COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Tax Collector/Treasurer

DATE:

7/11/2003

BOARD MEETING DATE:

8/5/2003

TO:

Honorable Board of Supervisors

FROM:

Lee Buffington, Tax Collector/Treasurer

SUBJECT:

Amendment to the Agreement with Garrison Consulting

Recommendation

Adopt a Resolution authorizing the President of the Board of Supervisors to execute an Amendment to the Agreement between the County of San Mateo and Garrison Consulting for project management services. The amendment reflects additional projects and an increase to the hourly rate. There is no change to the total amount or term of the contract.

Background

Beginning in September 1998, the County entered into an agreement with Karen Garrison of Garrison Consulting to provide business analysis and project management for the installation of a newly developed Secured Tax System on the Tax Collector's IBM AS/400 computer. In March of 2000, Karen was engaged by the County to manage the selection and installation of a remittance processing software imaging product. Both projects were completed successfully; ontime and within budget. Starting in January 2001, the County contracted with Karen to document and analyze the work flow in the Tax Collector's Office as well as perform an analysis of the Office's document management requirements. In addition to these projects, in September 2001, Karen was asked to assist in the management of two joint projects with the Controller's Office: the Extension of the Secured Roll and Apportionment projects. These projects involve extending the functionality of the Secured Tax System on the Tax Collector's AS/400 to replace the Controller's existing mainframe bound processes.

The current agreement with Garrison Consulting for $408,680.00 was entered into January 15, 2002 and expires on June 30, 2004.

Discussion

The objective of this request is to amend the existing Exhibit A. Paragraph I of Exhibit A (Description of Services to be Performed by Contractor) is amended to include the addition of the Tax Collector's Web site and electronic check (echeck) processing project. Paragraph II is amended to reflect an increase in the hourly rate from $85.00 per hour to $95.00 per hour to compensate for the additional, concurrent project work and added responsibilities. There is no change to the current term or amount of the contract.

The Tax Collector's Web site, including online tax bill presentment and payment via credit card or echeck, is expected to result in improved service to the taxpayer as well as more efficient, less labor-intensive payment collection.

In addition to the internet project, the Tax Collector's Office is anticipating several new projects over the coming year that will benefit all three fiscal offices (Assessor, Controller and Tax Collector.) One such project will provide for the automated transfer of approved property valuation changes from the Assessor's system to the Tax Collector's AS/400. Another project will upgrade the supplemental tax application to comply with improvements in business processes and with the structure of other tax roll systems residing on the Tax Collector's AS/400. These projects are expected to result in new cost savings and orders of magnitude in process improvements. Karen Garrison's knowledge and experience will be an integral part of the success of these projects.

ISD management has been informed of these projects and has offered no objections. ISD has no comparable resources.

The proposed Amendment has been approved as to form by County Counsel.

Vision Alignment

Support for this amendment aligns with your Board's Shared Vision 2010 commitments of ensuring responsive, effective and collaborative government by helping achieve the following goals:
20. Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.
21. County employees understand, support and integrate the County vision and goals into their delivery of services.
22. County and local governments effectively communicate, collaborate and develop strategic approaches to issues affecting the entire County.

Fiscal Impact

Since there is no change to the amount or term of the contract, there is no fiscal impact resulting from this amendment. The current projects are ahead of schedule and the additional work can be accomplished within the current term. Sufficient funds remain to cover the higher rate over the remaining term and are included in the Tax Collector's approved Budget.