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Home My WebLink AboutCOM 0870.000 2012-2014 J+�V Gs M��►. ° • ' Nancy E. Crawford William P. Kenos `••-`" �y6i4; Mayor +;• :+ Director Deanna S Sako •r. �:�;• �� Deputy Director �r�oF•N►� County of Hawaii Finance Department 25 Aupuni Street,Suite 2103 • Hilo,Hawaii 96720 n (808)961-8234 • Fax(808)961-8569 ,� C:n O April 24, 2014 _1 )>rn J Yoshimoto, Council Chairperson and �.� Members of the Hawaii County Council o a Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 Re: Resolution for multi-year agreement The State's shift to using Marshall and Swift's cost tables and methodologies to provide the valuation of improved real property, necessitates the County of Hawaii to upgrade its current Tyler Technologies IAS software to their IASWorld, cloud based software in order to maintain compatibility with the State's system. Enclosed is a resolution authorizing the payment of funds for more than one fiscal year, for a new multi-year agreement between the Finance Department and Tyler Technologies, in order to upgrade to, and host the cloud-based IASWorld software. The agreement also includes a one- time fee to convert current data into the Marshall and Swift format. Please waive this resolution from the Finance Committee and place it on the May 13, 2014 Council Agenda. If there are any questions, please do not hesitate to call Stan Sitko,the Finance Department's Real Property Tax Administrator at 961-8286. Nand Crawford Director of Finance Enc. cc: Real Property Tax Comm. No. Hawaii County is an Equal Opportunity Provider and Employer Ref. To: Ref. Date AN Z X14 Form #: B-52 7/18/91 DEPARTMENT OF FINANCE REQUEST FOR COUNCIL ACTION DEPARTMENT: Finance/Real Property Tax Division DATE: April 24, 2014 STAFF CONTACT: Stanley A. Sitko, RPT Administrator PHONE: 961-8286 A. REQUEST: To enter into a multi-year agreement with Tyler Technologies for the hosting of our Real Property Tax database on the 'cloud' using the IASWorld upgraded software for an initial period of three years with options to renew. It includes a one time conversion fee to Marshall and Swift cost methodolgy. B. BACKGROUND AND JUSTIFICATION (USE ADDITIONAL SHEETS AS NEEDED): Our current Real Property Tax Division database has been using Tyler Technologies' IAS software since 2000 and our annual maintenance and licencing fee is scheduled to be $198,000 plus having to mainain our own servers and IT staff to service them The proposed three year hosting by Tyler on the 'cloud' includes the use of upgraded software(IASWorld) that would cost us over $461,000 alone and we would have to purchase and maintain 4 addition servers for a total of 6 (@ about $17,000 each) and still pay an annual maintenance fee. The proposed three year SaaS agreement (Software as a Service) would replace the current maintance fee with a stable annual hosting fee of about $265,000 (with tax) for the three year period and obviate the need to purchase the upgraded software and maintain the server's and IT staff saving about $328,000 over the three year period in the divison's direct costs alone. That saving does not include costs for IT staff and server maintenance that would be covered by a different department. The migration to the upgraded IASWorld software from IAS was necesitated by the shift of all the real property tax offices in the state to using Marshall and Swift (M&S) cost tables and methodology for the valuing of improved property. The current IAS product cannot do this and there is a one time fee in this agreement to convert our current data into the M&S format. See page 2 SIGNED: DATE: 4/24/2014 Depart ent Head Page 2 In addition to the ability to use the M&S costing service, the upgrade to IASWorld was one of the 40 recommendations in the March 5, 2012 IAAO (International Association of Assessing Officers) Audit to improve real property valuation in Hawaii County. Other benefits include the ability to integrate pictometry and GIS functions with IASWorld, the ability to track workflow and to use tablets in the field to collect and review property data. We request waiver of Finance Committee action in order to complete the approval process prior to the end of this fiscal year so as to utilize the funds that were initially budgeted for just the one time purchase of the upgraded software only in this year. VALERIE T POINDEXTER 4oJ�ty os„��''' KAREN EOFF Chairperson BRENDA FORD ;. DRU KANUHA GREGGOR ILAGAN ZENDO KERN Vice Chair +r`:;�=�:"•'�° DENNIS"FRESH"ONISHI ,T`°F� � MARGARET WILLE J YOSHIMOTO HAWAII COUNTY COUNCIL County ofHawai'i Hawai'i County Building 25.4 upuni Sheet Hilo, Haivat'i 96720 April 24, 2014 J Yoshimoto, Council Chair Hawaii County Council 25 Aupuni Street Hilo, Hawaii 96720 RE: Resolution No. 422-14 A Resolution Authorizing the Payment of Funds of a Later Fiscal Year and of More Than One Fiscal Year for a Multi-Year Lease Agreement with Tyler Technologies for the Upgrade to, and Hosting of, Their IASWorld Software, to be Used by the Finance Department's Real Property Tax Division. Pursuant to Section 2(g) of Rule 4 of the Rules of Procedure of the Council of the County of Hawaii, this written request is submitted with my approval that the above-referenced matter be waived from the Committee on Finance to the full Council for immediate action. In reviewing this matter, timely approval is crucial. It is therefore advantageous that approval is granted and the matter be placed onto the next Council agenda for review. However, in the event this request is denied, for whatever reason, I understand the matter shall be referred to the Committee on Finance for placement on its future agenda. Sincerely, Valerie T. Poindexter, Chair Committee on Finance Approved/Date/Waive to Council: Disapproved/Date/Refer to FC: r J Yoshimoto, Council Chair 4 J Yoshimoto, Chairperson Hawaii County Council Hawaii County Council VP/SC Hawai'i County is an Equal Opportunity Provider and Employer