Broward County Commission Regular Meeting
Director's Name: George Tablack
Department: Finance and Administrative Services Division: Records, Taxes, and Treasury
Information
Requested Action
title
A. MOTION TO APPROVE sole source designation of Grant Street Group, Inc., for the application hosting and support services of the TaxSys tax collection and billing system for the Broward County Records, Taxes and Treasury Division.
ACTION: (T-10:28 AM) Approved.
VOTE: 8-0. Commissioner Furr voted in the affirmative telephonically. Commissioner Ryan was not present.
ACTION: (T-10:49 AM) Through Mayor Geller, Commissioner Ryan requested being shown voting in the affirmative.
VOTE: 9-0.
B. MOTION TO APPROVE Amended and Restated System and Services Agreement Between Broward County and Grant Street Group, Inc. (RFP No. 20061005-0-JR-2), in an amount not to exceed $3,473,167, which includes $100,000 in optional services during the term of the agreement; and authorize the Mayor and Clerk to execute same.
ACTION: (T-10:28 AM) Approved.
VOTE: 8-0. Commissioner Furr voted in the affirmative telephonically. Commissioner Ryan was not present.
ACTION: (T-10:49 AM) Through Mayor Geller, Commissioner Ryan requested being shown voting in the affirmative.
VOTE: 9-0.
body
Why Action is Necessary
Motion A. In accordance with the Broward County Procurement Code, Section 21.25, Sole Source Procurement, a sole source designation above the award authority of the Purchasing Director must be approved and awarded by the Board.
Motion B. In accordance with the Broward County Procurement Code, Section 21.47(a), Award and Execution Authority, the Board must approve any renewals or extensions to the contract over the award authority of the Director of Purchasing.
What Action Accomplishes
Motion A. Approves the sole source designation of Grant Street Group, Inc. for application and hosting support and services for the TaxSys system.
Motion B. Approves the Amended and Restated System and Services Agreement, which provides software for tax collection, auto tag renewal, tax certificate sales, tax deed sales and other functions of the Records, Taxes and Treasury Division.
Is this Action Goal Related
Yes
Previous Action Taken
None.
Summary Explanation/Background
THE FINANCE AND ADMINISTRATIVE SERVICES DEPARTMENT/RECORDS, TAXES AND TREASURY DIVISION AND THE PURCHASING DIVISION RECOMMEND APPROVAL OF THE ABOVE MOTIONS.
This action is in furtherance of the Board's Value of "Consistently delivering responsive, efficient, quality services to the public and internal customers."
The Office of Economic and Small Business Development did not establish any goals for the Amended and Restated Agreement (Exhibit 2).
On June 10, 2008 (Item No. 102), the Board approved an initial Agreement with Grant Street Group, Inc., based on RFP No. 20061005-0-JR-2.
On March 10, 2009 (Item No. 55), the Board approved the First Amendment to this Agreement, which provided a turnkey vendor-hosted online tax certificate auction system, LienAuction.
The Second Amendment to this Agreement was for a Secondary Recovery Unit (SRU) system, which provided a tertiary, onsite backup for the TaxSys Tax Collection and Billing application. The SRU equipment was purchased by the County; the integration was provided to the County at no cost from Grant Street Group, Inc., and became an integral part of the backup infrastructure of the TaxSys application. On October 23, 2009, the Purchasing Director signed the Second Amendment to the Agreement, which required no Board action.
On October 23, 2012 (Item No. 32), the Board approved the only one reasonable source designation and authorized the Director of Purchasing to execute the Third Amendment to the Application and Hosting Services Agreement between Broward County and Grant Street Group, Inc. The Board also authorized the Director of Purchasing to execute a new Merchant Agreement with BB&T Financial, FSB, as the merchant services provider for Grant Street Group, Inc., in conjunction with the Third Amendment to the Application and Hosting Services Agreement. The Third Amendment to this Agreement was for a fully integrated electronic payment processing service working directly with the TaxSys Tax Collection and Billing application currently in use in the Records, Taxes and Treasury Division.
On September 9, 2014 (Item No. 71), the Board approved the Fourth Amendment to the Agreement, which secured pricing for the next seven years of application hosting and support services for a tax collection and billing system, and related services. This amendment also enabled the use of online services, adding functionality to the County’s existing tax collection and billing application.
On March 14, 2017 (Item No. 41), the Board approved the Fifth Amendment to the Agreement, which added online title search services and software application functionality, known as TitleExpress, to the TaxSys Tax Collection and Billing Software for use in the Tax Deed Application and Auction processes.
On February 4, 2019, the Director of Purchasing approved the Sixth Amendment to the Agreement, which updated the County’s latest standard Software Security and Access, Managed Services, PCI Compliance and Data and Privacy language into the Agreement.
On August 9, 2021, the Purchasing Division approved the Sole Source Request Memorandum for this service (Exhibit 1).
The Amended and Restated Agreement consolidates the terms of the previous agreement, as amended, and extends the term of the agreement until an elected tax collector takes office in January 2025. The amended and restated agreement gives the new tax collector time to determine whether to continue the agreement. This will allow for a seamless transition of the tax collection and billing system and related services.
The expenditures for the application hosting and support services are $728,200 for the first year under the new agreement.
Source of Additional Information
Thomas Kennedy, Director | Records, Taxes and Treasury Division, (954) 357-5777
Fiscal Impact
Fiscal Impact/Cost Summary
Funding for the annual hosting, maintenance and support services is available through the Records, Taxes and Treasury Division’s operating budget line 10010-35305020-512730.