COMPLETED BOARD ORDER�"y��36
Before the Board of Supervisors in and for the
County of Monterey, State of California
Budget No: 09/10 133
a. Approve and authorize the transfer of funds in the amount of $4,500 from Fund 020
Restricted Revenue Designations to Fund 001 Budget Unit 8004 Clerk-Recorder's
Fund to compensate RMA to assist Contracts/Purchasing to generate and advertise
an RFP for the purpose of selecting a qualified security system design professional
for the Assessor-County Clerk/Recorder Security Camera Project;
b. Increase revenue and appropriations in the amount of $4,500 in Fund 001 Budget
Unit 8004 4/5th vote required); and
c. Direct the Auditor-Controller to transfer funds and increase appropriations as
detailed in the Board Order.
Upon motion of Supervisor Parker, seconded by Supervisor Armenta, and carried by those
members present, effective April 13, 2010, the Board hereby:
a. Approved and authorized the transfer of funds in the amount of $4,500 from Fund 020
Restricted Revenue Designations to Fund 001 Budget Unit 8004 Clerk-Recorder's Fund to
compensate RMA to assist Contracts/Purchasing to generate and advertise an RFP for the
purpose of selecting a qualified security system design professional for the Assessor-County
Clerk/Recorder Security Camera Project;
b. Increased revenue and appropriations in the amount of $4,500 in Fund 001 Budget Unit 8004
4/5th vote required); and
c. Directed the Auditor-Controller to transfer funds and increase appropriations as detailed in
the Board Order.
Transfer Funds as Follows:
FUND 020
Account Description Debit Credit
020-2751 Recorder's Modernization Fees $4,500
020-1000 Cash
FUND 001 $4,500
001-1000 Cash $4,500
001-1180-8004-6613 Other Prof & Special Services $4,500
Increase Estimated Revenue and Appropriations as Follows:
Account Description Amount Action
001-1180-8004-6613 Other Prof & Special Services $4,500 Increase
001-1180-8004-5580 Recording Fees SB 2277 Dept Rev Acct 5765) $4,500 Increase
PASSED AND ADOPTED this 13th day of April, 2010, by the following vote, to wit:
AYES: Supervisors Armenta, Calcagno, Salinas, Parker, Potter
NOES: None
ABSENT: None
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COMPLETED BOARD ORDER�"y��36
I, Gail T. Borkowski, Clerk of the Board of Supervisors of the County of Monterey, State of California, hereby
certify that the foregoing is a true copy of an original order of said Board of Supervisors duly made and entered in
the minutes thereof of Minute Book 75 for the meeting on April 13, 2010.
Dated: April 14, 2010 Gail T. Borkowski, Clerk of the Board of Supervisors
County of Monterey, State of California
By
Deputy
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SIGNED BOARD REPORTX��"y��MONTEREY COUNTY BOARD OF SUPERVISORS
MEETING: April 13, 2010 Consent AGENDA NO.:
SUBJECT:
a. Approve and authorize the transfer of funds in the amount of $4,500 from Fund
020 Restricted Revenue Designations to Fund 001 Budget Unit 8004 Clerk-
Recorder's Fund to compensate RMA to assist Contracts/Purchasing to generate and
advertise an RFP for the purpose of selecting a qualified security system design
professional for the Assessor-County Clerk/Recorder Security Camera Project;
b. Increase revenue and appropriations in the amount of $4,500 in Fund 001
Budget Unit 8004 4/5t" vote required); and
c. Direct the Auditor-Controller to transfer funds and increase appropriations as
detailed in the attached Board Order.
DEPARTMENT: Assessor-County Clerk/Recorder
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the transfer of funds in the amount of $4,500 from Fund 020
Restricted Revenue Designations to Fund 001 Budget Unit 8004, Clerk-Recorder Fund to
compensate RMA to assist Contracts/Purchasing to generate and advertise an RFP for the purpose
of selecting a qualified security system design professional for the Assessor-County
Clerk/Recorder Security Camera Project;
b. Increase revenue and appropriations in the amount of $4,500 in Fund 001, Budget Unit 8004
4/5th vote required); and
c. Direct the Auditor-Controller to transfer funds and increase appropriations as detailed in the
attached Board Order.
SUMMARY/DISCUSSION:
The Assessor-County Clerk/Recorder's Office is proceeding with the installation of security
cameras in the Assessor-County Clerk/Recorder's Office as the final phase of the security project
approved by the Board on April 10, 2007. The funds requested must be transferred to be able to
utilize the services of the County's Resource Management Agency RMA) so that they can assist
Contracts/Purchasing to generate and advertise an RFP for the purpose of selecting a qualified
security system design professional for the Assessor-County Clerk/Recorder Security Camera
Project. The security cameras will be placed over the front counter customer service area, in the
vital records room, in the scanning room, and in the public access area where old record books and
maps are located. The security cameras are being installed to provide a more appropriate level of
security for the vital records and bank bonded paper contained in the office, the Official Record
books and Official Record Microfilm contained in the Public Access area, and to provide another
measure to reconcile revenue funds when and if necessary.
This request initiates the beginning of the RFP process for the final phase of the Assessor-County
Clerk/Recorder Security Project, and is necessary to facilitate the use of RMA staff to assist in the
preparation of that RFP. After this RFP is completed, the remainder of the project and contract for
installation of the actual Security Camera system will be brought back to your Board for approval.
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SIGNED BOARD REPORTX��"y��OTHER AGENCY INVOLVEMENT:
Capital Projects has requested that the Reimbursable Service Agreement be used so that it can
insure reimbursement for their involvement in this restricted revenue sourced project. County
Counsel and Contracts/Purchasing have reviewed and approved the recommendation.
FINANCING:
Government Code 27361(c) provides that a specified portion of recording fees, retained in Fund
020-Restricted Revenue, shall be available solely to support, maintain, improve, and provide for
the full operation for modernized creation, retention and retrieval of information in each county's
system of recorded documents." Capital Projects, a division of RMA, has estimated a cost of
$4,500 to obtain a Security Consultant to design specifications and plans to start the Request for
Proposal RFP) process; if additional funds are required, they will be submitted for approval by
your Board. Sufficient funds for this request and the ultimate recommended project are available in
the Fund 020 Restricted Revenue. Pending Board approval and related transfer, there will be
sufficient appropriations in Fund 001 Budge Unit 8004 to finance the entire project. Approval of
recommended actions will have no impact on the General Fund.
Prepared by:
Leslie L. Rostron
Management Analyst II
755-5821
Date: V1~ I l a
Stephen L. Vagnini
Assessor-County Clerk-Rec
755-5803
Date:
Enclosures: Proposed Board Order
Proposed Reimbursable Service Agreement
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AGREEMENT - RECORDER SECURITYy��MONTEREY COUNTY Date:
RESOURCE MANAGEMENT AGENCY
DEPARTMENT OF PUBLIC WORKS
FUND 1 DEPT CODE/
BDGTUNrr,WORKORDER
001/1180/8004/
REIMBURSABLE SERVICE AGREEMENT
PROJECT DESCRIPTION
Name: Recorder Security Cameras RFP
Location: 168 West Alisal, First Floor
Phase:
Start Date: 11/1/2009 Completion Date: 1/112010
Description of Work: Work with Contracts/Purchasing to generate and advertise an RFP for the purpose of selecting a
qualified security system design professional.
Contact Person: Judy Jeska
Phone No.: x8964
PROJECT COST ESTIMATE
DPW Labor. $1,500.00 Proposed Materials:
Overhead:
Equipment:
Materials: Proposed Consultants Dan Hogan
Consultants: $2,500.00
Other Costs: $500.00 Counsel
Estimated Cost: Other.
Comments:
BUDGET INFORMATION
Bill This Project to:
Department Assessor-Co. Clerk/Recorder Division: County Clerk/Recorder
Dept
Fund: 001 Code 11 p 0 Unit to n n 4 Object r, A 1 Subject Acct:
Billing Instructions:
Submit invoices to the Recorder's Office, Attn: Alicia R. Sotelo for
review and payment
AUTHORIZATION
Authorized by:
Department/Agency:
Address-
300-102 Rev.07109)
must be Board authorized
Recorder's Office
Date:
168 W. Alisal St., 1st Fl., Salinas, CA 93901
Distribution:
Accompanies Original W.O.
Managing Division
Department Receiving Services
Entered by:
Date:
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AGREEMENT - RECORDER SECURITYy��County of Monterey Resource Management Agency
Public Works/Capital Projects
Recorder Security Camera Project # XXX
Project Budget Summary Fund 402- 5(18174
Project Manager- Dan Ilogan
Budget Revlted: X
Cosh Revised: X
doFJENVIRONMENTA1. Work
Order FY 09110
Casts to Date FY 101l I
Calm to Daft Total Costs
to Date F V 09110
Budget FY 10/11
Budget Total Project
Costs % or Budget
Expended Remaining
10 Complete
sign
De
Inter tepart iT
AS Consultant RFP)- Dan I iogan
AS Staff RFP)
Counsel RFP)
Permuting
Blueprinting
Advetlisin S
S
S
S
S
S r
$
S S
S
S
$
S
$
S
S S
$
S
S
S
$
S
S S
S
$ 2,500
S 1,500
S 300
S
S
S S
S
S
$
S
S
S
S S
S
2.500
S 1,500
S 500
S
S
S 0%
0%
0%
0%
0%
0%
0%
036 S
5
S 2,500
$ 1.500
$ 500
S
S
S
Subtotal: S t S S S 4.500 S S 4.500 0% S
LAND ACOUISITIGNAMLITIES-NA
Subtotal: t $
CONST t1CT10 MANAGEMENT
AS-Consultant
AS Staff
Special Testing & inspection M3 Environmental S
S
S $
S
S $
$
S S
S
S S
S
S S
$
S t1DIV101
1DIV10I
tlU1V/0! S
S
S
Subtotal: $ S S S S S NU1V/0l S
CONSTRUCTION
Construction
10% Contingencies Fiat Floor)
Total Project Cost $
S $
S S
S $
S
S S
S
S S
S
S #DIV/Ol
1D1V/Ol S
f
5
Subtotals S S S S S NU1V/Ol S
FURNITURE FIXTURES AND E UIPMIENT
FF&E Furniture Fixtura & Equipment S $ S S S S 0% S
Subtotals $ S S S S S 0% S
TOTAL PROJECT COST S $ S S 4.500 S S 4.00 0% S
REVENUE BY FISCAL YEAR:
S S S 4,500 S S 4,300 0% S 4,500
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