REPORT/RECOMMENDATION TO THE BOARD OF SUPERVISORS
OF SAN BERNARDINO COUNTY
AND RECORD OF ACTION
December 3, 2024
FROM
ENSEN MASON, Auditor-Controller/Treasurer/Tax Collector
SUBJECT
Title
Amendment to Agreement with Ontario Systems, LLC d/b/a Finvi to Assign Agreement to Columbia Ultimate Business Systems, LLC.
End
RECOMMENDATION(S)
Recommendation
Approve Amendment No. 1 to Agreement No. 22-739 with Ontario Systems, LLC d/b/a Finvi to assign the Agreement to Columbia Ultimate Business Systems, LLC., due to change in ownership, retroactive to February 1, 2024, and ending on June 30, 2025, with no other changes to the existing contract.
(Presenter: John Johnson, Assistant Auditor-Controller/Treasurer/Tax Collector, 382-7005)
Body
COUNTY AND CHIEF EXECUTIVE OFFICER GOALS & OBJECTIVES
Improve County Government Operations.
Operate in a Fiscally-Responsible and Business-Like Manner.
FINANCIAL IMPACT
Approval of this item will not result in the use of additional Discretionary General Funding (Net County Cost). Sufficient appropriation has been included in the Auditor-Controller/Treasurer/Tax Collector’s (ATC) 2024-25 budget. Approval of the assignment of the Agreement with Ontario Systems, LLC d/b/a Finvi to Columbia Ultimate Business Systems, LLC will enable ATC’s Revenue Recovery Division to pay its annual licensing costs and continue to provide debt collection services to County departments and to the Superior Court.
BACKGROUND INFORMATION
On August 9, 2022 (Item No. 13), the Board of Supervisors (Board) approved an Agreement with Ontario Systems, LLC d/b/a Finvi for Revenue Plus Collector System (RPCS) Software Licensing, Support, and Development in the amount of $816,668 for a period of three years from July 1, 2022, through June 30, 2025. Columbia Ultimate Business Systems, LLC (CUBS), a subsidiary of Ontario Systems, LLC, developed and administers the proprietary RPCS software. The continued licensing and support of the RPCS software will ensure the continued use and support of RRD’s primary software application, which is needed to perform all facets of collection activity, including maintaining all account history such as calls made and received; notating all correspondence, balances due, and payments made; sending letters and requests for information to locate assets; completing tax interception, including preparing submission modifications, deletions, and posting money received; tracking next steps for workflow on the collection accounts; and interfacing automated batch jobs for gathering and updating demographic information.
In January 2024, Avenu Holdings, LLC, acquired the State and Local Government portion of Ontario Systems, LLC d/b/a Finvi. CUBS is now an affiliate and wholly owned subsidiary of Avenu Holdings, LLC. After the acquisition, Avenu Holdings, LLC notified ATC in late April 2024 that the Agreement with Ontario Systems, LLC d/b/a Finvi was assigned to CUBS, effective February 1, 2024. Due to the complexity of the acquisition, drafting the amended contract to meet CUBS terms was time-consuming and the negotiations included renewals, Schedule As, and Scopes of Work. Over the last few months, discussions between the ATC, the Purchasing Department, and County Counsel took place in order to finalize contract amendment documents for the assignment and are now presented to the Board of Supervisors (Board) at the first available Board meeting since the conclusion of such discussions.
ATC recommends approval of the Amendment to assign the Agreement to CUBS to allow the Revenue Recovery Division to continue providing debt collection services to County departments and to the Superior Court.
PROCUREMENT
Not applicable.
REVIEW BY OTHERS
This item has been reviewed by County Counsel (Kristina Robb, Deputy County Counsel, 387-5455) on November 8, 2024; Risk Management (Greg Ustaszewski, Staff Analyst, 386-9008) on November 13, 2024; Purchasing (Jessica Barajas, Supervising Buyer, 387-2065) on November 6, 2024; Finance (Penelope Chang, Administrative Analyst, 387-4886) on November 8, 2024; and County Finance and Administration (Paloma Hernandez-Barker, Deputy Executive Officer, 387-5423) on November 14, 2024.