Agenda - 04-10-2007-4c - Laserfiche WebLink

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ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: April 10, 2007 Action Agenda Item No. ~- - G SUBJECT: Tax Abstract and Billing Production Agreement Approval DEPARTMENT: Revenue & Assessor PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Contract for American Solutions for Business Jo Roberson, Revenue (919) 245-2727 John Smith, Assessor (919) 245-2101 PURPOSE: To consider authorizing aone-year agreement with American Solutions for Business for the production of tax abstracts and billings, beginning July 1, 2007. BACKGROUND: Since 2002, American Solutions for Business has produced the County's tax abstracts and billings. This vendor was retained following a request for proposal process which yielded a response from three of the six firms solicited. No Orange County vendors provided this type of service when proposals were solicited in 2002. Further, as substantiated by the Economic Development Commission office recently, no Orange County vendors currently provide this service. Although a Request for Proposal. process will be completed in the fall 2007, staff is recommending cone-year continuation of the existing contract through June 30, 2008 to provide for the timely preparation of documents through that time. Seamless integration of the many elements of tax abstract and billing preparation is the result of a significant amount of effort and coordination between the County and the successful vendor and the proposed timeframe will allow for an orderly process and transition as may be appropriate. By way of background, the advanced technology used by the vendor allows the production process to be turn-key from the County to the taxpayer. Data for the approximately 290,000 individual bills and abstracts is sent electronically to the vendor, who subsequently merges the information fed into a database and produces the documents for mailing to taxpayers. The vendor is also responsible for mailing the documents. Performance. by the vendor over the previous contract period has been consistently good quality. FINANCIAL IMPACT: Based on the pricing schedule submitted by the vendor, the Assessor and Revenue Director estimate an annual cost of approximately $62,000, which represents a $3,000 increase over the previous year's expenditure. The fiscal year 2007-08 budget will include sufficient funding to cover the cost.