Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Mark Church, Assessor-County Clerk-Recorder & Chief Elections Officer
Subject: Amendment 13 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 13 to the agreement with Sapient Corporation to approve the allocation of $73,584 from Assessment System and Applications Trust Fund to the APAS Maintenance Agreement for the services described in CR-031 for a new not to exceed amount of $25,775,248.
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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 twelve times both by this Board and the Assessor-County Clerk-Recorder & Elections Officer. The following is a summary of the Sapient Board amendments to date.
Sapient Board Amendments
|
Amendment |
Date |
Cost |
Description |
|
Amendment 2 |
April 7, 2020 |
Increased by: $3,886,400 Total: $20,188,348 |
Incorporated the Data Cleansing and Conversion project; increased Development Agreement amount. |
|
Amendment 5 |
September 14, 2021 |
No cost |
Extended Development Agreement by 6 months; moved Maintenance Agreement start date accordingly. |
|
Amendment 7 |
September 27, 2022 |
No cost |
Extended Development Agreement by 9½ months to June 30, 2023; moved Maintenance Agreement start date accordingly. |
|
Amendment 8 |
June 13, 2023 |
No cost |
Extended Development Agreement by 5 months to November 30, 2023; moved Maintenance Agreement start date accordingly. |
|
Amendment 10 |
January 23, 2024 |
No cost |
Extended Development Agreement by 2½ months to March 15, 2024; moved Maintenance Agreement start date accordingly. |
|
Amendment 12 |
September 10, 2024 |
No cost |
Extended Sapient APAS Oversight team (Aug 1, 2024-May 31, 2025); extended Phase 4 M&O including additional services (Salesforce Architect) to align with Phase 3 M&O; Phase 3 M&O extended from March 16, 2024 through May 31, 2024. |
DISCUSSION:
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 was 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 was an accomplishment given the challenges of deploying new state-of-the-art technology while closing an increasingly complex Assessment Roll.
Following the 2024-25 roll close, Sapient has deployed 3 quarterly releases, which includes many Phase 5B 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 provide ACRE with the systems, tools, and capabilities required to conduct property assessments across the County in a transparent, effective, efficient, and legally compliant manner.
Amendment #13 includes the extension of two key Sapient onshore resources by 1 month (June 2025) to support the 2025-26 roll close activities concurrently with the 2nd year of Maintenance Agreement.
To meet the Amendment 13 cost, ACRE requests the Board of Supervisors approve ACRE’s recommendation of the allocation of $73,584 from the Assessment System and Applications Trust Fund to the APAS Maintenance Agreement.
The County Attorney has reviewed and approved the resolution and amendment as to form.
FISCAL IMPACT:
Appropriations to cover the costs of the Sapient amended agreement are not included in the Assessor-County Clerk-Recorder-Elections Department FY 2024-25 Adopted Budget. The costs of the amendment will be fully funded by the Assessment System and Applications Trust Fund. There is no new Net County Cost associated with this amendment.