HomeMy WebLinkAboutAgenda - 06-03-2008-4lORANGE 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.
RECOMMENDATION(S): The Manager recommends that the Board approve the contract with
Patriot Properties for implementation planning services and authorize staff to execute the
necessary paperwork.
DISCOVERY PHASE CONTRACT
AND
AGREEMENT BETWEEN
ORANGE COUNTY, NORTH CAROLINA
AND
PATRIOT PROPERTIES, INC.
330 LYNNWAY, LYNN, MASSACHUSETTS 01901
This contract is made and entered into this 15th day of February, 2008 by and between
ORANGE COUNTY, NORTH CAROLINA located at 200 South Cameron Street, Hillsborough, NC
27278 and PATRIOT PROPERTIES, INC., a Massachusetts corporation (hereinafter referred to as the
PATRIOT), whose principal place of business is located at 330 Lynnway, Lynn, Massachusetts,
01901, Telephone (781) 586-9670.
In consideration of the mutual covenants and agreements hereinafter set forth, the parties agree as
follows:
Scope of Agreement
The purpose of this agreement is to detail the scope of work and procedures involved in the Discovery
phase of the development of Software customizations required for implementation and installation of
AssessPro 4.6, for the Orange County Assessor's Office. Also included are other related departments
of the county that will be using AssessPro. This phase will also include detail documents and
procedures to be used in the Software implementation and installation of the Patriot system upon
execution of a Final Software Contract and Agreement between County and Patriot.
Further, County and Patriot understand and agree that it is the intent of the parties that this Discovery
Phase Contract and Agreement is to be interpreted in conjunction with the Final Software Contract and
Agreement between County and Patriot executed contemporaneously with this agreement. However,
this Discovery Phase Contract and Agreement shall control during the 90 day term immediately
following execution of both the Discovery Phase Contract and Agreement and the Final Software
Contract and Agreement, or any extension thereof, specifically as to the Discovery Phase and
documentation process described below as well as to "Payment of Service" and Agreement terms"
contained in Section 2 below.
This Discovery Phase and documentation process will include, but not be limited to:
1) Customization Detail will include, but not be limited to statement of work, detail design,
and sign off documents between County and Patriot;
2) Interface/Integration Documentation- Design specifications for the interface between the
Building and Permit System, Tax Billing, GIS and Web;
3) Training Schedules;
`T
4) Preliminary Project Timeline;
5) Discussion of .NET product
2. Payment of Service
Orange agrees to pay Patriot $17,750 for the Discovery Phase. See attached schedule for a
breakdown of services.
Payment of $17,750 would be due and payable by County to Patriot upon execution of this
Discovery Phase Contract.
Agreement terms:
Acceptance:
Provided County determines that all Discovery Phase detail and documentation are timely
prepared and demonstrate that the Patriot basic Real Estate components system can be safely and
efficiently implemented and installed into County's computer system pursuant to the terms and
conditions of said RFP then the payment of $17,750 under this contract will be applied to the
Final Software Contract and Agreement between County and Patriot executed
contemporaneously with this agreement, and County and Patriot shall proceed with the
implementation and installation of the AssessPro 4.6 components system into the County
computer systems as provided by RFP in accordance with the said Final Software Contract and
Agreement between County and Patriot. Notice of County's approval of all Discovery Phase
detail and documentation shall be given in writing to Patriot at the following address:
Patriot Properties, Inc.
330 Lynnway
Lynn, MA 01901
Attn: Kristen O'Connor
Such notification will terminate this Discovery Phase Contract and Agreement after which notice
the parties shall continue under the provisions of the Final Software Contract and Agreement
between County and Patriot.
Refusal and Termination:
In the event County determines from the Discovery Phase detail and documentation that the
AssessPro 4.6 components system cannot be safely and efficiently implemented and installed into
County's computer system pursuant to the terms and conditions of said RFP then Patriot shall
retain the $17,750 paid under this Discovery Phase Contract as payment in full for services
rendered and the Final Software Contract and Agreement between County and Patriot shall be
considered terminated at the will of both County and Patriot. County shall notify Patriot of
decision to terminate the Final Software Contract and Agreement between County and Patriot
pursuant to this paragraph by giving 15 days prior written notice of intent to terminate delivered
to Patriot at the following address:
Patriot Properties, Inc.
S
330 Lynnway
Lynn, MA 01901
Attn: Kristen O'Connor
Term
It is anticipated by County and Patriot that the Discovery Phase detail and documentation will be
completed within 90 days of the execution of this agreement. Therefore, the term of this
Discovery Phase Contract and Agreement shall not exceed 90 days under any circumstances
unless both parties agree to it in writing. Should Patriot be unable, for any reason, to complete the
Discovery Phase detail and documentation process within this period of time, and should County
choose not to extend the term of this Discovery Phase Contract and Agreement then County may
terminate the Final Software Contract and Agreement between County and Patriot by giving 15
days prior written notice of intent to terminate addressed to Patriot at the address indicated above.
Disputes /Venue
This agreement shall be governed by the laws of the State of North Carolina, should any dispute
arise between the parties such that County and Patriot are unable to resolve their differences to
their mutual satisfaction then Orange County Superior Court shall be the exclusive venue for any
legal action by or between the parties.
IN WITNESS WHEREOF, PATRIOT PROPERTIES, INC., and ORANGE COUNTY, NORTH
CAROLINA have caused this Agreement to be executed by their duly-authorized officers.
PATRIOT PROPERTIES, INC.
By:
KRISTEN M. O'CONNOR
ORANGE COUNTY, NORTH CAROLINA
By:
Title: DIR. OF BUSINESS DEV.
Date:
Title:
Date:
Pursuant to Massachusetts General Laws, Chapter 62C, Section 49A, I certify under the penalties of
perjury that Patriot Properties, Inc., to the best of my knowledge and belief, has filed all Massachusetts
State tax returns and paid aii Massachusetts State taxes required under law.
PATRIOT PROPERTIES INC. 04-2864004
Corporate Name Fed. I.D. Number
By:
Corporate Officer
Schedule A -Discovery Phase Pricing
$17,750.00
Patriot will provide 2 on site visits with 2 representatives. Each visit will last 2 days.
These visits with expenses will average about $10,700.00
The remaining time will be spent preparing documentation and finalizing items in Section 1 of the
above agreement.
Patriot will dedicate 47 hours of in office time for completion of Section 1. This will be billed at
$150/hour split between different Patriot employees.
$7,050.00