Title
Treasurer Tax Collector’s Office recommending the Board consider the following:
1) Make findings in accordance with Board of Supervisors Policy C-17- Procurement, section 3.4.3 that competitive bidding is not required for the continued use of specialized cloud-based business license, transient occupancy tax and cannabis licensing and tax collection software because competitive bidding would produce no economic benefit to the County; and
2) Approve and authorize the Chair to sign the perpetual agreement between Hinderliter, deLlamas & Associates and El Dorado County for the provision of specialized cloud-based business license, transient occupancy tax and cannabis licensing and tax collection software.
FUNDING: General Fund and Discretionary TOT Revenue.
Body
DISCUSSION / BACKGROUND
Pursuant to Board Policy C-17, Section 2.4, departments must obtain Board of Supervisors authorization to utilize any contract that does not have a stated contract term and exceeds the Purchasing Agent authority within the first thirty-six (36) months of the contract.
The Treasurer-Tax Collector’s Office has contracted with Hinderliter, deLlamas & Associates (HdL) since 2019 for the provision of business license, transient occupancy tax, cannabis licensing and tax collection software. Other features allow customers to apply online for business licenses and renewals and to remit payments online. The software also allows collaboration between the Treasurer-Tax Collector’s Office and the Planning and Building Department.
Other benefits of the software are that customers can apply for permits on-line and remit payments on-line. When previously it was necessary for the public to walk business license applications from building to building and counter to counter to obtain approval from the various agencies and departments depending on the type of business (Environmental Management, Fire, Planning), applications are now routed to agencies electronically through the HdL software application.
HdL is phasing out the current version of the software and migrating to a cloud-based only platform. The new platform will allow future updates and disaster recovery. This contract is for conversion to the cloud-based version of the program and for continued user licensing. The Planning and Building Department is migrating at the same time to the Cloud-based version, allowing continued collaboration between the two departments. A competitive bid would produce no economic benefit to the County. Transitioning from the system that has been in use by the Planning and Building Department and the Treasurer-Tax Collector's Office would be disruptive to service and costly. The current system is meeting program needs.
Funding for the one-time migration costs to the Cloud-based version of this contract will cost $28,620. The ongoing costs after the initial implementation will cost $27,000 for the initial year. This cost is commensurate with prior years’ costs under the contract. The contract allows for annual price increases tied to the CPI.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
Legistar files 19-1228, September 17, 2019, Item 13; and 22-0362, April 19, 2022, Item 16.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel and Planning and Building Department.
CAO RECOMMENDATION / COMMENTS
Approve as recommended.
FINANCIAL IMPACT
There is no change to Net County Cost associated with this item as these costs are included in the 24-25 Treasurer-Tax Collector budget.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) The Clerk of the Board to obtain Chair’s signature on two (2) original copies of the Agreement; and
2) The Clerk of the Board to forward one (1) fully-executed original Agreement to the Treasurer-Tax Collector Department, for further processing
STRATEGIC PLAN COMPONENT
Good Governance.
CONTACT
K. E. Coleman, MBA, Treasurer-Tax Collector, 530-621-5800