Agenda - 02-03-2009 - 6d - Laserfiche WebLink

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PIMS Contract Consultant Statement of Work r 1 11)'1 Business Background Orange County has relied on an internally developed tax and land management system for the past 30 years. This system has served the County well over the years and has played a significant role in keeping the County's high collection rate. However, as technology has advanced, this legacy system has become increasingly difficult to integrate with newer systems and expertise needed to support it is becoming increasingly rare in the marketplace. Because of these reasons, Orange County's departments of Information Technologies, Revenue and Tax Assessment are leading a project in which the entire property tax system and processes, including Land Records functions will be replaced with new applications and concomitant business processes. To date, Orange County has released a detailed RFP, received vendor responses and performed an evaluation of the solutions proposed. Based on this analysis, Orange County has identified two primary vendors, IIS Systems of Durham, NC and Patriot Systems of Boston, MA as the intended solution providers. IIS is to provide customization, implementation and support services for the North Carolina Property Tax System that is owned and managed by the North Carolina Association of County Commissioners, specifically to manage the collections, billing and personal property taxation functions of our overall program. Patriot Systems is to provide software, customization, implementation and support services for AssessPro, their product used to manage property assessment data, including land records data. The unavailability of a viable single vendor solution yield significant challenges in integrating the two primary vendors. Each of these vendors may in turn work with subcontracting firms.Additionally, the taxation system must also integrate with existing GIS, Register of Deeds, Property Inspections, Financial software. Because of the complexity of implementation and the imperative need to ensure a smooth transition, Orange County feels that project planning and detailed contract negotiations will be essential to produce a successful product. Orange County is seeking outside assistance in defining detailed contractual requirements for the vendors to be engaged, assist in developing a detailed project plan and provide assistance in measuring and enforcing vendor performance. Tasks The work will include the following tasks: • Ensure the detailed business requirements for all relevant taxation and related activities are covered, unambiguously and enforceable in contracts, using the body of process documentation available • Identify all functionalities required by Orange County, vetting the need in the context of vendor recommended best practices. • Oversee contract development to ensure the following vendor and County deliverables are documented in specific, detailed, measurable and enforceable language: o software functionalities o data conversion responsibilities Sept 8,2008 - 1- Orange County IT