Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michael P. Callagy, County Executive
Subject: Approval of Agreement for Project Management Services for the Assessment Appeals Board Electronic Application System
RECOMMENDATION:
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Adopt a resolution authorizing an agreement with Mikasoft, Inc. for Assessment Appeals Board (AAB) Electronic Application System project management services, for the term of June 10, 2025 through November 30, 2026, in a total amount not to exceed $741,754.
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BACKGROUND:
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.
As a result of the RFP, Applications Software Technology, LLC (AST) was selected as the vendor and this Board approved an Agreement with AST on May 20, 2025. The project is scheduled to begin in June, 2025 and the successful implementation of this system hinges on effective system integration.
Current staff within the department do not possess the specialized technical knowledge or project management experience required for a project of this complexity. This includes system architecture, integration planning, vendor coordination, and risk mitigation, all of which are critical to avoiding costly delays or failures. Internal capacity is also limited to ongoing operational responsibilities.
To ensure the electronic system is delivered on time for the FY 2026-27 assessment appeals open filing season, staff recommends contracting with a project manager with expertise in IT system implementation and integration. This role will serve as a single point of accountability and will coordinate between internal teams, vendors, and stakeholders throughout the project.
DISCUSSION:
On April 25, 2025 the County conducted a formal competitive bidding process through an RFP for project management services to implement the Electronic System for the San Mateo County’s Assessment Appeals Board.
The County received 20 applications in response to the RFP. A committee comprised of staff from the County Executive’s Office and the Information Services Department evaluated the proposals based on the criteria identified in the RFP and recommended the selection of Mikasoft, Inc.
After concluding negotiations, staff recommends that the Board approve and authorize an Agreement with Mikasoft to provide project management services related to the implementation of the Electronic Assessment Appeals system.
The County Attorney’s Office has reviewed and approved the Resolution and proposed Agreement as to form.
PERFORMANCE MEASURE:
|
Measure |
Target |
|
Percentage of project milestones and final deliverables met on or before scheduled deadlines |
98% |
|
Percentage of stakeholders and team members who report effective and satisfactory communication throughout the project. |
100% |
COMMUNITY IMPACT:
Hiring an experienced project manager for the implementation of the new Electronic Assessment Appeals system is essential to ensuring the project is delivered efficiently, accurately, and with minimal disruption. A well-executed system will streamline access to services, reduce wait times, and improve the overall user experience for community members. Without expert oversight, the risks of delays, cost overruns, and technical issues increase.
FISCAL IMPACT:
The County’s maximum fiscal obligation under the proposed Agreement authorized by this action is $741,754. The proposed Agreement is to be funded from Non-Departmental Services and is included in the FY 2024-25 Adopted Budget.