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AI- 4249   4. C. 1.    
Commissioners Court - Regular
Meeting Date: 04/17/2013  
Authorize a HGACBuy, Contract No LP08-06, financing with Baystone Financial Group who is part of Kansas State Bank for a mail/deposit processing sys.
Submitted By: Elsa Saenz, Purchasing Department
Department: Purchasing Department  

Information
RECOMMENDATION
Authorize a HGACBuy, Contract No. LP08-06, financing with Baystone Financial Group, who is part of Kansas State Bank, for a sole source purchase from RT Lawrence Corporation of a mail/deposit processing system for the Tax Assessor’s office.
BACKGROUND
The Nueces County Tax Assessor Collector is seeking to finance a mail/deposit processing system by way of an initial payment this budget year and 5 additional annual payments. The Tax Office will own the equipment at the end of this period.

The proposed equipment will help streamline the back office operations in both property tax and motor vehicle departments. The Tax office currently processes a little over 176,000 parcels for property tax and 285,373 motor vehicle registrations as of August 31, 2012. The significance of the motor vehicle statistic is that Nueces County has increased total vehicle registrations by 19,232 since 2009. The demand on staff for mail in registration renewals continues to grow, and the need to modernize our operation to keep up with demand is paramount.

This equipment is currently being used in multiple counties across the state. The software system feeds directly to our current ACT property tax software, and a pilot project with TXDMV in Williamson County is currently wrapping up and the system is set to be released to the State’s DMV operating system in April of this year. The system in Williamson County has eliminated all mail backlogs, even during peak seasons to same day processing. The system works in the same manner as bank payment processing equipment, and will open, sort and deposit funds electronically for our office. The Tax office has seen the system in operation in two separate counties, and is convinced this necessary step will improve efficiencies in their office.
DISCUSSION
Purchase is in the amount of $129,998.40. It includes a $500.00 fee that is required to pay to HGAC ($100.00 per year of financing) in order to offer this financing.  Through budget adjustments to both personnel and operational changes they will apply the savings to this initial payment for this budget year.

Budget Information
Information about available funds
Budgeted: Funds Available: Adjustment: Amount Available:
Unbudgeted: Funds NOT Available: Amendment:
Account Code(s) for Available Funds
1:
Fund Transfers

Attachments
Kansas State Finance (2)
Baystone proposal
Baystone application
RTL prooposal
Sole Sorce equipment

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