To: Board of Supervisors
From: Executive Office
Meeting Date: June 22, 2021
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Department Contact: |
Janelle Rau |
Phone: |
463-4441 |
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Department Contact: |
Shari Schapmire |
Phone: |
234-6875 |
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Department Contact: |
Lloyd Weer |
Phone: |
234-6080 |
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Department Contact: |
Katrina Bartolomie |
Phone: |
234-6822 |
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Item Type: Consent Agenda |
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Time Allocated for Item: N/A |
Agenda Title:
title
Approval of Fourth Amendment to Agreement 15-056 with Thomson Reuters/Aumentum in the Amount of $74,000, for a New Total Contract Amount of $2,564,533, Related to the Acquisition of County-Wide Property Tax Software System and Letter of Authorization for the Addition of 400 Hours of Professional Consulting Services; Authorization for the Chief Executive Officer or their designee to Execute any and all Documents in Relation to the Transaction; and Authorization for the Chief Executive Officer or their Designee to Sign Any Future Amendments to the Agreement That Do Not Alter the Fiscal Aspect of the Thomson Reuters/Aumentum Master Agreement for Licensed Software, Hardware, and Services
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Recommended Action/Motion:
recommendation
Approve fourth amendment to Agreement 15-056 with Thomson Reuters/Aumentum in the amount of $74,000, for a new total contract amount of $2,564,533, related to the acquisition of County-Wide property tax software system and letter of authorization for the addition of 400 hours of professional consulting services; authorize the Chief Executive Officer or their designee to execute any and all documents in relation to the transaction; authorize the Chief Executive Officer or their designee to sign any future amendments to the Agreement that do not alter the fiscal aspect of the Thomson Reuters/Aumentum Master Agreement for licensed software, hardware, and services; and authorize Chair to sign same.
End
Previous Board/Board Committee Actions:
In June 2013, the Board adopted the 2013-2017 County of Mendocino Capital Improvement Plan (CIP)/Facility Needs Assessment which includes the replacement of the County’s County-Wide Property Tax Software System. On June 9, 2015, the Board of Supervisors approved an agreement with Thomson Reuters/Aumentum in the Amount of $1,701,429 for the Acquisition of County-Wide Property Tax Software System. On March 21, 2017, the Board of Supervisors approved the first amendment to agreement 15-056 with Thomson Reuters/Aumentum in the Amount of $83,240 for the addition of the cannabis related tax and licensing collection program. On October 6, 2020, the Board of Supervisors approved the second amendment to agreement 15-056 with Thomson Reuters/Aumentum in the amount of $693,864 for the addition of the public access portal. On May 4, 2021, the Board of Supervisors approved the third amendment to agreement 15-056 with Thomson Reuters/Aumentum in the amount of $12,000 for a custom online payment integration to the county’s payment vendor for online tax bill payments and a breakout of the go-live approval into two stages to reflect the phased go-live of the public access functionalities. Regular updates regarding IT Master Plan projects have been provided to the Board via the Quarterly Budget.
Summary of Request:
In June 2013, the Board adopted the County’s 2013-2017 CIP which included the replacement of the county-wide property tax software system due to being obsolete and represented a significant risk of catastrophic failure. In 2013, the County initiated the Request for Proposal (RFP) process. In June 2015, the Board approved the agreement with Thomson Reuters/Aumentum for the acquisition of county-wide property tax system in the amount of $1,701,429. At that time, staff noted that there would be ongoing maintenance obligations associated with the software system and the project would begin no sooner than the first quarter of 2016. In March 2017, the Board approved the first amendment to agreement 15-056 with Thomson Reuters/Aumentum in the amount of $83,240 for the acquisition of county-wide property tax system - addition of the Cannabis related tax and licensing collection program.
With the adoption of the IT Master Plan, $68,433 in funds were allocated in FY 18-19 to the Property Tax Software System Project. The IT Master Plan includes a need for an Aumentum Implementation Assessment. This assessment identified the additional items requiring funding, such as: third party services, vendor travel, hardware and licensed software and ongoing maintenance costs. An additional $350,000 in FY 2019-20 was allocated to the Property Tax Software System Project.
In November 2019, the Executive Office/Information Services Division received notification that Harris Computer Systems purchased Thomson Reuters and that there would be no changes to the implementation plan. In order to move forward with project implementation, the Executive Office/Information Services Division acquired servers and storage enhancements utilizing previously allocated funds.
During FY 2020-2021 budget hearings the project team presented a project status update, identified the importance and value of the addition of a public access portal, additional funding needs and next steps. The Board of Supervisors appropriated an additional $665,456 in funding towards implementation which included funding for the addition of the public access portal. In October 2020, the Board approved the Board approved the second amendment to agreement 15-056 with Thomson Reuters/Aumentum for the acquisition of county-wide property tax system - addition of a public access portal.
The County-Wide Property Tax Software System initial Go-Live was implemented in February 2021 and the project team has continued with post go-live activities. On May 4, 2021, the Board of Supervisors approve the third amendment to agreement 15-056 with Thomson Reuters/Aumentum in the amount of $12,000, utilizing project contingency, for the addition of a custom online payment integration to the County’s payment vendor for online Tax bill payments and a breakout of the Go Live approval into two stages to reflect the phased Go Live of the Public Access functionalities to the County-Wide property tax software system.
During FY 2020-2021 Mid-Year, the Executive Office/Information Services Division recommended an additional funding allocation ask based on identified project needs, which included the additional contract commitment presented today, of $200,000 to be funded utilizing one-time Pacific Gas & Electric (PG&E) disaster settlement funds. If the additional funding requested is not approved, the Executive Office/Information Services Division would not be able to finish implementation of the Property Tax Software System or ensure the stakeholder departments have the support needed after June 30, 2021. The Executive Office is requesting the Board of Supervisors approve the fourth amendment to agreement 15-056 with Thomson Reuters/Aumentum in the amount of $74,000 letter of authorization for the addition of 400 hours of professional consulting services.
Alternative Action/Motion:
Do not approve agreement and provide alternate direction to staff.
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 |
budgeted in current f/y: No |
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current f/y cost: $0 - It is anticipated this $74,000 amendment will be funded and billed in FY 2021-2022 |
if no, please describe: Funding request included in PG&E Presentation |
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annual recurring cost: Varies (5 years of maintenance and cloud hosting identified in master agreement) |
revenue agreement: N/A |
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budget clarification: The Executive Office requests the Board of Supervisors fund the $200,000 requested project funds which included the additional contract commitment of $74,000. Ongoing maintenance identified in the master agreement is budgeted at the department level annually through the County budget process. |
Agreement/Resolution/Ordinance Approved by County Counsel: Yes
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CEO Liaison: Executive Office |
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CEO Review: Yes |
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CEO Comments:
FOR COB USE ONLY
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Executed By: Atlas Pearson, Deputy Clerk I |
Final Status: Approved |
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Date: June 23, 2021 |
Executed Item Type: Agreement Number: 15-056-A4 |
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Note to Department Number of Original Agreements Returned to Dept: 0 Original Agreement Delivered to Auditor? No |
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