TO: Board of Supervisors
FROM: Jon Gjestvang, Chief Information Officer - Information Technology Services
REPORT BY: Elena Guzm?n, Staff Services Analyst II
SUBJECT: Amendment No. 3 to Agreement No. 170687B with Megabyte Systems, Inc.
RECOMMENDATION
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Approve and authorize Amendment No. 3 to Agreement No. 170687B with Megabyte Systems, Inc. and its corresponding Budget Amendment, for scanning records for Napa County Assessor-Recorder-County Clerk, increasing agreement amount by $48,785 for a new maximum of $477,259. (Fiscal Impact $48,785; Information Technology Services (ITS); 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 increases in accordance with the consumer price index (CPI) for San Francisco-Oakland-San Jose area.
The Napa County Assessor department has a need to scan 55,000 building records to facilitate the move to new quarters, which Megabyte can provide as an additional service for a fixed rate of $48,785. Megabyte estimates the scanning project will take four to six months including 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 is an unanticipated need by the Assessor d...
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