Title
Treasurer-Tax Collector’s Office recommending the Board:
1) Make findings that the provision of a Remittance Processing System for imaging and processing of property tax payments provided by RT Lawrence Corporation is in the public's best interest and that there are specialty skills, qualifications, and equipment not expressly identified in County classifications involved in the performance of the work in accordance with El Dorado County Ordinance Code, Chapter 3.13.030(b);
2) Make findings in accordance with Procurement Policy C-17 Section 3.4.2 (f) “the procurement is for services where the continuity of providers will provide efficiency or critical knowledge, and other providers of the services cannot provide similar efficiencies or critical knowledge”;
3) Approve the addition of one Remittance Processing System to the Treasurer-Tax Collector's FY 2024-25 Fixed Asset List;
4) Approve and authorize the Chair to sign a budget transfer reducing appropriations in Services and Supplies by $140,000 and increasing Appropriations in Fixed Assets by $140,000; and
5) Approve and authorize the Chair to sign Agreement for Services 9342 with RT Lawrence Corporation, with a not to exceed amount of $150,000 for the term of one year.
FUNDING: Treasury Pool Investment Income/General Fund.
Body
DISCUSSION / BACKGROUND
The Remittance Processing System opens tax payment envelopes, extracts checks from the envelopes, scans tax bills and payment checks, endorses the checks and for direct deposit. This automated system allows the office to work at optimal efficiency to record payments and maximize investment income. During the scanning process, an electronic file is created with tax bill and payment information. This file is uploaded into the property tax system, Megabyte, and the tax payments are posted to the accounts. Taxpayers can view their property tax accounts and verify that payment has been received and posted.
The current Remittance Processing System was purchased in 2016 and is at the end of its useful life. This system is critical to the Treasurer-Tax Collector’s Office. Budget savings in this fiscal year combined with greater than anticipated investment income have resulted in a surplus to allow the this purchase in FY 2024-25.
RT Lawrence Corporation is the sole source provider of the Remittance Processing System which integrates with Megabyte, the property tax system. Additionally, a trade-in discount for the current system is included in the contract price.
The budget transfer is needed to provide Fixed Asset appropriations for that portion of the purchase.
ALTERNATIVES
The Board could decide not to approve this contract. However, without the Remittance Processing System, additional staffing would be required to manually process tax payments. Investment income would decrease as payment deposits would be delayed by several days.
PRIOR BOARD ACTION
10/11/2016, 16-0967, Agenda Item No. 4, Board approval of initial purchase of remittance processing system.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel approval of contract. Purchasing and Contracts approval of Non-Competitive Purchase Request Justification
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
No change to Net County Cost. The total not to exceed amount of this contract is $150,000 can be covered through savings in Services and Supplies.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Clerk of the Board will obtain the Board Chair's signature on one copy of the contract and return to the department for processing.
STRATEGIC PLAN COMPONENT
Strategic Innovation
CONTACT
K. E. Coleman, MBA