Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Mark Church, Assessor-County Clerk-Recorder & Chief Elections Officer
Subject: Amendment 7 to Agreement with Triune Infomatics, Inc. for Kalpana Mishra to Provide Quality Assurance Testing for the Assessor Property Assessment System (APAS)
RECOMMENDATION:
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Adopt a resolution authorizing Amendment 7 to the agreement with Triune Infomatics, Inc. for the services of Kalpana Mishra, extending the term from November 3, 2021, through June 30, 2025 by three months to a new term of November 3, 2021 through September 30, 2025, and increasing the amount payable by $46,704 to an amount not to exceed $680,052.
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BACKGROUND:
At the core of business operations of the Assessor Clerk Recorder & Elections’ (ACRE) Appraisal Services Division is the Assessor Property Assessment System (APAS), a state-of-the-art digital data management system which stores and processes data relating to the ownership, characteristics, and assessment values of all taxable properties in the County. The 2024-25 Assessment Roll Close was completed in the new assessment system, APAS which is now fully running in the Salesforce and AWS cloud environment. As the new official system of record, APAS has ushered in a new era of efficiency in assessment practices through enhanced data quality, technological workflow advancements and complete transparency of all property assessments.
At its December 11, 2018, meeting, this Board approved the APAS Agreement (“APAS Agreement”) to replace the Assessor’s legacy data management system. The APAS Agreement includes a 3-year term to cover the project development and implementation of the system (“Development Agreement”) and a post-project 10-year term for maintenance and operations of the system (“Maintenance Agreement”).
The APAS Project Staffing Cost budget includes seven (7) contractors to fill project-specific technical roles as laid out in the APAS project documents. The contractor positions are project-specific and will span 24-48 months as identified in the APAS project plan and approved budget. The expertise required of these contractors cannot be met by the County’s current IT staff and the positions will be eliminated at the end of the APAS project. The positions will be onboarded and phased in and out over the life of the APAS development project.
DISCUSSION:
On December 15, 2023, the APAS Secured sub-system (Real Property) was successfully deployed to production. Since then, Sapient has delivered additional system features across multiple releases and has commenced development on Phase 5 scope items. This work is being carried out concurrently with the Warranty Services and the first year of the Maintenance Agreement. Phase 5B is scheduled for completion by June 30, 2025 and targeted for deployment to production in August 2025, while Phase 5A is targeted for completion by September 30, 2025. The APAS Solution will equip ACRE with the systems, tools, and capabilities required to conduct property assessments across the County in a transparent, effective, efficient, and legally compliant manner.
The APAS project is a multi-year system development project that requires a stable and experienced project team. Each team member will gain invaluable experience and knowledge about the Assessor Department business requirements and operations and how they should be integrated into the APAS project. Therefore, it is important that the contractors hired for the APAS project possess specific skills and experience to fulfill the duties for the positions described in the APAS project and remain throughout the duration of the project.
The current contract with Triune Infomatics, Inc. for the services of Kalpana Mishra to provide ongoing Quality Assurance Testing Services for the APAS project ends on June 30, 2025. ACRE Management is requesting the Board extend the term of the Agreement by three months through September 30, 2025, for the quality testing services for the remainder of Phase 5A and Phase 5B production implementation, production rollout support, and increase the amount payable by $46,704, for a new not to exceed amount of $680,052.
The County Attorney has reviewed and approved the resolution and amendment as to form.
COMMUNITY IMPACT:
The APAS project contributes to the Shared Vision 2025 outcome of a Collaborative Community by accessing and providing the residents of the County of San Mateo with highly accurate and reliable Assessor data that advances the technological capability, efficiency, speed, and convenience of vital government services.
FISCAL IMPACT:
Appropriations to cover the costs of this agreement will be included in the Assessor-County Clerk-Recorder’s FY 2025-26 Recommended Budget. These costs will be fully funded by a transfer from Non-Departmental Services.