Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michael P. Callagy, County Executive
Subject: First Amendment to the Agreement with Mikasoft, Inc. for Project Management Services for the Assessment Appeals Board Electronic Application System
RECOMMENDATION:
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Adopt a resolution authorizing a first amendment to the Agreement with Mikasoft, Inc. extending the term through May 31, 2027, and increasing the amount of the agreement by $252,720, for a new not-to-exceed amount of $994,294.
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BACKGROUND:
On June 28, 2024, the County issued a Request for Proposals (RFP) for the design, development, and implementation of an electronic system for the Assessment Appeals Board (AAB), including a public portal for electronic document submission.
Following the competitive solicitation process, Applications Software Technology, LLC (AST), which was later acquired by International Business Machines (IBM), was selected as the system vendor. On May 20, 2025, this Board approved an Agreement with AST for the design, development, and implementation of the Electronic Assessment Appeals System.
To support successful implementation of this complex technology project, the County separately issued an RFP on April 25, 2025, for project management services. Following evaluation of proposals and negotiations, the County entered into an Agreement with Mikasoft, Inc. (Mikasoft) to provide project management services, including project coordination, vendor oversight, implementation planning, risk and issue management, stakeholder communication, testing coordination, and support for system deployment, for a term of June 10, 2025 through November 20, 2026 in an amount not to exceed $741,754.
The Electronic Assessment Appeals System was successfully implemented and went live on June 2, 2026. The system is now entering its first online filing season, which is the AAB’s busiest period due to the filing of assessment appeals. Continued project management support is needed to help ensure system stability; coordinate resolution of issues identified during live operations; maintain accountability among County staff and vendors; and support the timely completion of planned bug fixes, enhancements, and other post-implementation activities.
DISCUSSION:
Mikasoft has provided project management services throughout the design, development, testing, and implementation of the Electronic Assessment Appeals System. Its services have supported coordination among the County, AST/IBM, County subject matter experts, and other stakeholders; monitoring of project schedules and deliverables; identification and management of project risks and issues; testing and implementation planning; and preparation for the system’s successful June 2, 2026, go-live.
Although the core implementation has been completed, the County is now entering the first filing season in which appellants and their representatives may use the new online system to submit appeals and supporting documents. This period is critical to validating the system’s performance and usability under active filing conditions and addressing any defects, configuration issues, process gaps, or enhancement needs that may arise.
Extending Mikasoft’s agreement through May 31, 2027 and increasing the maximum fiscal obligation by $252,720 to $994,294 will provide continuity of project leadership and preserve the contractor’s familiarity with the system, project history, vendor responsibilities, County business processes, and outstanding implementation items. Continued services will support coordination and tracking of bug fixes and enhancements; facilitate communication among County staff, IBM, and other stakeholders; monitor the status of post-go-live work; support issue escalation and resolution; and help ensure that the system remains stable and responsive during the first online filing season.
The County Attorney’s Office has reviewed and approved the Resolution and proposed Agreement as to form.
PERFORMANCE MEASURE:
|
Measure |
Target |
|
Percentage of project milestones and final deliverables met on or before scheduled deadlines |
98% |
|
Percentage of stakeholders and team members who report effective and satisfactory communication throughout the project. |
100% |
COMMUNITY IMPACT:
Extending project management services will help ensure the Electronic Assessment Appeals System remains stable, accessible, and responsive during its first online filing season. Continued oversight will support timely resolution of issues and delivery of needed improvements, helping community members submit appeals and documents efficiently while minimizing disruptions to this important public service.
FISCAL IMPACT:
The County’s maximum fiscal obligation under the proposed Agreement authorized by this action is $994,294. The proposed Agreement is funded from Non-Departmental Services and is included in the FY 2026-27 Adopted Budget.