To: Board of County Commissioners
Through: Philip Savino, Director & CIO, Department of Technology
Prepared By:
prepared
Philip Savino, Director & CIO, Department of Technology
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presenter
Presenter: Philip Savino, Director & CIO; Amy Baccei, Senior IT Project Manager
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Subject:
title
1:00 PM *Property and Taxation (PAT) Software Modernization Update
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Purpose and Request:
recommended action
The purpose of this drop-in session is to update the BoCC on the current status of the Property and Taxation (PAT) Modernization and current expenditures.
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Alignment with Strategic Plan: Good Governance - Leverage technology to improve governance and service delivery.
Background and Discussion: In the first quarter of 2024, IT conducted an analysis of the Replacement of Aumentum/customCAMA, which identified significant gaps in required functionality and excessive IT intervention for standard business processes. In response, IT collaborated with the Assessor and Treasurer’s Offices to ensure a one-time $2,500,000 to cover project implementation. The project team meticulously refined their requirements and interviewed multiple vendors before identifying a solution that best aligns the operational needs. The Assessor and Treasurer have been actively engaged throughout the evaluating and pricing negotiations. As a result of these negotiations, Arapahoe County achieved total savings of $883,000 over the life of the 10-year agreement (initially $8,956,781, negotiated down to $8,073,766). The negotiations also yielded an average of 3% total cost escalator and evenly distributed savings across all contract years. Finance recommends using the general fund one-time dollars to cover the $250,000 annual maintenance cost for 3 years (a total of $750,000) for the legacy solution. The request before the board is to cover the delta between the amount of the subscription cost of the new solution, minus the IT’s budget amount, resulting in an ongoing request of $500,000.
Alternatives: Retain the assets and dispose of them.
Fiscal Impact: An average of $807,377 per year for a 10-year agreement for a total of $8,073,766.
Alignment with Strategic Implementation Strategies: The attached framework helps Arapahoe County institutionalize values-based, transparent decision-making, documenting how we make decisions and carry out actions to achieve the county’s strategic plan.
Staff Recommendation: No Staff recommendation
Concurrence: IT, Assessor’s Office, Treasurer’s Office and Finance