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HomeMy WebLinkAboutMINUTES - 05201986 - 1.54 TO: BOARD OF SUPERVISORS ..� rJ FROM: PHIL BATCHELOR, County Administrator Contra Costa DATE: April 29, 1986 County SUBJECT: Amendment To Contracts With XYTEX, Inc. ; Mainframe Solutions, Inc. ; and, LaFlesh Technical Enterprises, Inc. 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 amendments to contracts with: - Mainframe Solutions, Inc. , increasing the payment limit to $140,000.00, and extending the period covered to December 31, 1986; and, - XYTEX, Inc. , increasing the payment limit to $110,000.00, and extending the period covered to December 31, 1986; and, - LaFlesh Technical Enterprises, Inc. , increasing the payment limit to $100,000.00, and extending the period covered to December 31, 1986; for the provision of data processing analytical and programming ser- vices. II. FINANCIAL IMPACT The funds for these three contracts are included in budgeted' data processing projects funded by various departments. III. REASONS FOR RECOMMENDATION The contractors will be used to pick up data processing analysis and programming requirements above the normal staff levels, and to com- plete work required that would normally be completed by staff. Data Processing has some vacancies created by promotions of staff, and while these positions are in the process of being filled, contractors will be used to perform the required work on projects. CONTINUED ON ATTACHMENT: X YES SIGNATURE: RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE APPROVE OTHER SIGNATURE(S) ACTION OF BOARD ON r4 APPROVED AS RECOMMENDED OTHER VOTE OF SUPERVISORS UNANIMOUS (ABSENT `�- ) 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 SUPERVISO SON THE DATE SHOWN. CC: (all C�O Office SerV1CeS�. ATTESTED Contractors - --- - -- - - - Auditor PHIL BATCHELOR, CLERK OF THE BOARD OF SUPERVISORS AND COUNTY ADMINISTRATOR County Admin. — -- - - _ Off. Svcs. M382/7-83 BY DEPUTY IV. BACKGROUND 1) Land Information System a) Close Of Roll This sub-module will complete the close of the assessment roll for the Assessor's Office. The new module uses the new online Land Information System database for the close of roll and subsequent required reports. b) Property Characteristics Sales System The Property Characteristics Sales system will include building permit information, sales data, and property characteristics. This proposed system was included in the original plan for the Land Information System. This new system would open some avenues to provide appraisal data and cost analysis functions currently available in only limited ways. The new system, when completed, will provide the Assessor with work activity reports needed by management. c) Building Inspection Additional phases have been funded for this calendar year. They are Client Call-in and Land Summary. Client Call-in is a sub-system that allows a contractor to call a Building Inspection Department clerk and schedule inspections on individual permits. At the end of the day, a log and call tags are printed for the following days' inspections. The tags are given to the inspectors the following morning, the inspections are made, and the results are written on the tags. The results of the inspections are entered into the system by the clerks. This gives a complete inspection history for each permit, as well as a means of scheduling and tracking inspections. Land Summary is an addition to the Permit Management System, to maintain lists of parcels or documents which will be used to facilitate multidocument processing and database navigation. 2) Personnel Extensive development will be performed on the examination module of the Personnel System. This application requires a high degree of knowledge in database architecture and online communications (ADSO). In addition to this project, a computerized benefits system has been requested by the Personnel Department; this is currently in the planning stages and will require the same expertise as eligibility. V. CONSEQUENCES OF NEGATIVE ACTION Failure to approve this application will impact these systems in the following manner: 1) Land Information System a) Will prevent the production of the assessment roll and related area code, and district summarization reports, and will prevent the completion of the close of the roll for the Assessor. This phase is coming from the newly converted online database system, and is critical for the Assessor. b) Property Characteristic Sales The development of the Property Characteristics Sales sub-system will be severely delayed, which will result in the continuing usage of the current inefficient and costly batch systems; namely, Property Appraisal Aids (PAA) and Sales Ratio Analysis (SRA). Additionally, work statistics needed by the Assessor will not be provided. c) The Land Summary feature reduces clerical work by providing a feature to issue permits to all parcels within a tract, versus individual issuance. While on the surface this might not appear to be a lot of work, it can result in a couple of hundred permits per tract. There are other enhancements that would continue to require clerical effort if this area is not implemented. 2) Personnel Delays in implementation will be experienced as the current manpower will be unable to meet the established timeframes. Since this is an integral part of the entire online system for Personnel, any delay will result in continued use of an antiquated system which requires excessive paperwork, duplication of effort, and misuse of personnel staff.