Special Notice / Hearing: None__
Vote Required: 4/5ths
To: Honorable Board of Supervisors
From: Mark Church, Assessor-County Clerk-Recorder & Chief Elections Officer
Subject: Appropriation Transfer Request for the Assessor-County Clerk-Recorder & Elections (ACRE) Department Assessor Property Assessment System (APAS) Project budget
RECOMMENDATION:
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Approve an Appropriation Transfer Request (ATR) to increase Intrafund Transfers by $2,746,620 and Fixed Assets by $2,746,620 for the implementation of the Assessor-County Clerk-Recorder-Elections (ACRE) Department Assessor Property Assessment System (APAS) Project.
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BACKGROUND:
At the December 11, 2018 Board of Supervisors meeting, this Board approved the APAS Agreement (“APAS Agreement”) to replace the Assessor’s 25-year-old legacy data management system. The term of 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 Development Agreement has been extended to 5 years through several Amendments. The new APAS system was deployed into production, and the legacy system was deinstalled in December 2023.
DISCUSSION:
The APAS Development Agreement with Sapient Corporation allows Sapient to invoice only after ACRE Department provides final acceptance of deliverables. These deliverables and related payments are outlined in Exhibits B and D of the Agreement. This structure protects the County by ensuring that payments are made only after deliverables are accepted.
Each budget cycle, the ACRE Department budgets funds in Intrafund Transfers to draw from the General Fund once project deliverables are completed and payment is made to Sapient. Funding is transferred from Non-Departmental Services to the ACRE Department budget, with approval from the County Executive’s Office, as invoices are processed by the ACRE Department Fiscal Services Unit.
Sapient has completed its deliverables and an ATR in the amount of $2,746,620 is needed to process outstanding payments for Sapient invoices.
County Attorney has reviewed and approved the Appropriation Transfer Request as to form.
FISCAL IMPACT:
There is no Net County Cost impact. Funding is included in the FY 2025-26 Adopted Non-Departmental Services Budget. The $2,746,620 ATR will be allocated to Intrafund Transfers and Fixed Assets in the Department’s FY 2025-26 Adopted Budget.