Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Mark Church, Assessor-County Clerk-Recorder & Chief Elections Officer
Subject: Amendment 12 to Agreement with Sapient Corporation for the Assessor-County Clerk-Recorder & Elections (ACRE) Assessor Property Assessment System (APAS) Project
RECOMMENDATION:
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Adopt a resolution authorizing Amendment 12 to the agreement with Sapient Corporation to approve the reallocation of $568,218 from the BOS approved Non-Departmental Services budget to the APAS Maintenance Agreement for the services described in CR-029 for a new not to exceed amount of $25,701,664.
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BACKGROUND:
At the core of the business operations of ACRE’s Appraisal Services Division is a digital data management system which stores and processes data relating to the ownership, characteristics, and assessment values of all taxable properties in the County. At its December 11, 2018, meeting, this Board approved the APAS Agreement (“APAS Agreement”) to replace the Assessor’s 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 APAS Agreement has been amended eleven times both by this Board and the Assessor-County Clerk-Recorder & Elections Officer. The Board amendments occurred on April 07, 2020 (Amendment 2), September 14, 2021 (Amendment 5), September 27, 2022 (Amendment 7), June 13, 2023 (Amendment 8), and January 23, 2024 (Amendment 10). Amendment 2 incorporated the Data Cleansing and Conversion project and increased the Development Agreement amount by $3,886,400 to a new not to exceed amount of $20,188,348. Amendment 5 extended the Development Agreement by 6 months and moved the start date of the Maintenance Agreement commensurately. Amendment 7 extends the Development Agreement by 9 ½ months to June 30, 2023 and moved the start date of the Maintenance Agreement commensurately. Amendment 8 extends the Development Agreement by 5 months to November 30, 2023 and moved the start date of the Maintenance Agreement commensurately. Amendment 10 extends the Development Agreement by 2 ½ months to March 15, 2024 and moved the start date of the Maintenance Agreement commensurately.
DISCUSSION
In January 2023, the APAS Unsecured sub-system (Business Personal Property) went into production. Following the January release of the Unsecured System, the team implemented additional system features in five releases and successfully closed the unsecured roll in APAS. On December 15, 2023, the APAS Secured sub-system (Real Property) was deployed to production. With the rollout of the Secured sub-system, the de-installation of the legacy EZ Access system is complete and EZ Access System was put into read only mode.
The 2024-25 Assessment Roll Close was completed in the new assessment system, APAS. The delivery of the FY 2024-25 Assessment Roll is an accomplishment given the challenges of deploying new state-of-the-art technology while closing an increasingly complex Assessment Roll.
Following the production deployment of APAS Secured sub-system, the major focus of the team was to successfully complete the 2024-25 annual assessment roll in the new APAS system. The implementation of some Amendment # 10 scope items was deferred to post roll close activities. Amendment #12 includes the revised APAS team implementation plan to finish the deferred Amendment #10 scope items.
To meet the Amendment 12 cost, ACRE requests the Board of Supervisors approve ACRE’s recommendation of the reallocation of $568,218 from the BOS approved Non-Departmental Services budget to the APAS Maintenance Agreement and approve the amendment retroactive to August 1, 2024.
The County Attorney has reviewed and approved the resolution and amendment as to form.
FISCAL IMPACT
Appropriations to cover the costs of this agreement are included in the Assessor-County Clerk-Recorder’s FY 2024-25 Recommended Budget and will be included in future budgets. These costs will be fully funded by a transfer from Non-Departmental Services.