TO: Board of Supervisors
FROM: Greg Bown, Interim Chief Technology Officer - Information Technology Services
REPORT BY: Elena Guzmán, Staff Services Analyst II
SUBJECT: Amendment No. 4 to Agreement No. 170687B with Megabyte Systems, Inc.
RECOMMENDATION
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Approve and authorize Amendment No 4 to Agreement No. 170687B with Megabyte Systems, Inc. and its corresponding Budget Amendment, for the continuation of scanning records for Napa County Assessor-Recorder-County Clerk, increasing agreement amount by $77,500 for a new project maximum of $126,285. (Fiscal Impact: $77,500 Expense; Information Technology Services Fund; Not budgeted; Discretionary)
[4/5 vote required]
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BACKGROUND
Megabyte is the developer of Megabyte Property Tax Systems (MPTS), a fully integrated, California property tax system used by Napa County’s Assessor, Tax Collector and Auditor-Controller offices.
On July 1, 2016, Napa County and Megabyte entered into Agreement No. 170687B to provide maintenance for the shared property tax system. On July 9, 2019, the Board approved Amendment No. 1 to Agreement No. 170687B to add $24,064 for a new contract maximum of $367,547 to include scanning services as an additional service.
On September 26, 2023, the Board approved Amendment No. 2 to Agreement No. 170687B to include a new Clerk of the Board/Assessment Appeals module with annual license and support fees costing $17,815 subject to annual license increase in accordance with the consumer price index (CPI) for San Francisco-Oakland-San Jose area.
On July 9, 2024, the Board approved Amendment No. 3 to include building record scanning services in the amount of $48,785 for Napa County’s Assessor department to scan 55,000 building records to facilitate the move to new quarters. It was anticipated the project would take four to six months and it included the handling of the documents, scanning and indexing. The cost of $48,785 was not originally included in the Information Technology Services (ITS) budget as this request was an unanticipated need by Assessor department for additional scanning services.
Amendment No. 4 is for the continuation of scanning services to Napa County’s Assessor department and to increase the contract maximum by $77,500 for a project maximum of $126,285. Amendments No. 3 and No. 4 are funded by Special Revenue Funds.
Requested Actions:
1. Approval and authorization of Amendment No. 4 to Agreement No. 170687B with Megabyte, Inc., to continue building record scanning services, increasing the contract by $77,500 for Napa County’s Assessor department increasing the contract maximum to $554,759.
2. Approval of Budget Amendment for the following:
(a). Increase appropriations by $77,500 in Information Technology Services, Applications and Development (Subdivision 4200001-46800), offset by charges for services from the Assessor (Subdivision 1140000-52130);
(b). Increase appropriations by $77,500 in Assessor (Subdivision 1140000-48200) for ITS services, offset by a transfer in from the Non-Operating Special Revenue Fund, Assessor Modernization (Subdivision 1140056-56100);
(c). Increase appropriations by $77,500 in the Non-Operating Special Revenue Fund, Assessor Modernization (Subdivision 1140056-56100) to transfer out to the Assessors (Subdivision 1140000-48200) offset by use of Available Fund Balance.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Napa County has previously used Megabyte for scanning services and this amendment will save time, labor and the cost of storing and moving the hard copy files to new, expensive space. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
No additional future fiscal impacts, the increased cost of $77,500 to be paid from Special Revenue Fund 2420 Modernization. |
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Consequences if not approved: |
If the amendment is not approved 55,000 County hard copy files will be moved to a new, expensive storage space. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined as by 14 California Code of Regulations 15378 (State of CEQA Guidelines) and therefore CEQA is not applicable.