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HomeMy WebLinkAboutMINUTES - 08201985 - 1.4 (2) i. yv TO: BOARD OF SUPERVISORS Contra FROM: Phil Batchelor, County Administrator CoSta DATE: August 5, 1985 County SUBJECT: Agreement Amendment with Mariposa Corporation SPECIFIC REQUEST(S) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION I. RECOMMENDED ACTION: Approve and authorize the Chair of the Board of Supervisors to execute on behalf of the County an extension to the contract with Mariposa Corporation in the amount of $191,000 for the period February 19, 1985 through June 30, 1986 for the provision of data processing analytical and programming services. This extends the date of the contract and increases the original amount ordered by the Board by $100,000. II. FINANCIAL IMPACT: The funding for the projects identified has already been included in the budgets of the Assessor, Auditor, Tax Collector, Building Inspection and Personnel. Some funds were encumbered in fiscal year 84/85, the remainder are directly funded for the projects in fiscal year 85/86. III. REASONS FOR RECOMMENDATION: In prior years Data Processing has used contractors to assist them in staffing for peak workload periods and on critical time frame projects. This year, the budget, combined with carry-forward funds, is larger than was anticipated, and Data Processing is not staffed to accomplish all of the projects scheduled for this fiscal year. This type of contract is established as an hourly contract, and the county pays only for the hours worked up to the limits specified. The contract with Mariposa Corporation takes advantage of the knowledge of contractors who worked on the projects identified below during the last fiscal year. The additional $100,000 covers approximately 2500 hours of contractor time to be used when needed over the remainder of 85/86. The contractors will be used to assist in the completion and implementation of further phases of the projects identified. Initial phases of these projects were completed in previous fiscal years. CONTINUED ON ATTACHMENT: X YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON August 20. 1989 APPROVED AS RECOMMENDED _�� OTHER VOTE OF SUPERVISORS X UNANIMOUS (ABSENT III ) I HEREBY CERTIFY THAT THIS IS A TRUE AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD OF SUPERVISORS ON THE DATE SHOWN. CC: County Administrator ATTESTED Aiigiiaf 20 1485 Auditor Data Processing Phil Batchelor Clerk of the Boarp Contractor via Data Processing — Supervisors o-CouniyHdministrator—D I M382/7-69 BY DEPUTY IV. BACKGROUND: PAGE 2 1. The Land Information System. The Land Information System is a large on-line database system whose information base is the Assessor ' s parcel-numbered secured property records . The database for the inquiry portion of the . system was built from the batch files of the Secured .Roll Mainte- nance System. In July 1965 , the system was modified to eliminate theneed for this batch update by allowing on-line update of the database. The current effort will allow the following: a. The introduction of homeowner and local exemptions . b. The ability to store correction information on the database while retaining the integrity of the equalized roll data. C. Add the Supplemental Assessment information related to SB813 (SPT system) d. Add Roll closure to the system - creating a Future Roll in March 1986 . e. Add a roll initiation feature and apply inflation factors to the previous roll to create the new Working Roll. f. Add additional associated reporting features. 2 . Supplemental Property Tax System The , Supplemental Property Tax System involves maintaining a tax roll, issuing tax bills and refund claims , posting payments/refunds and apportionment for the Tax Collector' s and Auditor ' s offices . The permanent Supplemental Property Tax System (SPT) was scheduled to be implemented in two phases. The first phase is now installed, and the second phase is due for installa- tion during the 85/86 fiscal year. The second phase consists of the following functions : a. Automatic enrollment and correction of supplemental assess- ments via direct interface with the Land Information System. This will streamline input to the SPT system; currently, this information is being input manually by staff from the Auditor ' s office. b. Add a process to purge supplemental accounts from the data base to microfiche as the accounts become eligible. C. Development of additional on-line functions needed by the Au- ditor and Tax Collector as a consequence of the development of -the prior phase. d. Transfer of outstanding refunds and production of payment re- minder notices to prevent transfer of delinquent accounts 3 . The Permit Management System The Permit Management System is a subsystem tied to the large land information parcel database. The first phase has allowed staff from the various departments to access and update building permit information. The phases scheduled for completion this fiscal year will' allow staff to access lists of all documents pertaining to a given parcel; automatically calculate fees and generate receipts and print the building permits directly from the system; aid the Planning and Public Works Departments in the calculation of their. fees; and further automate the procedures for scheduling in- spections. PAGE 3 4 . Personnel System. The County Personnel system consists of six modules. Modules I. II , V and VI have been completed. Data Processing is in the proc- ess of developing Module IV - Eligibility and Certification on the database. This module will automate County application and hiring procedures and will add an automated interface between Eligibil- ity, Certification, Class Position, and Employee History modules . Currently, the synchronization of these modules .is a labor inten- sive manual process . . V. CONSEQUENCES OF NEGATIVE ACTION: Failure to approve this application will impact these systems in the following manner: 1 . Land Information System. The addition of the supplemental and correction rolls to the data- base will be delayed, resulting in the continuation of the error-prone manual calculation of supplemental assessment arithme- tic work. It will also delay the ability to automatically apply inflation factors, produce exception reports and identify cor- rections and escaped assessments . 2 . Supplemental Property Tax System. a. The purge of outdated material on the database will be de- layed, resulting in a decrease in its performance capabili- ties . b. The feature which will allow the correction of tax bills that have not been mailed will be delayed. This currently results in manual correction process , which requires that a second correcting bill be mailed. C . The system enhancement to produce reminder notices for prompt payment of supplemental tax bills will be delayed. There is a high percentage of delinquency, and these notices are to be produced at le.'ast once per year to reduce that percentage. 3 . Permit Management System. Delaying this system will have the obvious impact of continuing manual procedures and costs for Building Inspections ; Planning and Public Works departments . The cities of San Ramon and Danville are interested in using the Land Information System and attached Permit Management System to issue permits . The system may not be attractive to them without this capability. 4 .. Personnel System. Delaying the implementation impacts promises made to departments like Health Services . A commitment to improve the speed of ver- ifications and meeting deadlines that otherwise result in substan- tial costs to departments . Example : Competition with other hospitals in hiring nurses. The length of time required to proc- ess the application for a critical job area like intensive care causes the county to hire contract nurses at three times the reg= istered nurse employee cost. Another impact is the Affirmative Action monitoring of personnel actions in the certification process . Included in this module is a pr'e-process review by Affirmative Action personnel to prevent cancellations of already certified applications . The Personnel Department gave priority to funding this development over additional needed equipment.