MEETING DATE: 9/27/2016
DEPARTMENT: TREASURER/TAX COLLECTOR
DEPT HEAD/DIRECTOR: Mary Lou Andrade
AGENDA ITEM PREPARER: Mary Lou Andrade
SBC DEPT FILE NUMBER: 1001116
SUBJECT:
TREASURER/TAX COLLECTOR - M. L. ANDRADE
Approve the amendment to the Treasurer-Tax Collector's Schedule of Fixed Assets to include a desktop remittance processor, and approve Procurement of Desktop Remittance Processor, for the total of $42,995, plus tax, and annual support costs of $5,934.00, and delegate authority to the Chair to sign attached agreement and proposal with RT Lawrence Corporation in an amount not to exceed $51,929.
SBC FILE NUMBER: 685.2
AGENDA SECTION:
CONSENT AGENDA
BACKGROUND/SUMMARY:
During Department Head Budget meeting with Administration in which DH requested additional staffing, which was denied due to budget limitations, Administration suggested increasing automation to ease personnel hours spent on the processing of increased volume of mailed payments. Department Head provided information on a desktop remittance processor that would quickly scan, copy, and post payments directly to the Megabyte tax collection software system allowing staff more freedom to address the public at the counter and do other back office work processes. RTL Desktop Remittance Processor is the only vendor accepted by Megabyte at present time so is a sole source product. It will require a person to run the processor on a daily basis.
Additionally, there may be additional costs for server capacity, but this cost is estimated to not exceed $2,000 by the I.T. Department.
The contract additionally allows for additional service work as necessary to resolve problems in system operation. The total amount of the contract has been capped at $51,929 (to account for any potential change orders, not to exceed $3,000.) No change orders are expected however, at this time.
As for the Board's information only, a limitation of remedies and damages section in Attachment "B" caps any potential damages obligation of Contract at the amount received under the contract.
BUDGETED:
Yes
SBC BUDGET LINE ITEM NUMBER:
CURRENT FY COST:
approx. $50,000
STAFF RECOMMENDATION:
It is recommended that the Board of Supervisors:
Approve the amendment to the Treasurer-Tax Collector's Schedule of Fixed Assets to include a desktop remittance processor and approve purchase of the Desktop Remittance Processor, as set forth in the attached invoice, and authorize the Chair to sign the attached agreement and Proposal with RT Lawrence Corporation in an amount not to exceed $51,929.
ADDITIONAL PERSONNEL: No