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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
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Tax Collector/Treasurer
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DATE:
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08-10-2006
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BOARD MEETING DATE:
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09-12-2006
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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Lee Buffington, Tax Collector/Treasurer
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SUBJECT:
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Request for Approval of an Agreement with Independent Contractor, Acionyx, Inc., for Software Programming Services.
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RECOMMENDATION:
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Adopt a resolution authorizing the President of the Board of Supervisors to
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1)
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Waive the Request for Proposal process; and
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2)
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Execute an agreement with Acionyx, Inc. to provide software programming services from October 1, 2006 to June 30, 2007 in an amount not to exceed $140,600.00.
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VISION ALIGNMENT:
Commitment: Ensuring responsive, effective and collaborative government by helping achieve the following goal
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Goal: 20. Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain.
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Performance Measure(s):
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Measure
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FY 2005-06
Actual
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FY 2006-07
Projected
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What/How Much We Do
Percent of funds received that are processed and banked within 24 hrs.
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99%
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99%
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BACKGROUND:
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The Tax Collector’s Office engaged Acionyx, Inc. in December of 2003 to perform Tax Information System programming for an amount not to exceed $472,720.00. Under this Agreement, Acionyx has been instrumental in the construction and maintenance of the Tax Collector’s web site as well as additional web applications provided to San Mateo Medical Center and E.P.S. Revenue Services to improve payment processing and collections. This includes the Tax Collector’s e-commerce web-site applications that allow taxpayers to pay on-line by credit card or by e-check (ACH transaction) for any combination of property taxes (current or delinquent). The term of this Agreement was from January 1, 2004 until June 30, 2006.
On June 27, 2006, your honorable Board approved an extension of this Agreement from January 1, 2004 to September 30, 2006 with no change to the amount of the Contract (not to exceed $472,720.00).
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DISCUSSION:
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Since Acionyx, Inc. executed the development of the current Tax Collector’s website, it is important they provide continuity in the maintenance of current modules and the development of future modules. For this reason, we believe a waiver of request for proposal process would be in the best interests of the County.
Acionyx, Inc.’s expertise will be vital to the maintenance of our Internet e-commerce applications as well as in the development of new applications to support the collection of property taxes, San Mateo Medical Center payments and our newly added Revenue Services Department collections. In accordance with County Wide Information Technology Standards and Guidelines, much of our development will be browser or web-based in an IBM iSeries environment. Acionyx, Inc. has the knowledge base and tools required to accomplish these goals.
The Contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.
ISD has reviewed and approved the information technology content of this Contract.
County Counsel has reviewed and approved this Contract as to form.
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FISCAL IMPACT:
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The appropriation for this contract has been included in the Tax Collector's FY 2006-07 Recommended Budget. The prior contract amount was $472,720 (2.5 year term) and the new contract amount is $140,600 due to a shorter term (9 months.) The Contractor’s rate remains the same ($95.00/hr.)
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