To: BOARD OF SUPERVISORS
From: Information Technology
Meeting Date: July 23, 2024
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Department Contact: |
Tony Rakes |
Phone: |
707-234-6348 |
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Department Contact: |
Katrina Bartolomie |
Phone: |
707-234-6822 |
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Department Contact: |
Sara Pierce |
Phone: |
707-234-6860 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Approval of Eighth Amendment to BOS Agreement No. 15-056 with Manatron Inc./Aumentum in the Amount of $748,971, for a New Total of $3,663,524 for Ongoing Maintenance of the County-Wide Property Tax Software System and Extending the Termination Date from December 31, 2024, through January 31, 2026
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Recommended Action/Motion:
recommendation
Approve eighth amendment to BOS Agreement No. 15-056 with Manatron Inc./Aumentum in the amount of $748,971, for a new total of $3,663,524 for ongoing maintenance of the County-Wide property tax software system and extend the termination date from December 31, 2024, through January 31, 2026; authorize the Chief Executive Officer or designee to sign any future amendments to the Agreement that do not exceed the maximum amount; and authorize Chair to sign same.
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Previous Board/Board Committee Actions:
In June 2013, the Board of Supervisors adopted a five-year Capital Improvement Plan (CIP) which included the replacement of the County’s property tax software system. On June 9, 2015, the Board of Supervisors approved the master agreement in the amount of $1,701,429 for the acquisition of county-wide property tax software system. The Board of Supervisors subsequently approved five amendments between March 2017 and May 2024 totaling $1,213,124.
Summary of Request:
In 2013, the County initiated the Request for Proposal (RFP) for replacement of the county-wide property tax software system. The system was obsolete and represented a significant risk of catastrophic failure. In June 2015, the Board approved the agreement for the acquisition of county-wide property tax system in the amount of $1,701,429. Project implementation was postponed due to many factors including delays with County of Riverside’s implementation.
The County-Wide Property Tax Software System initial Go-Live was implemented in February 2021 and the project team continued with post go-live activities. Information Technology has been assisting county stakeholders in resolving discrepancies resulting from the initial data conversion that caused balancing issues that have prevented some of the standard processes from functioning correctly. In 2021, the County re-negotiated the Aumentum agreement to include a large final acceptance payment. Thirty-four items were originally identified as requiring closure on the final acceptance list. This includes important items such as conversation balancing, AB8/RDA factors, and Supplementals, Corrections, and Escapes.
On January 24, 2023, the Board of supervisor approved Letter of Authorization (LOA) 203 for additional professional consulting services hours to work through challenges associated with configuration assistance, process and tools support, production data entry, and system optimization. On March 12, 2024, a retroactive amendment was approved, amending LOA 203 and authorizing billing rate changes effective January 25, 2024, through December 31, 2024. Ongoing maintenance terms were defined in the master agreement and subsequent amendments. An agreement increase of $748,971 is recommended for ongoing maintenance of the property tax software system, extending the term through January 2026.
Ongoing maintenance for the property tax software system was originally remitted through Purchase Order (PO). It was later determined that maintenance remittance should be done through BOS Agreement No. 15-056 with Manatron Inc./Aumentum. However, the total amount of the Agreement was not amended to accommodate the maintenance costs. This request to approve the eighth amendment to BOS Agreement No. 15-056 with Manatron Inc./Aumentum in the amount of $748,971 is to allow ongoing maintenance to be remitted against the Agreement.
Alternative Action/Motion:
Do not approve and prove alternate direction to staff.
Strategic Plan Priority Designation: An Effective County Government
Supervisorial District: All
Vote Requirement: Majority
Supplemental Information Available Online At: N/A
Fiscal Details:
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source of funding: IT Reserve BU 0717 |
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current f/y cost: $256,494 |
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budget clarification: Current F/Y cost is an estimate only based on available project funds. Project costs are allocated in the IT Reserve funds. Ongoing maintenance identified in the master agreement is budgeted at the department level annually through the County budget process. |
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annual recurring cost: Varies (Estimated annual support identified in master agreement /yr.) |
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budgeted in current f/y (if no, please describe): Yes |
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revenue agreement: No |
AGREEMENT/RESOLUTION/ORDINANCE APPROVED BY COUNTY COUNSEL: Yes
CEO Liaison: Executive Office
CEO Review: Yes
CEO Comments:
FOR COB USE ONLY
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Executed By: Atlas Pearson, Senior Deputy Clerk |
Final Status: Approved |
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Date: July 23, 2024 |
Executed Item Type: Agreement |
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Number: 15-056-A8 |
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