Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Mark Church, Assessor-County Clerk-Recorder & Chief Elections Officer
Subject: Amendment 6 to Agreement with Mikasoft, Inc. to Provide Consulting and Project Management Services for the Assessor Property Assessment System (APAS)
RECOMMENDATION:
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Adopt a resolution authorizing Amendment 6 to the agreement with Mikasoft, Inc. for consulting and project management services, extending the term from July 1, 2019 through June 30, 2025 by three months for a new term of July 1, 2019 through September 30, 2025 and increasing the amount payable by $55,440 for a new not to exceed amount of $2,583,779.
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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. The 2024-25 Assessment Roll Close was completed in the new assessment system, APAS which is now fully running in the Salesforce and AWS cloud environment. 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.
At its December 11, 2018, meeting, this Board approved the APAS Agreement (“APAS Agreement”) to replace the Assessor’s legacy data management system. 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 project will have a transformative effect on a mission-critical business operation. It will automate many processes, modernize tools, improve workflows, and streamline internal and external interfaces with system users, fiscal stakeholders, and constituents. The expertise and labor of expert consultants is essential to supplement the efforts of our own staff, from both our appraisal and IT teams.
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 2023 Roll in APAS. On December 15, 2023, the APAS Secured sub-system (Real Property) went into production. Following the production deployment of the APAS Secured sub-system (Real Property), Sapient has implemented additional system features in multiple releases and initiated the development of Phase 5 scope items concurrent with the Warranty Services and 1st year of the Maintenance Agreement.
On September 10, 2024, this Board approved Amendment 12 to the APAS Agreement to implement Phase 5 activities and deferred Amendment 10 scope items to be implemented concurrent with the Warranty and Year 1 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.
To date, project management services necessary to implement the APAS project including the Data Cleansing and Conversion project have been provided by Mikasoft, Inc. and its CEO, Paul Paulose. Ongoing work includes the successful end to end Program Management of the APAS project through active leadership and engagement at both a strategic and detailed program level. This expert knowledge and leadership continue to be invaluable to ensure the APAS project success.
The current contract with Mikasoft ends on June 30, 2025. To support the Phase 5A and Phase 5B production implementation, production rollout support and other deliverables identified in Amendment 12, ACRE Management requests the Board extend the Mikasoft, Inc. contract from July 1, 2019 through June 30, 2025 to July 1, 2019 through September 30, 2025 and increase the amount payable by $55,440 for a new not to exceed amount of $2,583,779. Extending the Agreement will ensure Mikasoft, Inc. project management services to be continued to complete the production deployment of Phase 5A and Phase 5B.
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 accessing and providing the residents 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 agreement will be included in the Assessor-County Clerk-Recorder’s FY 2025-26 Recommended Budget. These costs will be fully funded by a transfer from Non-Departmental Services.