The County of Fresno (COUNTY), on behalf of the Auditor-Controller/Treasurer-Tax Collector (ACTTC) and the Assessor-Recorder (ASSR), is seeking a new property management information system, for maintaining property valuation assessments, tax collection, and tax disbursement. The current system used by the COUNTY known as the Property Management Information System (PMIS) has been in service since 1968 and has been adapted to the continually evolving Revenue and Taxation Code changes and associated procedural and process changes in California during that time. The current system is a collection of COBOL applications and VSAM and flat files. The goal of the COUNTY is to implement the system(s) that best meet the needs of the ACTTC and ASSR, whether that system is an integrated system capable of performing all necessary tasks for both the ACTTC and ASSR or individual ACTTC and ASSR systems. The COUNTY is seeking proposals from vendors that can provide one or more of the following three possible solutions: A complete replacement system capable of performing all relevant tasks for the ACTTC and the ASSR functions. A replacement system capable of performing all relevant tasks for the ACTTC with the ability to interface with either the existing PMIS or a new separate system used by the ASSR. A replacement system capable of performing all relevant tasks for the ASSR with the ability to interface with either the existing PMIS or a new separate system used by the ACTTC. Vendors who have an integrated system (both ACTTC and ASSR) are requested to provide proposals and pricing individually for the ACTTC and ASSR along with a proposal and pricing for an integrated system. The vendor should be able to supply the system, documentation, training, and implementation of the new system ideally within two (2) calendar years of signing the contract. This system should be capable of replacing all functionality, at a minimum, currently available in the legacy PMIS utilized by ACTTC and/or ASSR. PMIS OVERVIEW The PMIS consists of several sub-systems, primarily retained by either ACTTC or ASSR. They are defined as follows: ACTTC SUB-SYSTEMS COLLECTION (CL) The Collection sub-system provides the ACTTC with a consistent method of processing all collections. Collection units are microfilmed, assigned a collection number, keyed, and entered into a batch system. The system edits, balances, and applies payments to the appropriate property tax file. The system provides audit trails and controls of all money received by the ACTTC. RATE STRUCTURE (RS) The Rate Structure sub-system maintains the tax rate area and rate structure files and computes the revenue district tax rates. This batch-system provides the ACTTC with file maintenance reporting, Tax Rate Booklet, Revenue District Tax Rate Proof, and other associated reports. SECURED DELINQUENT ROLL (SD) The Secured Delinquent Roll sub-system maintains unpaid current secured and secured supplementalproperty taxes. In addition, it maintains property records from the time the parcel goes tax default until it is redeemed, cancelled by Board order, or sold at public auction. This sub-system also provides online inquiry and batch update and reporting. SECURED ROLL (SE) The Secured Roll sub-system allows for the extension of the roll to add tax codes, tax rates, tax amounts, and calculations to each assessment for the issuance of the secured tax bills. Associated support includes maintenance to the roll, modification, and testing of the demand and batch billing programs, and preparing and reviewing secured tax bill forms. SUPPLEMENTAL ROLL (SS) The Supplemental Roll sub-system provides a supplemental roll. The system allows online roll changes, online inquiry, and batch processing for tax extension, tax billing, tax collection, apportionment of revenue collected, and associated value and tax reporting. UNSECURED PROPERTY ROLL (UP/UT) The Unsecured Property Roll sub-system maintains unsecured taxes from the certification and extension of the current unsecured roll, billing and collection, transfer of unpaid unsecured taxes to the current unsecured prior year roll, and transfer of unpaid prior year properties to the ACTTC’s Revenue Collections Unit after one year on the current unsecured prior year's roll for collection of past due amounts. ASSR SUB-SYSTEMS ASSESSORS INFORMATION CONTROL (AI) Senate Bill 813 provides for a Supplemental Roll. All units to be appraised must be processed separately and sequentially. Real property is to be appraised as of the date of the new ownership or new construction event. The Assessors Information Control sub-system assists the ASSR in the creation and maintenance of property base assessment information to prepare for the Supplemental Roll and the 601 Roll. This sub-system provides online master file update, inquiry, and batch process. APPRAISAL INFORMATION (AX) The Appraisal Information sub-system provides the ASSR with a system to maintain property characteristics. It allows for online inquiry and update of sales data such as property characteristics as they appear at the time of sale. HOMEOWNERS (HO) The Homeowners sub-system allows for the processing of property tax exemptions on a year-round basis as are allowed pursuant to R & T Code Section 218. MOBILE HOMES (MB) Legislation passed in 1979 and 1980 made certain mobile homes equipped and designed as a residence subject to property taxation rather than vehicle license fees, which has occurred starting with the 1981 assessment roll. The Mobile Homes sub-system provides the ASSR and ACTTC with a system to maintain mobile home information necessary to tax mobile homes in the same manner as conventional homes. PERSONAL PROPERTY (PP) The Personal Property sub-system assists the ASSR in securing information about and maintaining files of Secured and Unsecured personal property holdings. It provides an effective means of maintaining a cross-reference system to quickly relate an individual or entity to all of its personal property holdings. This sub-system allows online inquiry and update of personal property information and interfaces with the current secured and unsecured tax rolls. SITUS (SI) The Situs sub-system provides the ASSR with an online inquiry and update system to maintain street address information for all property. This sub-system also provides a cross index of street address and parcel number. SECURED MASTER (SM) The Secured Master sub-system provides an online inquiry and batch update of property names, addresses and values in preparation for the assessment roll. SECURED VALUES (SV) The Secured Values sub-system produces the assessment roll and associated value and tax rate area reports. The assessment roll and situs cross index to the roll are produced on fiche. SCHEDULING SYSTEM PROPERTY SCHEDULE (PS) Batch system which allows the ACTTC and ASSR to maintain and print a property job run schedule.
