Title
a. Approve and authorize a retroactive Maintenance Agreement, for a term of July 1, 2021 through June 30, 2024 in an amount not to exceed $194,822 between the County of Monterey, by and through the Monterey County Treasurer-Tax Collector, and Ontario Systems, LLC, to provide software license, software maintenance support, and professional services for the Revenue Plus Collector System; and
b. Authorize the Monterey County Treasurer-Tax Collector to execute the agreement; and
c. Authorize the Monterey County Treasurer-Tax Collector to extend the agreement for up to two one-year contract extensions with Ontario Systems, LLC, at an annual cost not to exceed $71,000 and without significant changes to the scope of work.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize a retroactive Maintenance Agreement, for a term of July 1, 2021 through June 30, 2024, in an amount not to exceed $194,822 between the County of Monterey, by and through the Monterey County Treasurer-Tax Collector, and Ontario Systems, LLC, to provide software license, software maintenance support, and professional services for the Revenue Plus Collector System; and
b. Authorize the Monterey County Treasurer-Tax Collector to execute the agreement; and
c. Authorize the Monterey County Treasurer-Tax Collector to extend the agreement for up to two one-year contract extensions with Ontario Systems, LLC, at an annual cost not to exceed $71,000 and without significant changes to the scope of work.
SUMMARY/DISCUSSION:
The Monterey County Treasurer-Tax Collector Revenue Division performs collection services of court-ordered debt. The Revenue Plus Collector System is the Revenue Division’s case management system to collect and track court-ordered debt.
On October 1, 2015, the County of Monterey entered into a standard agreement with Columbia Ultimate, Inc. for Revenue Plus Collector System maintenance for a retroactive term of July 1, 2015 through June 30, 2018, with the option to extend for three one-year terms. On June 10, 2016, Columbia Ultimate, Inc. was acquired by Ontario Systems, LLC. Therefore, Treasurer-Tax Collector’s new requested multi-year agreement for maintenance of the Revenue Plus Collector System will be with Ontario Systems, LLC, for a requested period of three years, commencing retroactively on July 1, 2021 through June 30, 2024, with the option to extend the agreement for up to two one-year periods at an annual cost not to exceed $71,000.
OTHER AGENCY INVOLVEMENT:
County Counsel and the Auditor-Controller have reviewed the Agreement and concur with the provisions. Agreement provisions allow the Superior Court of California, Monterey County continued visibility of their debt referred for collection to the Treasurer-Tax Collector through the Revenue Plus Collector System.
FINANCING:
Annual costs are based on the software support agreement as detailed in the Statement of Licenses and Services attachment. Approval of the recommended Agreement has no impact on the County’s General Fund because court-ordered collection costs are eligible for recovery through the State of California Comprehensive Collection Program per PC 1463.007. The Maintenance Agreement in the amount of $194,822 will fund services during the initial three-year agreement of July 1, 2021 through June 30, 2024, with an option of two one-year extensions through June 30, 2026, at an annual cost not to exceed $71,000 per year. Adequate funding is included in the adopted budget for FY 2021-22 expenditures.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The request to enter into this agreement supports the County’s Administration policy because it allows the department to operate in an efficient and cost-effective manner by having reliable case management software for the collection of court-ordered debt.
Mark a check to the related Board of Supervisors Strategic Initiatives
X Administration
Prepared by: Kathleen C. Mauzey, Finance Manager I, x5142
Approved by: Mary Zeeb, Treasurer-Tax Collector, x5474
Attachments:
Board Report
Standard Agreement Ontario Systems.07012021- 06302024
B-1 to Professional Services Agreement Software and Services Terms and Conditions
B-2 to Professional Services Agreement Statement of Licenses and Services Attachment