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Agenda Item
ASR
Control 19-000861 |
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MEETING DATE: |
09/10/19 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
Assessor Department
(Approved) |
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Department contact
person(s): |
Mike Hannah (714) 834-2776 |
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Neil Shah (714) 834-2733 |
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Subject: Sole Source Digital Map
Products, Inc.
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: Yes |
Current Year Cost:
$144,375 |
Annual Cost:
FY 2020-21 $181,250 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 08/28/2018
#13, 01/23/2018 #19, 09/27/2016 #S44C, 08/25/2015 #34 |
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RECOMMENDED ACTION(S):
Authorize the Assessor or designee to execute sole source contract with Digital Map Products, Inc. to provide Geo-Spatial Tools system module that interfaces with the Orange County Assessor Department’s Assessment Tax System in an amount not to exceed $370,000 for the period of October 1, 2019, through September 30, 2021, with the option to renew for one additional two-year term, with Board of Supervisors approval.
SUMMARY:
Approval of sole source contract to Digital Map Products, Inc. will ensure the continued use of the specialized application customized as part of the Assessor Department's automation process for daily production operations.
BACKGROUND INFORMATION:
The Assessor Department needs to continue to take quick and decisive action by assessing real property parcel values Countywide in an accurate and timely manner.
The Geo-Spatial Tools system (GST) provides the users with capability and functionality to view real property parcels on a base map with additional layers of aerial images and other geographical or community information. The ability to view the property at its specific neighborhood location and the aerial images saves field check trips and enhances the quality of the property records and valuation. In addition, GST is also a critical element of the market-value analysis by displaying the subject parcel and other candidate comparable parcels on the base map, which allows the appraisers to better review and analyze the comparison property and sales information to derive the appropriate market-value considerations.
The current Assessor Department GST was first developed in 1999 as a standalone module separated from the legacy mainframe Automated Tax System (ATS). When developing the ATS II, an interface was built to connect the GST directly with the ATS II, so that the users can access and use the GST while they are working in the ATS II. However, the base GST application was not upgraded. At that time, the software platform of the current GST was out of date and not compatible with other current PC operation systems.
Based on an outcome of Request for Proposal (RFP-002-614758) conducted in December 2013 for GST and support, the Board of Supervisors (Board) approved a contract with Digital Map Products, Inc. (DMP) on September 30, 2014.
The approved contract included an upgrade of the Assessor Department GST module, annual application maintenance and support (including orthogonal aerial images) and a new set of oblique images for the County, excluding the forest and uninhabited areas.
This contract was approved by the Board and renewed as Amendment One on August 25, 2015; Amendment Two on September 27, 2016; Amendment Three on January 23, 2018; and Amendment 4 on August 28, 2018.
On August 28, 2018, the Board directed the Assessor Department to work with OC Public Works to explore options for cost sharing under the Master Agreement for Geographic Information System Software with Environmental Systems Research Institute (ESRI). The Assessor Department met twice with OC Public Works and it was determined that the ESRI Master Agreement did not meet the unique business needs of the Assessor Department, as it applies to this contract.
For the past eight years, DMP has provided the Assessor Department with a GST system module that is unique and there are currently no other commercial off-the-shelf (COTS) applications as a viable replacement. DMP provides a mapping application that was successfully integrated and customized into the ATS II system since August 2011. DMP also provides a proven COTS solution for the Assessor Department without the high costs and risks of new application development.
The Contractor's performance has been confirmed as at least satisfactory. The Assessor Department has verified there are no concerns that must be addressed with respect to Contractor's ownership/name, litigation status or conflicts with County interests.
FINANCIAL IMPACT:
Appropriations for this contract are included in the Assessor's FY 2019-20 Budget, Fund 100/Budget Control 002, and will be included in the budgeting process for future years.
The contract language allows the County to terminate the DMP GST module within 30 days, without penalty, if approved funding or appropriations are not forthcoming.
STAFFING IMPACT:
N/A
ATTACHMENT(S):
Attachment A - Proposed Contract MA-002-20010182
Attachment B - Contract Summary Form
Attachment C - Sole Source Form
Attachment D - Contract MA-002-15010027