TO: Board of Supervisors
FROM: Jon Gjestvang, Chief Information Officer - Information Technology Services
REPORT BY: Elena Guzman, Staff Services Analyst II
SUBJECT: Amendment No. 2 to Agreement No. 170687B with Megabyte Systems, Inc.
RECOMMENDATION
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Chief Information Officer and Clerk of the Board request approval of and authorization for the Chair to sign Amendment No. 2 to Agreement No. 170687B with Megabyte Systems, Inc., to include the MPTS Clerk of the Board/Assessment Appeals module, increasing the amount by $17,815 annually, beginning July 1, 2024, with a new maximum of $416,901.
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EXECUTIVE SUMMARY
Megabyte Systems, Inc. provides software support services required for the maintenance of the MPTS 2010 - Property Tax System. This system was originally established in 1987 for Napa County’s Assessor, Tax Collector and Auditor-Controller offices. The prior agreement with Megabyte, No. 4334, was amended 15 times to adjust rates and reflect added functionality. On July 1, 2016 Napa County and Megabyte entered into Agreement No. 170687B with Megabyte to provide substantially the same services with updated contract language.
On July 9, 2019, the Board approved Amendment No. 1 to Agreement No. 170687B with Megabyte to add $24,064 for a new contract maximum of $367,547 to include scanning services as an additional service.
Today’s requested action is for the approval of Amendment No. 2 to Agreement No. 170687B with Megabyte, Inc. to include a new Clerk of the Board/Assessment Appeals module with annual license and support fees costing $17,815 in Fiscal Year 2023-2024 dollars. Licensing and support fees for the new module are to begin July 1, 2024, and are subject to annual increases in accordance with the consumer price index (CPI) for San Francisco-Oakland-San Jose area. In Fiscal Year 2023-2024, the total maximum compensation paid by County to Megabyte is unchanged by this Amendment and shall not exceed $399,086. The not-to-exceed amount for Fiscal Year 2023-2024 shall be $416,901 plus any allowable annual CPI increase.
Megabyte is not a local vendor.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
No |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Napa County Assessor, Treasurer-Tax Collector and Auditor-Controller offices use this system to perform their daily property tax functions. The Clerk of the Board/Assessment Appeals module is an enhancement that will be used by the Clerk of the Board and Napa County Assessor. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
There will be no fiscal impact for FY2023-2024. Beginning FY2024-2025 funding for the Clerk of the Board/Assessment Appeals module will be budgeted under the Chief Executive Office. As permitted in the agreement, future rates may increase based on the San Francisco-Oakland-San Jose Consumer Price Index. |
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Consequences if not approved: |
The processing of Assessment Appeals would remain inefficient due to the limitations of current software programs and cause the County to remain behind in technology, and the work time of staff would continue to be negatively impacted. |
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County Strategic Plan pillar addressed: |
Effective and Open Government |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State of CEQA Guidelines) and therefore CEQA is not applicable.
BACKGROUND AND DISCUSSION
Megabyte is the developer of Megabyte Property Tax System (MPTS), a fully integrated, California property tax system. This system was originally established in 1987 and upgraded to a client server platform in 2000 for Napa County’s Assessor, Tax Collector and Auditor-Controller offices. MPTS provides each of the departments with a set of processes necessary to perform property tax functions. For the Assessor, appraisal and personal property are a few of the core functions provided on the system. For the Auditor-Controller,
direct assessments, redemption roll adjustments and tax rates are a few functions provided. For the Tax-Collector, remittance processing, pay plans and delinquencies are a few of the many processes included within
the system.
The previous Agreement No. 4334 had been amended 15 times to adjust rates and add functionality: In 2001 maintenance for Intranet and Internet added, in 2004 support for SQL database added, in 2008 support for online business property filing software added, and in 2011 support for an upgraded system environment
added. Agreement No. 4334 expired on June 30, 2016.
On July 1, 2016, Napa County and Megabyte entered into Agreement No. 170687B to provide substantially the same services with updated contract language. The total cost for Fiscal Year 2016-2017 was $322,364. On July 9, 2019, the Board approved Amendment No. 1 to Agreement No. 170687B with Megabyte to add $24,064 for a new contract maximum of $367,547 to include scanning services as an additional service.
Today’s requested action is for the approval of Amendment No. 2 to Agreement No. 170687B with Megabyte, Inc. to include a new Clerk of the Board/Assessment Appeals module with annual license and support fees costing $17,815 in Fiscal Year 2023-2024 dollars. Licensing and support fees for the new module are to begin July 1, 2024, and are subject to annual increases in accordance with the consumer price index (CPI) for San Francisco-Oakland-San Jose area. In Fiscal Year 2023-2024, the total maximum compensation paid by County to Megabyte is unchanged by this Amendment and shall not exceed $399,086. The not-to-exceed amount for Fiscal Year 2023-2024 shall be $416,901 plus any allowable annual CPI increase.
A few of the System Features included in the Clerk of the Board/Assessment Appeals Module listed below:
Hearing Processing-
*Hearing Scheduling and Confirmation Requests
*Enter Hearing Results
*Create Appeals Board Agenda
Reporting-
*Notices
*Agenda
*Hearing Minutes
System Features-
*Assign notes for event tracking
*Assign applications to “Groups” for processing
A few of the Status events tracked in the Assessment Appeals Process listed below:
Filing an Appeal-
*Submitted
*Returned
*Paid
Withdrawn-
*Withdraw
*Withdraw-Apr
Stipulation-
*Stipulation-ASR
*Stipulation-CC
Hearing Scheduling-
*Confirmation
*Waiver
*Postponement
Appeals Board-
*Sustained
*Increased
*Decreased
Megabyte is not a local vendor. Megabyte currently provides integrated property system support to 33 other counties throughout California.