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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
Treasurer-Tax Collector-Revenue Services
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DATE:
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January 24, 2011
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BOARD MEETING DATE:
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March 01, 2011
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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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Sandie Arnott, Treasurer-Tax Collector
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SUBJECT:
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Amendment to the Agreement with WorldScape, Inc.
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RECOMMENDATION:
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Adopt a Resolution authorizing the President of the Board of Supervisors to execute an amendment to an agreement with WorldScape, Inc. to provide software programming services, increasing the amount by $11,520 to $520,320.
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BACKGROUND:
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WorldScape, Inc. provides a senior software developer with experience in the programming languages and platform (IBM iSeries server) used by the Tax Collector’s Office. The Tax Collector’s Office first engaged WorldScape, Inc. in July 1999 to perform tax information system programming. The term of the prior agreement was from July 1, 2004 until June 30, 2007 in an amount not to exceed $478,080. WorldScape has been instrumental in the construction and maintenance of the Tax Collector and Controller’s tax collection, payment and management systems including the back-end processing for the web site as well as additional applications provided to San Mateo Medical Center and 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). Most importantly, the contractor supplied by WorldScape developed the system that creates the Secured Tax Roll for the Controller’s Office as well as the system that prints the Secured Tax Bills for the Tax Collector.
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On June 19, 2007, your Board adopted Resolution No. 068815, which authorized the Tax Collector’s Office to enter into a new Agreement with WorldScape. The term of that Agreement was from July 1, 2007 until June 30, 2010 in an amount not to exceed $478,080. On June 8, 2010 your Board adopted Resolution No. 070858 which authorized the Tax Collector to amend this Agreement with WorldScape to extend the term of the Agreement six months, through December 31, 2010, and to increase the amount of the Agreement by $30,720 to $508,800 to cover services provided during this additional time.
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DISCUSSION:
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At the time of the June 8, 2010 extension, the Tax Collector’s Office had recently been granted permission to fill a vacant Information Technology Analyst position by the County Manager and Human Resources Departments to take on the responsibilities covered by a WorldScape programmer/analyst under the June 19, 2007 Agreement. In order to conduct a proper recruitment to fill this position and allow a thorough knowledge transfer from the WorldScape contractor to the successful candidate, the Tax Collector’s Office requested a six month extension of the WorldScape, Inc. contract. In addition, it was critical to the continuity of the Tax Collector’s business that the WorldScape contractor be available during the building and billing of the new Secured Tax Roll during the extension period.
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A clerical error in the calculations to determine the amount necessary for the additional six months of WorldScape’s services under the June 8, 2010 extension resulted in a contractual shortfall of $11,520. As a result, the Tax Collector is requesting authorization to amend the Agreement by $11,520 to fully compensate WorldScape for services provided through December 31, 2010.
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County Counsel has reviewed and approved the Resolution and Amendment as to form.
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This agreement contributes to the Shared Vision 2025 for a Collaborative Community by providing software programming services to other County departments such as the Controller, Assessor and the San Mateo Medical Center as well as the school districts.
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Performance Measure(s):
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Measure
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FY 2008-09
Actual
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FY 2009-10
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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FISCAL IMPACT:
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The appropriation for this contract has been included in the Tax Collector's FY 2010-2011 Adopted Budget. The contract amount is $520,320, which reflects an $11,520 increase over the June 8, 2010 amended contract amount of $508,800 to cover the full amount of the extended term. The Contractor’s rate remains the same ($80.00/hr.)
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