Title
a. Approve and Authorize the Assessor-County Clerk/Recorder to enter into the Annual Maintenance Support Agreement Amendment No. 7 with Megabyte Systems Inc., revising the amount by adding $31,535 for a revised total agreement amount not to exceed $396,369.30, for an extended term of July 1, 2022 through June 30, 2023; and
b. Authorize the Assessor-County Clerk/Recorder authority to sign two future annual renewals to the Agreement under same or similar terms that do not significantly alter the scope of work or increase the annual payments in excess of 10% per year over the amended FY 2022-23 amount.
Report
RECOMMENDATION
It is recommended that the Board of Supervisors:
a. Approve and Authorize the Assessor-County Clerk/Recorder to enter into the Annual Maintenance Support Agreement Amendment No. 7 with Megabyte Systems Inc., revising the amount by adding $31,535 for a revised total agreement amount not to exceed $396,369.30, for an extended term of July 1, 2022 through June 30, 2023; and
b. Authorize the Assessor-County Clerk/Recorder authority to sign two future annual renewals to the Agreement under same or similar terms that do not significantly alter the scope of work or increase the annual payments in excess of 10% per year over the amended FY 2022-23 amount.
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 Offices. Since that time the software and licensing agreement has been modified and additional services/modules have been added to the services provided to include software updates and specific modules: the MPTS Property Tax System, Online Business Property Filing programs, Public and Agency Web programs, Online Property Tax Bill statements, the JustAppraised Applications Programming Interface (API), and a Tax Sale Module. These programs have benefited the Offices of the Assessor, Auditor, and Tax Collector.
On March 24, 2020, the Board authorized the County to enter into an agreement with Megabyte for software and support services not to exceed $364,834.66 for July 1, 2020 through June 30, 2021. This authorization included four future annual renewals to the Agreement under same or similar terms that did not significantly alter the scope of work or increase the annual payments in excess of 3% per year over the FY 2020-21 amount. Megabyte did not increase service and support rates for FY 2021-22 due to the COVID pandemic and other natural disasters. However, changes in regional inflation rates have resulted in a 7% cost of living increase totaling $31,535 for FY 2022-23.
Therefore, the County requests that the Board approve this Amendment No. 7 to the Maintenance and Support Services Agreement, as identified in the attached Exhibit A to the proposed Amendment for July 1, 2022 through June 30, 2023. Future amendments/extensions will permit seamless additional years of service, if appropriate, at a reasonable rate.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed the Amendment and has approved it as to form. The Agreement contains non-standard provisions/conditions including but not limited to, the following: vendor terms overriding County standard terms, as-is/limited/no liability/warranty performance, insubstantial/lack of intellectual property liability protection. The Auditor-Controller has approved fiscal provisions. The Auditor-Controller and Treasurer-Tax Collector, as users of the services, are in support of the recommendation.
FINANCING:
The County Tax Collector, Assessor, and Auditor have all anticipated the $31,535 increase in shared maintenance costs in their projected 2022-2023 budget requests for the payment of the services to be performed pursuant to the Agreement.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The services rendered in this agreement provide the Assessor, Auditor-Controller & Treasurer-Tax Collector with the additional support it needs to provide reliable and high-quality services to the residents of Monterey County.
_x_Economic Development
_x_Administration
___Health & Human Services
___Infrastructure
___Public Safety
Prepared by: Chihiro Tabata, Management Analyst, x6607
Authorized by:
_____________________
Stephen L. Vagnini
Assessor-County Clerk/Recorder, x5803
Attachments:
Amendment No. 7
Megabyte Annual Maintenance Agreement (2016)
Amendment No. 1
Amendment No. 2
Amendment No. 3
Amendment No. 4
Amendment No. 5
Amendment No. 6