that set forth the terms and conditions to which WCI shall provide software maintenance and support services to the County with respect to the licensed software.
Both parties wish to execute a new software maintenance and support agreement to establish the annual fees for a period of five years, thereby terminating the previous software maintenance and support agreement.
The new agreement continues the software maintenance and support terms, however, establishes a new five-year payment term of $68,970 annually totalling $344,850 over five years. The agreement shall be effective September 1, 2025 to August 31, 2030, or upon execution of a new agreement. This is a 10% increase over the current contract rate.
RECOMMENDATION
recommendation
Staff recommends execution of the software maintenance and support agreement with West Central Indexing, effective September 1, 2025 to August 31, 2030, or upon execution of a new agreement, with an annual fee of $68,970, and thus terminating the existing software maintenance and support agreement that both parties entered into on September 1, 2020.
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EXPLANATION OF FISCAL/FTE IMPACTS
The annual fee associated with the software maintenance and support agreement is $68,970 and is funded from the restricted Recorder’s Equipment fund balance within the General Fund, pursuant to MN Stat. § 357.18 Subd. 4.
☐ None ☐ Current budget ☒ Other
☐ Amendment Requested ☐ New FTE(s) requested
RESOLUTION
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WHEREAS, Dakota County selected West Central Indexing, LLC’s RecordEASE Document Recording Software for a Property Records Management System; and
WHEREAS, by Resolution No. 14-512 (October 21, 2014), the Dakota County Board of Commissioners approved the license agreement for the software and both parties entered into a license agreement with respect to the RecordEASE Document Recording Software; and
WHEREAS, the Parties previously entered into a Software Maintenance and Support Agreement related to the Licensed Software on September 1, 2020; and
WHEREAS, the payment terms of the existing contract have expired; and
WHEREAS, Dakota County wishes to execute a new Software Maintenance and Support Agreement to set forth the terms and conditions pursuant to which West Central Indexing, LLC shall provide software maintenance and support relating to the RecordEASE Document Recording Software and establish a new annual fee; and
WHEREAS, the new five-year annual fee of $68,970 is included in the restricted Recorder’s Equipment fund balance within the General Fund, pursuant to MN Stat. § 357.18 Subd. 4; and
WHEREAS, staff recommends executing the Software Maintenance and Support Agreement with West Central Indexing, LLC for the maintenance and support of RecordEASE Document Recording Software.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the Dakota County Property Taxation and Records Director to execute the Software Maintenance and Support Agreement between Dakota County and West Central Indexing, LLC, for the RecordEASE Document Recording Software for the period of September 1, 2025 to August 31, 2030.
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PREVIOUS BOARD ACTION
14-512; 10/21/14
ATTACHMENTS
Attachment: Software Maintenance and Support Agreement-09012025
BOARD GOALS
☐ Thriving People ☐ A Healthy Environment with Quality Natural Resources
☐ A Successful Place for Business and Jobs ☒ Excellence in Public Service
CONTACT
Department Head: Amy Koethe
Author: Amy Koethe