Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michael P. Callagy, County Executive
Subject: Approval of Agreement for the Assessment Appeals Board Electronic Application System
RECOMMENDATION:
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Adopt a resolution authorizing an agreement with Applications Software Technology, LLC for the design, development, and implementation of the Assessment Appeals Board Electronic Application System and for post-production maintenance and operations support for the term of May 20, 2025 through June 30, 2030, in an amount not to exceed $1,784,449.
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BACKGROUND:
The San Mateo County Assessment Appeals Board ("AAB") was established to resolve property valuation disputes between taxpayers and the San Mateo County Assessor's Office. Taxpayers wishing to appeal their property valuation decisions from the Assessor’s Office must currently complete a paper-based application and submit a physical check for payment to process the application. All subsequent assessment appeal documents, including requests for postponement, withdrawal, authorization of agent, and other administrative matters are likewise processed via paper or PDF forms exchanged via email with the AAB Clerk. This is a time consuming and inefficient system given new technological advances. In addition, the Assessor’s Office has migrated to a cloud-based system and the old AAB system is no longer maintained or connected to the Assessor’s Office’s database. As a result, AAB staff are required to spend additional time updating records manually to ensure accurate information is recorded for the assessment appeals process.
To improve continuity and information sharing between the Assessor’s Office and AAB, increase efficiency in handling a growing workload, and enhance public access, the County issued a formal solicitation to identify and select a qualified contractor to design and implement a new electronic system for the AAB. The system will include an online portal that allows the public to access information, submit assessment appeal applications, and upload related documents. It will also feature an internal user portal for AAB staff to enter and manage appeal data, as well as support meeting agenda development and processing.
DISCUSSION:
On June 28, 2024, the County conducted a formal competitive bidding process through a Request for Proposals (RFP) for the design, development, and implementation of an electronic system for the Assessment Appeals Board (AAB), including a public portal for electronic document submission.
The County received eight applications in response to the RFP. A committee comprised of staff from the County Executive’s Office, County Attorney’s Office and the Assessor’s Office evaluated the proposals based on the criteria identified in the RFP and recommended selection of Applications Software Technology, LLC (“AST”). AST has demonstrated experience in building other electronic application systems for the assessment appeals process in the State of California.
After concluding negotiations, staff recommend that the Board approve and authorize an Agreement with AST to provide software development, maintenance and support services related to the electronic AAB system.
The County Attorney’s Office has reviewed and approved the Resolution and proposed Agreement as to form.
The Information Services Department has reviewed and approved the proposed Agreement with respect to its compliance with established County IT Standards.
PERFORMANCE MEASURE:
|
Measure |
Measure Window |
Target |
|
AST First Response Time - Critical (P1) |
Within 30 minutes 24 hours per day/7 days a week to include weekends and holidays |
90% |
|
AST First Response Time - High (P2) |
Within one hour 8 hours per day/5 days per week (local business hours) |
90% |
|
AST First Response Time - Medium (P3) |
Within 8 hours 8 hours per day/5 days per week (local business hours) |
90% |
COMMUNITY IMPACT:
The implementation of a new electronic system for the Assessment Appeals Board represents a significant step forward in enhancing public access and improving service delivery. This modernized platform is designed to streamline the application and payment process, making it easier and more efficient for community members to engage with the assessment appeals system. By simplifying these processes, the electronic AAB system will significantly reduce administrative burden, minimize processing delays, and increase transparency, ultimately providing a more user-friendly experience.
FISCAL IMPACT:
The County’s maximum fiscal obligation under the proposed Agreement authorized by this action is $1,784,449. The proposed Agreement is to be funded from Non-Departmental Services and is included in the FY 2024-25 Adopted Budget.