Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Mark Church, Assessor-County Clerk-Recorder & Chief Elections Officer
Subject: Amendment 9 to the Agreement with AgreeYa Solutions, Inc. for the services of Jayshree Wasnik to provide Data Analysis, Data Cleansing and Conversion Services for the Assessor Property Assessment System (APAS)
RECOMMENDATION:
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Adopt a resolution authorizing Amendment 9 to the agreement with AgreeYa Solutions, Inc. for the services of Jayshree Wasnik to provide Data Analysis, Data Cleansing and Conversion Services for the Assessor Property Assessment System (APAS), extending the term by three months through March 31, 2026, and increasing the amount payable by $43,807 for a new not to exceed amount of $697,613.
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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. 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. The 2024-25 Assessment Roll Close was completed using APAS, and the legacy Easy Access legacy system has since been retired.
On December 15, 2023, the APAS Secured sub-system (Real Property) was successfully deployed into production. Since then, Sapient, our systems integration vendor, has delivered additional critical system features across multiple releases and has commenced development on Phase 5 scope items which include Business Personal Property and Real Property functionalities. Phase 5 development is being carried out concurrently with Warranty Services and the first year of the Maintenance Agreement. Phase 5B is targeted for deployment in December 2025, and Phase 5A is targeted for completion by March 31, 2026. These enhancements will further equip APAS with the tools and capabilities required to conduct property assessments across the County in a transparent, effective, efficient, and legally compliant manner.
DISCUSSION:
The APAS project is a multi-year system development project that requires a stable and experienced project team. Maintaining contractor continuity is critical to successful implementation since contractors develop detailed knowledge of the Assessor Division’s business needs over time, making it essential to retain specialized staff throughout the project. To support the APAS Phase 5 development implementation, ACRE IT staffing is supplemented by three contractors.
The County’s current agreement with AgreeYa Solutions, Inc. is set to expire on December 31, 2025. ACRE is therefore requesting the Board extend the term of the agreement by three months, through March 31, 2026, to cover data analysis services supporting the completion of Phase 5 production implementation and rollout, increase the amount payable by $43,807, for a new not-to-exceed amount of $697,613 and approve the amendment retroactive to January 1, 2026.
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 providing the stakeholders 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 amended agreement are included in the Assessor-County Clerk-Recorder-Elections Department FY 2025-26 Adopted Budget. There is no new Net County Cost associated with this amendment.