COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Assessor-County Clerk-Recorder

DATE:

March 13, 2006

BOARD MEETING DATE:

March 28, 2006

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Warren Slocum, Assessor-County Clerk-Recorder

SUBJECT:

Agreement with Bartig, Basler & Ray Business Advisory Services, LLC, ($300,000), with Waiver of Request for Proposal Process and Appropriation Transfer Request ($300,000)

RECOMMENDATION:

Adopt a Resolution:

(1)

waiving the Request for Proposal (RFP) process;

(2)

authorizing a professional services agreement with Bartig, Basler & Ray Business Advisory Services, LLC (“BBR”), for the period March 15, 2006 through March 15, 2008 or until completion not later than December 31, 2008, in an amount not to exceed $300,000; and

(3)

approving an Appropriation Transfer Request to the respective Budget Unit’s Contract Special Services account ($180,000 from the Assessor’s Extra Help account; $90,000 from the Recorder’s Unanticipated Revenue-Automation Trust Fund account; and $30,000 from Elections Unanticipated Revenue-Election Services account)

VISION ALIGNMENT:

Commitment: Responsive, effective and collaborative government

Goal 20: Government decisions based on careful consideration of future impact, rather than temporary relief or immediate gain.

Performance Measure(s):

Measure

FY 2004-05
Actual

FY 2005-06
Projected

Percent of IT customers rating services good or better

92

90

Percent of taxing agencies rating our services good or better

100

90

BACKGROUND:

An integrated approach to information technology systems, built around a core of electronic data exchange, document imaging, and correlation with County’s geographical Information system (GIS), offers powerful potential to reduce operating costs, increase productivity and worker well-being by reducing data entry, and increase the ease of service delivery for both external and internal customers.

This two-year project management agreement will plan and lead the implementation and integration of new voter registration/elections and recorder systems with our existing assessment systems, FileNet, and GIS. The implementation strategy is iterative, with clearly defined milestones for each Division’s system components.

DISCUSSION:

A dedicated project manager is essential to design, drive and monitor the necessary changes in processing, workflow, and business operations across the Department. Upon completion, work will flow electronically across organizational boundaries by means of FileNet document imaging and electronic data exchange. Integration of GIS assets will provide a broad range of data mining and analysis applications. We foresee significant cost savings and cross-organizational benefits.

Bruce Smith, formerly with Deloitte & Touche, brings technical expertise and a broad and deep understanding of the systems and standards of the County and this Department, earned in many successful projects: departmental EDMS strategy, electronic recording, assessment appeals review, FileNet upgrade, and more. His proven leadership, expertise, and unique knowledge of our systems will ensure a quality product and a short learning curve. For these reasons, a waiver of the Request for Proposal process will serve the County’s best interests.

County Counsel and ISD have reviewed and approved this agreement.

FISCAL IMPACT:

There will be no Net County Cost. The $300,000 cost will be funded by an Appropriation Transfer Request to each Division’s respective Contract Special Services account, as follows: $180,000 from the Assessor’s Extra Help account (funded by the State-County Property Tax Administration Grant Program); $90,000 from the Recorder’s Unanticipated Revenue-Automation Trust Fund account; and $30,000 from Elections Unanticipated Revenue-Election Services account.