Title
a. Authorize and approve the Treasurer-Tax Collector or their designee to execute the Standard Agreement between The Data Center LLC and the County of Monterey for the Treasurer-Tax Collector’s Tax Bill Printing and Distribution Services per Request for Proposal (RFP) #10873, with a total amount not to exceed $375,000 ($125,000 per fiscal year) and a term from July 1, 2023, through June 30, 2026; and
b. Authorize the Treasurer-Tax Collector or their designee to sign two (2) future one-year-extension Amendments to the Agreement which do not significantly alter the scope of work and do not exceed $125,000 per fiscal year, bringing the total maximum cumulative cost increase to $250,000 and potential overall Agreement aggregate Not to Exceed amount to $625,000.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize and approve the Treasurer-Tax Collector or their designee to execute the Standard AGREEMENT between The Data Center LLC and the County of Monterey for the Treasurer-Tax Collector’s Tax Bill Printing and Distribution Services per Request for Proposal (RFP) #10873, with a total amount not to exceed $375,000 ($125,000 per fiscal year) and a term from July 1, 2023, through June 30, 2026; and
b. Authorize the Treasurer-Tax Collector or their designee to sign two (2) future one-year-extension Amendments to the AGREEMENT which do not significantly alter the scope of work and do not exceed $125,000 per fiscal year, bringing the total maximum cumulative cost increase to $250,000 and potential overall Agreement aggregate Not to Exceed amount to $625,000.
SUMMARY/DISCUSSION:
The County’s current Agreement with The Data Center, providing tax bill printing and distribution services for the Treasurer-Tax Collector, expires on June 30, 2023. Based on a new Request for Proposals (RFP) process, The Data Center was awarded the Agreement for these services, for a three-year term from July 1, 2023, through June 30, 2026, with the option to extend the Agreement for two additional one-year extensions. The annual cost of the agreement and the optional two one-year extensions shall not exceed $125,000, or an accumulated five-year total expense not to exceed $625,000.
OTHER AGENCY INVOLVEMENT:
The Offices of County Counsel and Contracts/Purchasing have reviewed and approved the agreement as to form. The Auditor-Controller’s Office has reviewed and approved the agreement as to fiscal provisions.
FINANCING:
Approval of the recommended action does not require additional general fund appropriations and the one-year cost of $125,000 is included in the fiscal year 2023-2024 Recommended Budget. Expenditures related to future year expenditures through the term of the Agreement will be included in appropriate future year budget requests, at an amount not to exceed $125,000 per year. This agreement facilitates cost-effective and efficient printing and distribution of the County’s secured and unsecured property tax bills.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The agreement with The Data Center will assist in collection of the County’s secure and unsecured property taxes by providing tax bill printing and distribution services for the Treasurer-Tax Collector.
Mark a check to the related Board of Supervisors Strategic Initiatives
__Economic Development
ü Administration
__Health & Human Services
__Infrastructure
__Public Safety
Prepared by: Kristina Parson, Chief Deputy Treasurer-Tax Collector, x5317
Approved by: Mary A. Zeeb, Treasurer-Tax Collector, x5474
Attachments:
Board Report
Data Center Agreement
Attachment A - RFP
Attachment B - Addendum #1
Attachment C - Response to RFP
Attachment D - Certificate of Insurance and Endorsements