HomeMy WebLinkAboutDoc 534 - Assess-Taxation Software AgrmtDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of 10-21-13
Please see directions for completing this document on the next page.
DATE: 10-04-13
FROM: Scot Langton. Assessor 388-6513
TITLE OF AGENDA ITEM:
Consideration of Board Signature of Document No. 2013-534 -ORCATS Counties Transition Contract
PUBLIC HEARING ON THIS DATE? no
BACKGROUND AND POLICY IMPLICATIONS:
This contract outlines the re-write and transitions the current ORCATS Counties assessment and
taxation software to Helion Software Inc ..
Current assessment and taxation software is owned and governed by an lOA of the 11 counties
Polk
Tillamook
Deschutes
Linn
Umatilla
Jefferson
Hood River
Morrow
Coos
Harney
The current software platform this system is written in is stable but aging quickly. In order to remain
viable it needs to be updated into a newer platform. This contract identifies how that will transition
with a cost share between the Counties and Helion.
FISCAL IMPLICATIONS:
Part A -'Ongoing Support' two parts
l.refers to Deschutes County's annual personal services contract with Helion -FY13/14 is BoCC
6/26/2013 approved DC 2013-330 not to exceed $177,099
2.Beginning in FY14/15, due to the removal of Jackson County, an additional $19,482 increase to the
FY13/14 annual personal services contract plus inflationary factors through June 30,2023
Part B -'Development Investment Ongoing Support' not to exceed annual payments of $25,053 for
five years for a total of$125,310
It is anticipated that the rewrite of the assessment and taxation system will occur over the next five
years with cost parameters on yearly increases in place until 2023. Current cost for FY13/14 is
$177,099; with FY14115 anticipated to be approximately $200,000; and future years based on the
FY14115 base plus inflationary indexes. All future yearly cost, FY14115 forward, will be required to
be annually reviewed and approved through the HelionlDeschutes County personal services contract.
RECOMMENDATION & ACTION REQUESTED:
Board of Commissioners approval and signatures of Document No. 2013-534
ATTENDANCE: Scot Langton
DISTRIBUTION OF DOCUMENTS:
Please send one orginal to
Doug Schmidt, Polk County Assessor
Polk County
850 Main Street
Dallas, OR 97338
Copy to -Scot Langton, Deschutes County Assessor
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be
on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board
agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to
the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the
County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form
electronically to the Board Secretary.)
Please complete a" sections above the Official Review line.
Date: 110-04-131 Department: lAssessod
Contractor/Supplier/Consultant Name: ORCATS Counties & Helion Softwar
Contractor Contact: Dou Schmit, Polk Count and Murra Giesbrecht, Helion
Contractor Phone #: Polk Co. 503-623-8391 x210; Helion
Type of Document: ORCATS Counties IGA Transition Contract with Helion Software
Goods and/or Services: This contract outlines the re-write and transitions the current
ORCATS Counties assessment and taxation software to Helion Software Inc ..
Background & History: Current assessment and taxation software is owned and
governed by an IGA of the 11 counties-
Polk
Tillamook
Deschutes
Linn
Umatilla
Jefferson
Hood River
Morrow
Coos
Harney
The current software platform this system is written in is stable but aging quickly. In
order to remain viable it needs to be updated into a newer platform. This contract
identifies how that will transition with a cost share between the Counties and Helion.
Agreement Starting Date: \7-1-20131 Ending Date: ~-30-202~
Annual Value or Total Payment: Part A -'On oin
[1. refers to Deschutes Count's annual ersonal services contract with Helion
roved DC 2013-330 not to exceed $177,09
in FY14/15, due to the removal of Jackson Coun ,an additional
ersonal services contract Ius inflationa
FY13/14 is BoCC a
Be innin
19,482 increase to the FY13/14 annual
actors throu h June 30, 202
ort' not to exceed annual
10/4/2013
o Insurance Certificate Receiied (cleck box)
Insurance Expiration Date:
Check all that apply:
D RFP, Solicitation or Bid Process
D Informal quotes «$150K)
D Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
Funding Source: (Included in current budget? [2$J Yes 0 No
If No, has budget amendment been submitted? 0 Yes 0 No
Is this a Grant Agreement providing revenue to the County? 0 Yes 0 No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
If a new FTE will be hired with grant funds, confirm that Personnel has been notified that
it is a grant-funded position so that this will be noted in the offer letter: 0 Yes 0 No
Contact information for the person responsible for grant compliance:
Name:
Phone #: I&rJJ I
Departmental Contact and Title: Scot Langton Phone #: 388
6513
Department Director APProv~ II) 'I-/J
Sig e Date
Distribution of Document:
Doug Schmidt, Polk County Assessor
Polk County
850 Main Street
Dallas, OR 97338
Official Review:
County Signature Required {check one):p BOCC 0 Department Director (if <$25K)
o Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. _____)
10/4/2013
Legal Review Date I 0 ~ 1-{J
Document Number 2O/:!J-:5 3 4
10/4/2013
ORCATS Counties Transition Contract
Effective Date: July 1, 2013
PARTIES: Helion Software Inc, hereinafter "HELION"
ORCATS Counties, hereinafter "COUNTY" or "COUNTIES"
RECITALS:
1. ORCATS Transition
a. Transition Description
The intent of this contract is for those COUNTIES currently runningthe ORCATS
software to transition to running Assessment and Tax software which in time will
be wholly owned by HELION. This transition is estimated to take five years as
HELION rewrites the existing ORCATS A& T software to new technology. All of
the new Assessment and Tax software developed or rewritten by HELION after
July 1, 2013, shall be wholly owned by HELION.
During the transition period, the parties agree that the COUNTIES will run a
combination of ORCATS software and the subject Assessment and Tax software
being developed by HELION . Additionally, HELION warrants that the two
applications will be compatible with each other.
After the transition is complete, HELION will establish individual contracts with
the COUNTIES for license and support of the re-written software including the
following for COUNTY members:
• No up-front "buy-in" or initial licensing fees for the re-written software
• 10% discount on software per account license fees
• 10% discount on yearly software maintenance fees
The COUNTIES that are members of the ORCATS Consortium as of July 1, 2013
and have fully paid the development fees described in section 3b will have
unconditional and perpetual rights to use both the old ORCATS software and the
new Helion A& T software system with payment of the then current per-account
license fees plus the then current yearly software maintenance fees.
ORCATS Counties Tran sition Contract -Effective 7-1-13 -Version 8-16-13
20 3-53
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It is expected that some minor portion ofthe old ORCATS software will not be
rewritten during the timeframe of this contract but will continue to be used as
part of the Helion system. Upon completion of the software re-write, the
COUNTIES grant HELION the rights to continue to use and sell that portion of the
old ORCATS software still used as part of the Helion system in perpetuity.
Ownership of the un-rewritten portion shall remain with the COUNTIES. Helion
shall have the right to re-write and replace the old ORCATS software at any time,
without charge to the COUNTIES. If Helion elects to rewrite the old software,
Title to the new software shall be wholly with Helion.
The members of the COUNTIES are:
Polk
Tillamook
Deschutes
Linn
Columbia
Umatilla
Jefferson
Hood River
Morrow
Coos
Harney
b. Timeline
The timeframe of this contract shall be ten years (July 1, 2013 through June 30,
2023). It is anticipated that the development and rewrite of the software will
take five years and that the COUNTY members will continue to receive sales
revenue and support as described below through June 30, 2023.
c. Sales of Software Licenses to End-Users
HELION shall have the right to market and license the ORCATS/HELION
developed software without oversight of the COUNTIES.
To extent permitted by public contracting law, and during the term of this
agreement, future jurisdictions may utilize this agreement as a sole-source basis
for direct contracting with HELION.
ORCATS Counties Transition Contract -Effective 7-1-13 -Version 8-16-13 2
d. All sales revenue will be distributed and applied as follows:
1. for sales revenue receipted during the first five (5) years of this
agreement, 40% will go to Helion; 60% will go to the COUNTIES as an
offset/credit towards the remaining COUNTY development costs, and
thereafter towards COUNTY maintenance costs;
2. for sales revenue receipted during the second five (5) years ofthis
agreement, 90% will go to Helion; 10% will go to the COUNTIES as an
offset/credit towards COUNTY maintenance costs.
2. Development
a. Design Group Designation
HELION shall assemble a Design Group before beginning development on a
selected Application. The purpose of the Design Group is to provide feedback to
HELION during creation of the deliverable list and development process. The
members of the Design Group will be selected by HELION from relevant
Counties.
HELION shall provide the Advisory Committee with a list of design group
members.
b. Deliverables
The Deliverable List for each Development Cycle will be agreed upon between
HELION and the ORCATS Advisory Committee prior to the beginning ofthe
Development Cycle. See attachment A for a list of applications to be developed
with estimates of timing and order. [Note: The ORCATS Advisory Committee
"Advisory Committee" is a sub group of seven (7) COUNTY members selected by
the COUNTIES operating independently and separate from Helion, Inc .. Polk
County, Tillamook County and Deschutes County each have one permanent seat
on the ORCATS Advisory Committee.]
Helion will deliver the proposed Deliverable List to the Advisory Committee two
months before the beginning of the next Development Cycle (typically May 1st
).
During the next 30 days, the Advisory Committee and HELION shall work
together to review and finalize the List (typically by June 1st).
ORCATS Counties Transition Contract Effective 7-1-13 -Version 8·16-13 3
If the Advisory Committee and HELION can't agree by the end of the 30 days,
then HELION and the Advisory Committee can either decide to move the
Deliverable List agreement deadline in order to resolve their disagreement or
proceed with mediation as defined Section 6 of this contract.
Any movement of the Deliverable List acceptance timeline through agreement or
mediation shall automatically move the Development Cycle timeline by the same
amount
If Advisory Committee has not responded within the 30 days, HELION shall
continue development with the proposed Deliverable List.
c. The Development Cycle
The Development Cycle begins one month after the Deliverable List has been
accepted by the Advisory Committee (typically July 1st) and lasts for eleven
months (typically ending lVJay 31st of the following year).
At three month intervals, throughout the current Development Cycle, HELION
shall present current development progress to all the Counties. The
presentation will include a summary oftime/effort spent, design documents and
a demonstration of the then-current system capabilities.
The Counties shall have two weeks following each update presentation to
identify any concerns. HELION shall provide a response to the concerns within
four weeks.
If the COUNTIES are delayed in meeting the three review deadlines described
above, HELION shall have the option to extend the subject deadlines or continue
with development following original designs. HELION shall timely notify the
COUNTIES of its decision.
HELION and the Advisory Committee, by mutual consent can change the
Deliverable List and timelines.
HELION will notify the ORCATS Advisory Committee of any potential changes to
the deliverable list and the timeline impact. The ORCATS Advisory Committee
has authority to extend deliverable deadlines. The Advisory Committee has five
GRCATS Counties Transition Contract -Effective 7·1·13 Version 8·16-13 4
working days to respond to requests. If the Advisory Committee fails to respond
HELION has the option to complete the change to the deliverable list and extend
the timeline or not. HELION shall notify the Counties within two business days of
the Advisory Committee's response or lack thereof.
At the end of the Development Cycle, HELION shall make available a version of
the software for the Counties to install. This version shall include all changes
from the previous Development Cycle. There may be other releases during the
Development Cycle that may include some or all of the current Deliverable list.
The Advisory Committee has 45 days following the end of the Development
Cycle to notify HELION of either their acceptance or rejection of the completion
ofthe Deliverable list by HELION. Ifthe Committee rejects the software, the
Committee shall provide HELION with the rejection notice, including a list of all
incomplete Deliverable List items.
d. Timeline
The timeline for the rewrite and development of ORCATS will be five years
starting from July 1st, 2013. Software will be delivered by HELION to the
COUNTIES in six month increments based on deliverables or as agreed upon
between HELION and the ORCATS Advisory Committee (see Section 2b above).
e. Consequences for Failure to Meet Development Timelines
Any delay in each and every fiscal year delivery will be subject to the below
liquidated damages formula:
1. Any delay of 30 days but less than 60 days shall result in a $1000
liquidated damage payment from HELION to the COUNTIES;
2. Any delay of 60 days but less than 90 days shall result in an
additional $5000 liquidated damage payment from HELION to the
COUNTIES;
3. Any delay of 90 days but less than 120 days shall result in an
additional $20,000 liqUidated damage payment from HELION to
the COUNTIES; and thereafter, the delayed deliverables shall be
included in the following fiscal year development/deliverable
cycle.
ORCATS Counties Transition Contract -Effective 7-1-13 Version 8-16-13 5
Liquidated damages will be distributed among the COUNTIES as provided in
Section 3b.
3. Costs
a. Ongoing Support
Ongoing support costs from July 1, 2013 to June 30, 2023 (10 years) shall be as
follows:
2013-2014 -Support costs will be the same as the 2012-2013 rates for each
county specified in their current Helion ORCATS support contracts as Part A
added to Part B plus an additional 2% of that total.
2013-2014 support costs =(Part A + Part B) x 1.02
2014-2015 -With the removal of Jackson County from the COUNTIES shared
base, their base amount of $77,741 for 2013-2014 will be divided between the
remaining counties and added to their support costs.
2014-2015 support costs = (2013-2014 support costs) plus (amount
specified below)
Columbia $5,698 Linn $12,081
Coos $9,702 lVIorrow $1,944
Deschutes $19,482 Polk $7,020
Harney $2,153 Tillamook $6,204
Hood River $2,511 Umatilla $8,147
Jefferson $2,799
2015-2016 and beyond -HELlON, at its discretion may increase the support costs
by the annual change in the "Consumer Price Index -U.S. City Average for all
Items for All Urban Consumers" published in the Monthly Labor Review by the
Bureau of Labor Statistics of the United States Department of Labor (the "CPI-U")
for the previous year plus a maximum of an additional 3%. HELION shall notify
COUNTY members by January 1st each year using the CPI-U data published for
the prior 12 month period ending November 30th
• For example:
In 2014-2015, Sample County paid $80,000 for support. At the end of the
calendar year of 2014, the CPI-U report states that the increase for that
ORCATS Counties Transition Contract -Effective 7·1·13 -Version 8-16-13 6
year is 2%. Therefore for the fiscal year 2015-2016, Sample County will
pay the base cost for support of $80,000 (based on 2014-2015) plus an
increase of 0% to 5% (CPI-U of 2% plus 3%) at HELION'S discretion. HELION
decides to increase the support contract by CPI-U plus 1% for a total of
3%. Sample County will now pay $82AOO for 2015-2016.
b. Development Investment Ongoing Support
It is agreed that the rewrite of the A& T software will require significant resources
and that HELION will incur most of this cost. It is estimated that HELION'S
annual contribution to the rewrite will be in excess of $300,000. In this context,
HELION'S annual contribution shall not be less than $110,000. The COUNTIES
will contribute annually for 5 years, an additional $100,000 above their cost of
Ongoing Support (See Attachment C). The total that each county will contribute
will be as follows:
Columbia $36,660 7.33%
Coos $62,380 12.48%
Deschutes $125,310 25.06%
Harney $13,870 2.77%
Hood River $16,130 3.23%
Jefferson $18,000 3.6%
Linn $77,680 15.54%
Morrow $12,520 2.5%
Polk $45,150 9.03%
Tillamook $39,910 7.98%
Umatilla $52,390 10.48%
The COUNTIES can either pay the entire amount at the start ofthis contract or
divide their portion equally over five years, with payments due July 1st of each
new fiscal year. If a county elects to pay equally over 5 years, the first payment
shall be due July 1st, 2013. There shall be no penalty for Pre-Payment.
Any additional development costs are solely the responsibility of HELION.
c. Necessary Appropriations
Any COUNTY'S payment of amounts under this contract is contingent upon the
COUNTY receiving appropriations sufficient to allow the COUNTY, in the exercise
of its reasonable administrative discretion, to continue to make payments under
this contract. If funds are not available the COUNTY may terminate its
participation in this contract as provided in Section 4.
ORCATS Counties Transition Contract -Effective 7-1-13 -Version 8-16-13 7
4. Other Events
a. Lack of County Funding
If total funding from software support as specified in this contract (Section 3a)
drops below $750,000 within any fiscal year, HELION shall have the right to
terminate this contract at its discretion. If HELION decides to terminate this
contract, all remaining members of the COUNTIES are allowed to use the
software as it exists at that time for as long as they choose.
(The total current funding, excluding Jackson County, is approximately
$860,000.)
HELION will retain the ownership rights (as limited herein) to all software it has
developed after commencement of this contract.
The COUNTIES will retain ownership of all software that was developed prior to
the commencement of this Contract.
Any further development, support and/or sales not addressed within this
agreement may be negotiated between HELION and the COUNTIES at that time.
b. HELION is Purchased or the Helion Software is Purchased
If HELION decides to sell more than 50% ownership of either the company or the
Helion A& T Software on or before July 1, 2023, the COUNTIES must agree to the
terms of sale, which may include but are not limited to payments from the
purchaser and/or HELION to the COUNTIES.
That payment will be distributed to the COUNTIES subject to reallocation
consistent with this formula in the event of withdrawal by any member county
identified in Section 1a: Polk County, 32%; Tillamook County, 19%; Deschutes
County, 19%; remaining county members: 30% to be divided based upon number
of tax accounts from 2012 taxroll.
HELION warrants and represents that should it sell any portion of its business or
any portion of the Assessment and Taxation software that said sale(s) will be
expressly conditioned upon all terms of this agreement.
ORCATS Counties Transition Contract Effective 7-1-13 -Version 8-16-13 8
c. Acts of War and Acts of God
Neither the COUNTIES nor HELION shall be held responsible for delay or default
caused by fire, riot, civil disobedience, Acts of God, or war where such cause was
beyond the reasonable control ofthe COUNTIES or HELION. HELION shall,
however, make all reasonable efforts to remove or eliminate such a cause of
delay or default and shall, upon the cessation of the cause, diligently pursue
performance of its obligations under this Agreement.
d. Contract Cancellation by the COUNTIES
At any time, the COUNTIES may, by a simple majority vote, agree to cancel this
contract with 90 days written notice to Helion.
Should the COUNTIES cancel this contract, HELION will retain the ownership
rights to all software it has written under this contract.
The COUNTIES will retain ownership of all software that was developed prior to
the commencement of this contract. Also, all remaining members of the
COUNTIES are granted a perpetual and royalty fee license to use (exclusive and
internal use only) the HELION Assessment and Tax software as it exists at the
time of termination.
Any further development or support (between HELION and the COUNTIES) if any,
will be subject to negotiations.
e. Catastrophic Financial Failure by HELION
In the event that HELION declares bankruptcy or becomes insolvent, the
COUNTIES will retain ownership of all ORCATS software developed before this
agreement and gain the rights to all Assessment and Tax software developed as
part of this agreement.
f. A County Leaves the Consortium
If a county leaves the COUNTIES before the end of this contract or fails to pay
their portion of the Development costs they may continue to use the ORCATS
and Helion software as it exists at the time they leave but they have no other
ORCATS Counties Transition Contract -Effective 7-1-13 -Version 8-16-13 9
rights under this contract including future discounts and shared revenue from
sales. Any sales revenues received after a county leaves the COUNTIES will be
distributed according to Section Id between remaining COUNTY members and
Helion Software per distribution percentages specified. If a county wants to
return, they will be treated by HELION as a new customer.
Upon departing from the ORCATS COUNTY consortium, the departing county
remains responsible for payment of on-going support costs and the
Development costs for the fiscal year of its departure, and 50% of the
development costs for the fiscal year following its departure.
A departing county must provide all other member counties with written notice
of it departure at least 30 calendar days prior to departure.
g. law Changes
Neither the COUNTIES nor HELION shall be held responsible for any reasonable
delay or default caused by law changes to how property values or taxes are
calculated, collected or distributed.
The cost of rewrites necessitated due to legislative changes is assigned between
the counties and Helion as provided in section 3b. The COUNTIES share will
decrease and Hellions' share will increase by 20% each year until at the end of
the 5 year development cycle, Helion will be responsible for rewrites
necessitated due to legislative changes. Payment of said costs will be as agreed
by the parties.
In the event of substantial structural modifications to the Oregon property tax
system (example: implementation of a state-wide sales tax), this contract shall
become null and void and the parties will implement equitable remedies as
agreed.
h. The Consortium sells the ORCATS software.
For the first five years of this contract, the COUNTIES are restricted from selling
or otherwise transferring ownership ofthe ORCATS software which was
developed prior to this contract.
i. Return to Consortium
During the term of this agreement, any county which was (a) a member of the
original ORCATS consortium, and (b) did not contribute funding for the 2013
ORCATS Counties Transition Contract Effective 7-1-13 -Version 8-16-13 10
2014 Ongoing Support Costs and Development Investment Ongoing Support
Costs, must, as a pre-condition to becoming a party to this agreement, pay
Ongoing Support Costs and Development Investment Ongoing Support Costs
dating back to the beginning of the term of this agreement (according to
proportional allocation identified in 3a and 3b.)
5. Other Considerations
a. Key Man Insurance
For the length of this contract, HELION will purchase Key Man Insurance for Sam
Franklin and Murray Giesbrecht at its own expense. Money received from the
insurance policy will be used to fund additional management and technical staff
to compensate for the loss of Sam and/or Murray to ensure the success of this
contract.
6. Dispute Resolution
The parties agree that disputes which are not resolved through internal
administrative means must first be submitted to mediation before a lawsuit or
formal legal proceeding may be filed. The parties shall equally share the cost of
mediation. If the parties cannot agree on a Single mediator, the COUNTIES shall
select a mediator, HELION shall select a mediator, and those two mediators shall
then select a third mediator who shall serve as the lead mediator on the three
(3) mediator panel.
7. Notice
All notices, requests and other communications hereunder shall be deemed to
have been given if delivered personally, by registered or certified mail, postage
prepaid, by courier insuring overnight delivery or by fax transmission sent to the
proper recipient. Notice shall be provided to the persons designated below:
COUNTIES: HELlON:
Attn: Assessor Attn: President
Polk County Helion Software, Inc.
850 Main Street P.O. Box 3506
Dallas, OR 97338 Salem, OR 97302
ORCATS Counties Transition Contract -Effective 7-1-13 -Version 8-16-13 11
I
8. Execution and Counterparts
This agreement may be executed in several counterparts, each of which will be
an original, all of which will constitute but one and the same instrument.
ORCATS Counties Transition Contract -Effective 7-1-13 -Version 8-16-13 12
Attachments
A. Development Roadmap
B. Development Requirements
c. Support Description (to be provided by each individual county)
ORCATS Counties Transition Contract Effective 7-1-13 -Version 8-16-13 13
This page left
blank on purpose
Authorizing Signatures
Deschutes County, OR
Signature:
Alan Unger, Chair Printed Name:---Deschutes County Board of Commissioners
Date Signed:
ORCATS Counties Transition Contract -Effective 7-1-13 -Version 8-16-13 Authorizing Signatures 14
•
OReATS Technology and Development Roadmap
The following plan talks about current and anticipated technology stacks as well as the order of
development over the next six years (counting the current year).
Technology Plan
Wherever possible the new system will be browser-based. Browser-based software reduces the
installation and support time. It also allows us to run the Software as a Service ( SaaS ) for a county if
they choose. Upgrading the software can be accomplished very quickly, allowing Helion to be more
responsive. In the cases where richer interfaces are needed, client-server applications will be developed
with current technology.
Server Technology
C#
MVC3
SQL Server 2008 +
.NET 4.0+
Browser Technology
HTML5
Java Script
Client Technology
C#
WPF
.NET 4.0 +
Other county systems would be allowed to communicate with portions of the new system through web
services. Processing intensive applications will have the ability to be distributed across multiple
processors and multiple machines, dramatically reducing execution time.
ORCATS Technology and Development Roadmap 1
•
Development Plan
This is an overview of the software that will be developed and is organized by year to be developed and
delivered. This is only an approximation and the actual order may change.
Years 2012-2013
Tax Receipting
Years 2013-2015
Real/MS Appraisal
Integrated Property Query*
Web Query*
Appraisal Reports*
Appraisal Schedule Maintenance
Year 2015-2016
Tax Voucher
Tax Distribution
Tax Season
This includes value finalization, tax calculation and extension and all reports.
Real Sales and Ratio Study
Years 2016-2017
MS Account Management
Utility Account Management and Appraisal
Personal Account Management and Appraisal
Years 2017-2018
Real Account Management
ORCATS Technology and Development Roadmap 2
System Maintenance Applications will be developed as needed during the entire development process.
These include Configuration Management, User Management and Workflow.
*These applications and reports will be partially developed during the indicated year and further
developed as needed for other applications.
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1ORCATS Technology and Development Roadmap 3 i
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Development Requirements1
j Last Update: 16 August 2013
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#.ftEL..~ I Development Requirements
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I Table of Contents
2013-2015 Overview ..................................................................................................................................................1
Process ..................................................................................................................................................................1
Functionality ...........................................................................................................................................................1
Required Functionality .......................................................................................................................................1
Desired Functionality .........................................................................................................................................2
2013-2014 Development ............................................................................................................................................2
Technology ............................................................................................................................................................2
Logical Functions ..................'" ..............................................................................................................................2
Required Functionality .......................................................................................................................................2
Desired Functionality .........................................................................................................................................3
Application List .......................................................................................................................................................3
Data Elements .......................................................................................................................................................4
Deliverables .........................................................................................................................................................10
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Helion Software, Inc. P.O. Box 3506 Salem, OR 97302 • 1-866-HELIONl • www.helionsoft.com
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I ~~,.. I Development Requirements 1
2013-2015 Overview
The major development priorities for the 2013-2015 contract yearsare dedicated to creating new versions of the
Real/MS Appraisal, Integrated Property Query, Web Query, Appraisal Reports, and Appraisal Schedule
Maintenance. These new versions will be created using new technologies and techniques, allowing them to be
faster, better supported and more flexible.
Process
Helion will pursue development throughout the contract year on Property Appraisal. Development will
occur primarily in small increments. These increments will require input and review from representatives
from several different counties. As we approach different portions of development, Helion will identify
particular counties or individuals that we believe can make positive contributions as part of a Steering
Committee for that portion. In addition to advisement from the Steering Committee, Helion will present
progress to all counties every three months for feedback.
Functionality
On May 5th 2013, Helion met with representatives from several counties to design and discuss the needs
of the Property Appraisal system. The following is a list of required functionality followed by a loosely
prioritized list of desired functions. Helion will ensure that all of the required functionality is completed by
the delivery date in 2015. Our goal is to also include as many of the desired functions as possible.
Required Functionality
• Real Appraisal
o Residential
oLand
o Farm
o Commercial
o Industrial
o MS
• Appraisal Engine
• Factor Books
• Farm/Forest
• LCM's
• Trending
• MAV/Exception Values
• Special Assessments
• Notations
• Exemptions
• Balancing
• Floor Plans
• Imaging/Photos
• Reports
• Account Detail
• Recalcs
• Schedule Maintenance
• Copy Items (from this/other accounts/other years)
• Specially Assessed
• Exempt Property
• Prior Year Work
• Display Multiple Errors in a Consolidated Fashion
• Year-based Schedules
• Schedule Restructure
• Searching (Property Query Integration)
Helion Software, Inc. P.O. Box 3506 Salem, OR 97302 • 1-866-HELlONl • www.helionsoft.com
I "-::L~ I Development Requirements 2
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Desired Functionality
• Field Appraisal/Data Collection (Tablet Application)
• Mass Updates
• Improved Security and Auditing
• What Ifs
• G.I.S. Integration
• Searching (Property Query Integration)
• Workflow (Who is dOing what?)
• Multiple Appraisal Engine(s)
• Adjudication
• Undivided Interest
• Future Year Work
• Watercraft
• User Recalc
• Cut and Paste name and address from any locations where they are displayed.
• Improved Data Validation
• Allow for a test account that can be used for training, etc.
2013-2014 Development
The specific development tasks for the 2013-2014 year will revolve around laying a firm new foundation for
property appraisal going forward. Development will be aimed specifically at the storage, structures and logic
needed to calculate value. Development of full featured applications will full user interfaces will wait until the
2014-2015 year.
Technology
The following technologies will be used to build the new applications. (Additional technologies may be
leveraged as needed.)
Server Technology
o C#
o MVC4
o SQL Server 2005 +
o .NET 4.0 +
Browser Technology
o HTML5
o Java Script
Client Technology
o C#
o WPF
o .NET4.0 +
Logical Functions
The large deliverable for this year is the ability to run a qcounty-wide" recalc on a sample county and
compare the results to a recalc run using the "old" version of the software.
Required Functionality
• Real Property Appraisal -ability to calculate the market value on the following using
methods similar to the current Real Value Voucher:
o Residential
oLand
o Farm
o Commercial
Helion Software, Inc. P.O. Box 3506 Salem, OR 97302 • i-866-HELlONi • www.helionsoft.com
3 I-lllEL~ I Development Requirements I o Industrial
o MS
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• Appraisal Engine -create a separate set of code that can be called by multiple user
interfaces to calculate Real Market Value. Examples include: desktop, tablet and multi
account recalculation application.
• Factor Books-the appraisal engine will use Factor Books created/entered by the County
to calculate values. There can be multiple Factor Books and each account can be set to
use a particular one.
• LCM's -the appraisal engine will use Local Cost Modifier tables created/entered by the
County.
• Trending -the appraisal engine will use Trending tables created/entered by the County to
calculate values. The system will support both a cumulative trend and current year trend.
Trending can be applied to improvements and fragments.
• Specially Assessed-the appraisal engine will be able to calculate values for SAV and
MSAV for land and improvements.
• Recalcs (without interface) -for the first year, the system will be able to recalculate the
entire county or subset and return the values. A test interface will be used to validate the
appraisal engine. In 2014-2015 a user interface will be created for counties to use.
• Schedule Maintenance -the application will allow counties to maintain all calculation
schedules.
• Year-based Schedules -all schedules will be year based.
• Schedule Restructure -schedules will be restructured to allow for easier creation and
maintenance. (e.g. a Single schedule can be associated multiple areas)
Desired Functionality
• Field Appraisal/Data Collection (Tablet Application) - a portable application for working in
the field. The first priority is to enable data collection, though the system may eventually
include value calculation as well.
• Improved Security and Auditing -addition security features to enable tighter controls and
easier management of who has permission to perform various actions. Better auditing
allows for increased visibility into who performed key actions and when.
• What Ifs -allows for the creation of groups of schedules and other key data that can be
applied or discarded (in mass) based on the resulting value changes.
• Multiple Appraisal Engine(s) -separate valuation engines can be used, based on
configuration. This would allow for multiple methods appraisal, on example is the use of
schedules based on mathematic equations.
Application List
New versions of the following applications will be developed as part of the process for this contract year.
• Real Value Voucher
The first year will include only the backend processing. The application will be able to load value
and recalculate data. No user interface or data input screens will be built.
• Schedule Maintenance
The first year will include the ability add and maintain land/residential schedules.
Helion Software, Inc. P.O. Box 3506 Salem, OR 97302 • 1-866-HELIONl • www.helioosoft.com
4 IHIEL.~'" I Development Requirements
1
Data Elements
The following data elements will be included as part of the development process for this contract year.
o Real Account
• Account ID
• Year
• Unit ID
• Maintenance, Study and Neighborhood Area
• Property Class
• RMV Property Class
• Value Zone
• Tax Status
• Subtype
• Account Status
• Senior Citizen Number
• Disabled Citizen Number
• Appraiser
o Account Land Adjustments I • Land Adjustment Code
• RMV Land Use Code t • SAV Land Use Code , • RMV Size
I • SAVSize
• RMV Compute Flag
• SAV Compute Flag
• SAV
• MSAV
• RMVI o Land Fragment
• Tax Code Area
• Land Class ,1 • Value Source
• Square Foot/Acre Size
• Plan Zone
• SAV Land Use Code
• RMV Land Use Code
• Dual Fire Patrol flag
• SAV Compute Flag
• MSAV Compute Flag
• RMV Compute Flag
• RMV Trend Flag
• Separate Fragment Flag
• Exempt Flag
• SAV
• MSAV
• RMV
• Comments
• Fragment Land Adjustments (same data as Account Land Adjustments)
• Onsite Development (OSD)
• OSD Code
• SAV Compute Flag
• MSAV Compute Flag
• RMV Compute Flag
• RMV Trend Flag !
• SAV
I
Helion Software, Inc. P.O. Box 3506 Salem, OR 97302 • 1-866-HELIONl • www.heJionsoft.com
5 I ~ H!EL~
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I Development Requirements
• MSAV
• RMV
Improvements
• Site Number
• Building Number
• Tax Code Area
• Year Built
• Effective Year Built
• Year Remodeled
• Physical Percent
• Functional Percent
• Complete Percent
• Stat Class
• Quality Adjustment
• Physical Condition
• Functional Utility
• Appearance
• Level of Inspection
• Interior Inspection
• Exempt Percent
• RMV Compute Flag
• Override Percent
• RMV
• RMV Trend Flag
• Frozen Year
• SAV
• MSAV
• Square Foot Size
• Residential
• Floor (fields based on Floor type)
o Floor Type
o Room Details (Living rooms, dining rooms, etc.)
o Shape
o Square Footage
o RMV Compute Flag
o RMV
0 Class
0 Garage Info
0 Carport Info
0 Effective Year Built
0 Physical Percent
0 Complete Percent
0 Unfinished Class
0 Unfinished Size
0 Low Cost Class
0 Low Cost Size
0 Finished Class
0 Finished Size
0 Inventory
• Inventory Code
• Class
• Size I Quantity
• RMV Compute Flag
• Override Percent
• RMV
• Include with Floor Flag
• Apply LCM Flag
• Accessories
o Accessory Code
Helion Software, Inc. P.O. Box 3506 Salem, OR 97302 • 1-866-HELIONl • www.helionsoft.cQm
f
I'VEL.~ I Development Requirements f 6
! l 0 Classi 0 Size I Quantity
0 Effective Year Built
j 0 Functional Percent
0 Complete Percent
0 RMV Compute Flag
!
0 Override Percent
0 RMV
0 Include with Floor Flag
0 Apply LCM Flag
• Farm
• Building Type
• Farm Building RMV Compute Flag
• Quality
I • Dimensions
0 Width
0 Length
• InventoryJ 0 Inventory Code
0 Size I Quantity
0 RMV Compute Flag
0 Override Percent
0 RMV
0 Apply LCM Flag
• Accessories
0 Accessory Code
0 Size I Quantity
0 RMV Compute Flag
0 Override Percent
0 RMV
0 Apply LCM Flag
• Commercial
• Account Index
• Fragment Index
• Component
0 Approach Values
0 Approach Sections
0 Cost Approach (Entered)
• Calculation Type
• Land Percent
• Machine & Equipment
• Personal Property
• Total Value
• Additions
• Type
• System
• Description
• Units
• Cost
• Depreciation
o Income Approach
• Square Feet (Gross or Net)
• Rental Income
• Unit Type
• Count
• Period
• Rating
• Amount
Helion Software, Inc. P.O. Box 3506 Salem, OR 97302 • 1-866-HELIONl • www.helionsoft.com
""tEL.~ I Development Requirements 7I • Other Income
• Potential Gross Income
i
• Vacancy &Credit Loss
• Effective Gross Income
• Expense Percent
• Net Operating Income
• Tax Rate 1 • Nominal
• Effective
• Direct Capitalization
• PGI Multiplier
• EGI Multiplier
• Building Residual Interest Rate
• Building Residual Recapture Rate
• Mortgage Equity Loan to Value
• Mortgage Equity Yield Rate
• Mortgage Equity Loan Interest Rate
• Mortgage Equity Loan Term
o Market Approach
• Package Value I Square Feet
• Improvement Value I Square Feet
• Unit Value
• Unit Type
• Number of Units
1 • Rating
~ 0 Market Units
'\ • Manufactured Structure
MS Account 10l •
1 • Brand
• ModelJ • VIN Number
• Park Name
• AppraiserI I •
• MA
SA
• NH
• Exempt Title Number 1 • Home 10 Number
• X Number
• Sticker Number
• Tax Status
• Subtype
• Bedrooms
• Bathrooms
• Senior Deferral Number
• Disabled Citizen Number
• Floor (same as Residential)
• Inventory (same as Residential)
• Accessories (same as Residential)
• Improvement Adjustments
• Adjustment Code
• Calculation Type
• RMV Compute Flag
• Override Percent
• RMV
o Legal Descriptions
o Notations
Helion Software, Inc. P.O. Box 3506 Salem, OR 97302 • 1-866-HELlONl • www.helionsoft.com
I ., /IIIIIEL~ I Development Requirements 8
• Notation Code
• Tax Code Area
• Year Added
• Number of Years
• Value Amount
• Tax Amount
• Comment
o Exemptions
• Exemption Code
• Subtype
• Tax Code Area
• Phone
• Year Born
• Letter Year
• Claim Types
• Ownership
• Compute Flag
• Amount
o Special Assessments
• Special Assessment Code
l • Tax Code Area
• Acres
• Year to be Used
• Amount
I o Special Assessment Deferrals
• Deferral Code
• Description
• Tax Code Area
• Abatement
• Year Added
o Appraisal Maintenance
• Voucher Year
• Roll Type
• Operation
• Type
• Status
• Remarks
o Value Summary
• RMV
• SAV
• MSAV
• Measure 5 Value
• Exemption Value
• Exception Value
• MAV
• Assessed Value
o Transaction History -Vouchers
• Voucher Tables
o Real Property Schedules and Lookup Tables
• Land Schedules
• Improvement inventory schedules
• Improvement floor schedules
• Improvement accessory schedules
• Land Adjustment Schedules
• Improvement adjustment schedules
• Special Assessment schedules
• Land Fragment OSD schedules
• Notations
• Appraisal Maintenance Types
\ Helion Software, Inc. P.O. Box 3506 Salem, OR 97302 • 1-866-HELIONl • www.helionsoft.com
!
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9 I oj .. JttIIEL~ I Development Requirements
• Deferral Codes
• Exemption Types
Helion Software, Inc. P.O. Box 3506 Salem, OR 97302 • l-S66-HEllONl • www.hefionsoft.com
VI " 10""tEL.~ I Development Requirements
Deliverables
The following deliverables will be completed as part of the development process for this contract year.
• Calculation Comparison
Appraisal Engine and the resulting calculations from both the new Property Appraisal and the
"old" Real Value Voucher system will be compared. We will provide summaries of matching
values. All values will match between the systems or be accompanied by an explanation.
• Database Documentation
Helion will provide documentation regarding the database structures. This documentation will
include data types and structures.
• Calculation Documentation
Value calculations in Property Appraisal can be very complicated. Helion will provide
documentation describing the details of key calculations.
Helion Software, Inc. P.O. Box 3506 Salem, OR 97302 • 1-866-HELIONl • www.helionsoft.com
DATE (MMlDDYVYV)CERTIFICATE OF LIABILITY INSURANCE 3/14/2013
THIS CERnFICATE IS ISSUED AS A MATTER OF INFORMAnON ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
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IMPORTANT: If the must subject to
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In lieu of such
PRODUCER
Huggins Insurance Services, Inc.
1786 State St.
Salem, OR
97301
INSURED
HELION SOFTWARE, INC.
PO BOX 3506
SALEM, OR
97302
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INSR TYPE OF INSURANCE I~U:-"= POUCYHU~R POI,!~YEFF POUCYEXP UMITSLTR
GENERAL UABlUTY EACH OCCURRENCE $ 2,000,000
ffiMERClAL GENERAL LIABILITY ~~~~~'tE~~!t:o $ 300,000
A CLAIMS·MAOE [i] OCCUR X 52SBAU:t.9504 ~/11/2013 4/11/2014 MED EXP (Any one p$SM) $ 10,000
d PERSONAL & NJV INJURY $ 2,000,000
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excessLIAB CLAIMS-MNJE AGGREGATE $
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C WORKERS COMPENSA nON X I T~~TfJN:<; I IOJ~'AND EMPLOYERS'LIABIUTY YIN
ANY PROPRIETORIPARTNERIEXECUTIVE [!J NIA E.L, EACH ACCIDENT S 500 000OFFiCERIMEMBER EXCLUOEO? 52W1!:CRL9648 ~/1l/2013 4/11/2014(Nand.tory In NH) EL OISEASE· EA EMPLOYE! $ 500 000
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DESCRlPnON Of OPERAnOHS I LOCA nONS I VEHICLES {Attllcll ACORD 101, Additional Rernar1ls ScIled~e,1f mont spice IS 18qu1red)
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UPDATE: ERRORS & OMISSIONS LIABILITY RENEWAL
CERTIFICATE HOLDER CANCELLATION
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Assessors Office
Attn: Scot Langton
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Bend, OR 97701
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
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AIITllORIZED REPRESENTAnvE
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INJ::M'" <?01M" 01 Tho 6rnI:Jn n~rn.. l:IIt"-."I't""""", Q"" rcan;.tAPaA rn!:lrlte I'\f ArnDn
