Agenda - 06-03-2008-4l - Laserfiche WebLink

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ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: June 3, 2008 Action Agenda Item No. q- SUBJECT: Property Information Management System Discovery Phase Contract DEPARTMENT: Information Technologies, Tax PUBLIC HEARING: (Y/N) No Assessor, Revenue, Purchasing ATTACHMENT(S): INFORMATION CONTACT: Discovery Phase Contract with Patriot Todd Jones, (919) 245-2285 Properties John Smith (919) 245-2101 Jo Roberson (919) 245-2727 Pam Jones (919) 245-2652 PURPOSE: To consider approving a contract with Patriot Properties of Lynn, Massachusetts to engage in initial planning for implementing a new land records and property taxation system. BACKGROUND: The County has relied for 30 years on an internally developed software system for tracking and managing land records, property valuation and payment data. This legacy system, however, has been developed on what has become, over time, a fundamentally antiquated computing platform. The underlying architecture makes it difficult to integrate with more modern software, an increasingly important requirement as the County moves toward enterprise systems for greater efficiencies. Further, the expertise for maintaining the legacy system is increasingly difficult to find and develop. The departments of the Tax Assessor, Revenue and Information Technologies have been working since 2005 to investigate replacing the legacy system with a modern and more supportable system. After a detailed Request for Proposals process, the departments selected a solution which uses Patriot Properties of Boston, Massachusetts AssessPro product and the North Carolina Association of County Commissioners' (NCACC) North Carolina Property Tax System (NCPTS) product, administered by IIS of Durham, North Carolina. These two software applications together represent a solution that is the lowest risk, highest benefit among the various responses received and best overall solution for Orange County. The attached contract is needed to begin collaborative work with Patriot Properties to begin analyzing the conversion requirements and developing an implementation plan. One of the outcomes of this work will be cost estimates for Patriot's implementation from which the full implementation services contract will be developed. FINANCIAL IMPACT: The cost of the discovery phase contract will be $17,750, which would come from Information Technology FY07-O8 capital budget. This amount will be defrayed from the full implementation costs.