Title
a. Approve and authorize the Contract/Purchasing Officer to sign Amendment Number 5 to the Contractual Agreement No. A-07625 between the County of Monterey and Megabyte Systems Inc. dated April 28, 1998, and it's Addendum, the Software Upgrade MPTS2000+ dated July 1, 2007, as it has been subject to Amendments Nos. 1, 2, 3, and 4, combined.
b. Approve an additional module and annual maintenance thereof for Transient Occupancy Tax (TOT) administration and collection for the Treasurer-Tax Collector Office.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
- Approve and authorize the Contract/Purchasing Officer to sign Amendment Number 5 to the Contractual Agreement No. A-07625 between the County of Monterey and Megabyte Systems Inc. dated April 28, 1998, and it's Addendum, the Software Upgrade MPTS2000+ dated July 1, 2007, as it has been subject to Amendments Nos. 1, 2, 3, and 4, combined.
- Approve an additional module and annual maintenance thereof for Transient Occupancy Tax (TOT) administration and collection for the Treasurer-Tax Collector Office.
SUMMARY/DISCUSSION:
In 1990, the Board authorized the County to enter into an Agreement with Megabyte Systems, Inc. to provide a complete property tax assessment, collection and apportionment package for use by the County Tax Collector, Assessor, and Auditor/Controller Offices. In 1998, a subsequent Agreement was approved for Megabyte Systems, Inc. to upgrade the mainframe property tax system to a client server based system that was year 2000 compliant. In 2007, the Board authorized an Addendum to the 1998 Agreement to upgrade the Property Tax Systems to run in a .NET environment. The .Net version of the Property Tax System replaced antiquated programs, was written in more common and updated computer language, and enhanced end user performance.
Since 2011, the Board has approved Amendments Nos. 1-4 which expanded the Scope of Service, adjusted the payment provisions to reflect the increase in services and support, system upgrades, staff training, annual maintenance, expansion of services for the benefit of the operations of the Clerk of the Board, and reflect economy of scale reduction in costs where applicable.
At this time, it is requested that your Board approve the proposed Amendment No. 5 to the existing Agreement to increase the scope of work to include an additional module for Transient Occupancy Tax administration and collection within the Treasurer-Tax Collector Office. This additional module will add internet access, enhanced reporting and tracking features and other operational benefits for staff. In addition, the module will provide operators the ability to register, file quarterly reports and make payments online.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed the addendum and has approved it as to form. The Auditor-Controller has approved fiscal provisions.
FINANCING:
The County Treasurer-Tax Collector has allocated funds for the purchase and maintenance cost associated with the additional TOT module. The total project cost is $20,000. The Treasurer-Tax Collector has $15,000 available in the current fiscal year and $5,000 budgeted for project completion in Fiscal Year 2013-14.
Prepared by: Sean C. Gomes, Finance Systems Manager, x5436
Approved by: Mary A. Zeeb, Treasurer-Tax Collector, x5474
Attachments:
Amendment No. 5