To: BOARD OF SUPERVISORS
From: Information Technology
Meeting Date: March 12, 2024
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Department Contact: |
Tony Rakes |
Phone: |
707-234-6348 |
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Department Contact: |
Katrina Bartlomie |
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 Retroactive Seventh Amendment to Agreement 15-056 with Manatron Inc./Aumentum in the Amount of $0, Amending LOA 203 and Authorizing Billing Rate Changes Effective January 25, 2024, Through December 31, 2024, for Professional Consulting Services and Travel
End
Recommended Action/Motion:
recommendation
Approve retroactive seventh amendment to agreement 15-056 with Manatron Inc./Aumentum in the amount of $0, amending LOA 203 and authorizing billing rate changes effective January 25, 2024 through December 31, 2024 for professional consulting services and travel; authorize the Chief Executive Officer or designee to execute any and all documents in relation to the transaction; and authorize the Chief Executive Officer or designee to sign any and all future amendments that do not increase the maximum amount Manatron Inc./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 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 January 2023 totaling $1,213,104.
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 the stakeholders and vendor 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 contract 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.
The billed rate approved in LOA 203 expired January 24, 2024; however, not all professional service hours were exhausted. Executive Office - Information Technology staff worked with Aumentum to develop a “Re-Optimization” project focused on the Auditor’s Office. Project kick-off started in January 2024 and is expected to take up to 6 months. Therefore, the Executive Office - Information Technology Division recommends approval of retroactive seventh amendment to agreement 15-056 with Manatron Inc./Aumentum in the amount of $0, amending LOA 203 and authorizing billing rate changes effective January 25, 2024, through December 31, 2024.
Alternative Action/Motion:
Do not approve and provide 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: $205,989 expended to date, $98,000 estimated LOA balance |
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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: March 12, 2024 |
Executed Item Type: Agreement |
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Number: 15-056-A7 |
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