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Home My WebLink About840086.tiff RESOLUTION RE: APPROVAL OF COUNTY ASSESSMENT AUTOMATION PROGRAM GRANT CON- TRACT BETWEEN THE STATE DEPARTMENT OF LOCAL AFFAIRS AND WELD COUNTY, COLORADO WHEREAS , the Board of County Commissioners of Weld County, Colorado , pursuant to Colorado statute and the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS , a contract between the State Department of Local Affairs and Weld County, Colorado, concerning computerizing the property assessment process , has been presented to the Board of County Commissioners for its review and approval, and WHEREAS , the Board, after study and review, deems it advis- able and in the best interests of the citizens of Weld County, to approve said contract, a copy being attached hereto and in- corporated herein by reference. NOW, THEREFORE, BE IT RESOLVED by the Board of County Com- missioners of Weld County, Colorado that the contract between the State Department of Local Affairs and Weld County, Colorado be , and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chairman be, and hereby is , authorized to sign said contract. The above and foregoing Resolution was , on motion duly made and seconded, adopted by the following vote on the 25th day of April , A.D. , 1984 . BOARD OF COUNTY COMMISSIONERS ATTEST: Inhad. Liatuvidtettni WELD COUNTY, COLORADO Weld County Clerk and Recorder EXCUSED DATE OF SIGNING - AYE and Clerk to the Board Norman Carlson, Chairman e ty County Clerk �y7acq line o inson, Pro-Tem APPROV AS TO FORM: EXCUSED Gene R. Brantner l Count Atto ney Chuck Carlson hn T. Martin 840086 043084 Pena h-A4'B2A DEPAR. _NT OR AGENCY NUMBER Si cc.-o CONTRACT ROUTING NUMBER v/ O-91/ CONTRACT THIS CONTRACT, made this 23rd day of April 1984, by and between the State of Colorado for the use and benefit of the Department of '1 Local Affairs hereinafter referred to as the State, and '2 The Board of County Commissioners of Weld County hereinafter referred to as the contractor, WHEREAS, authority exists in the Law and Funds have been budgeted, appropriated and otherwise made available and a sufficient nencumbered balance thereof remains available for payment in Fund Number/OO/ G/L Account Number�Y/(o/, Contract Encumbrance Numbe( . 32 ; and WHEREAS, required approval, clearance and coordination has been accomplished from and with appropriate agencies; and WHEREAS, '3 'he State desires to assist counties of the State in computerizing the property assessment process; and WHEREAS, pursuant to 39-2-109 and 29-1-301, C.R.S. as amended, the County Assessment Automation Program is created, which is to be administered by the Property Tax Administrator; and WHEREAS, application for distribution from the Program General Funds has been received by the Department of Local Affairs; and ' WHEREAS, the Executive Director of the Department of Local Affairs, in accordance with the recommendation of the Property Tax Administrator, desires to distribute said funds pursuant to law; and WHEREAS, the Contractor is an eligible political subdivision to receive computerization assistance; NOW THEREFORE, it is hereby agreed that Area Covered. The Contractor shall perform and accomplish all the necessary work and services and terms and conditions provided under this Contract in connection with and respecting the following area: Weld County 2. Scope of Services. In consideration for the monies to be received from the State, the Contractor shall do, perform, and carry out, in a satisfactory and proper manner, as determined by the State, all work elements and services and terms and conditions as indicated in the "Three Year Plan", dated 4/28/]984 set forth in the attached Exhibit A, and as indicated in the Three-Year Data Processing Plans dated 2/10/1984 as set forth in the attached Exhibit B, together hereinafter referred to as the "Project", which are incorporated herein and made part of this Contract by this reference. { v Irk wit".1N 5 VA 9 r n i♦ . , k.ttt k a w 3. Responsible Administrator. The performance of the services required hereunder shall be under the direct supervision of Weld County Commissioners an agent or employee of the Contractor, who is hereby designated administrator-in-charge of the Project. At any time the administrator-in-charge is no longer an agent or employee of the Contractor, the Contractor will immediately appoint a replacement and notify the Property Tax Administrator to that effect. 4. Time of Performance. This Contract shall become effective upon proper execution of this Contract. The Project contemplated herein shall commence as soon as practicable after the execution of this contract and shall be undertaken and performed in the sequence set forth in the attached Exhibit A; except that ordinary schedule delays may be accepted providing that they do not delay overall Project completion by more than three (3) months. Delays of greater than three (3) months to Project completion as defined by Exhibit A and change of vendors as defined by Exhibit B must be submitted by the Contractor to the State and approved and incorporated herein by proper amendment prior to execution. 5. Compensation and Method of Payment. The State agrees to pay the Contractor, in consideration for the work and services to be performed, a total amount not to exceed 7,500.00 during State Fiscal Year 1983-1984 . The time of payments to be ninety (90) percent of the dollar amount within thirty (30) days of proper execution of this Contract, and the remaining ten (10) percent of the dollar amount within thirty (30) days of receipt by the State of a paid vendor invoice itemizing work performed, services rendered and respective costs. Notwithstanding anything in this Contract to the contrary, in no case shall total State payments under this Contract exceed the lesser of $7,500 or fifty (50) percent of total Project expense in any State Fiscal Year. 6. Financial Rules. The Contractor shall follow the State of Colorado Local Government Financial Management Manual financial rules and procedures for accounting, reporting expenditures, budgeting and procurement, etc. Minimum standards to be adhered to are those contained in the State of Colorado Local Government Financial Management Manual (State Auditor' s Office) . 7. Mandatory Audit. The Contractor shall include the transactions of all Project funds in the annual audit and audit report required by the Colorado Local Government Audit Law, C.R.S., 29-1-601, et seq. Such audit report shall be simultaneously submitted to the State and the State Auditor. Thereafter the Contractor shall supply the State with copies of all correspondence from the State Auditor related to the • relevant audit report. If the audit reveals evidence of non-compliance with applicable law, the State reserves the right to institute compliance or other appropriate proceedings notwithstanding any other judicial or administrative actions filed. 8. Responsible PersonneL. The Contractor represents that he has, or will secure all personnel required in performing the services under this Contract. Such personnel shall not be employees of or have any contractual relationship with the State. All of the services required hereunder will be performed by the Contractor or under his supervision, and all personnel engaged in the work shall be fully qualified and shall be authorized under state and local law to perform such services. None of the work or services covered under this Contract shall be subcontracted without the prior written approval of the State. Page 2 of pages T. .I“O. 9. Termination of Contract for Cause. If, through any cause, the Contractor shall fail to fulfill in timely and proper manner his obligations under this Contract, or if the Contractor shall violate any of the covenants, agreements, or stipulations of this Contract, the State shall thereupon have the right to terminate this Contract by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least five (5) days before the effective date of such termination. Notwithstanding the above, the Contractor shall not be relieved of liability to the State for any damages sustained by the State by virtue of any breach of the Contract by the Contractor, and the State may withhold any payment to the Contractor for the purpose of settlement until such time as the exact amount of damage due the State from the Contractor is determined. 10. Termination for Convenience of State. The State may terminate this Contract at any time by giving written notice to the Contractor of such termination and specifying the effective date thereof, at least fifteen (15) days before the date of such termination. If the Contract is terminated by the State as provided herein, the Contractor will be paid an amount which bears the same ratio to the total compensation as the services actually performed bear to the total services of the Contractor covered by this Contract less payments of compensation previously made. 11. Interest of members of State and others. No officer, member, or employee of the State and no members of its governing body, and no other public official of the governing body of the locality or localities in which the project is situated or being carried out who exercises any functions or responsibilities in the review or approval of the undertaking or accomplishment of this Project shall participate in any decision relating to this Contract which affects his personal interest or the interest of any corporation, partnership, or association in which he is directly or indirectly interested, or which corporation, partnership or association has any personal or pecuniary interest, direct or indirect, in this Contract or the proceeds hereof. Political activities are prohibited under this Contract and no funds will be used to provide transportation to the polls or other assistance in connection with elections. 12. Assignability. The Contractor shall not assign any interest in this Contract, and shall not transfer any interest in the same (whether by assignment or novation), without the prior written consent of the State thereto. 13. Subassignments. The terms and conditions of this contract shall be made applicable in any subcontract by the Contractor to carry out any activities indicated in the Scope of Services. 14. Interest of Contractor. The Contractor covenants that he presently has no interest and shall not acquire any interest, direct or indirect, which would conflict in any manner of degree with the performance of services required to be performed under this Contract. The Contractor further covenants that in the performance of this Contract no person having any such interest will be employed. 15. Officials not to Benefit. No member of or delegate to the Congress of the United State of America, and no resident commissioner, shall be admitted to any share or part hereof or to any benefit to arise herefrom. pages Page 3 of w 16. Nondiscrimination Provision. No person shall on the grounds of race, color, national origin, or sex be excluded from participation or be denied the benefits of, or be subjected to discrimination under, any program or activity funded in whole or in part with funds made available under the contract. Any prohibition against discrimination on the basis of age under the Age Discrimination Act of 1975 or with regard to otherwise qualified handicapped individuals as provided in Sec. 504 of the Rehabilitation Act of 1973 shall also apply to any such program or activity. The Contractor agrees to indemnify and hold the State harmless from any claims or demands which may arise under this provision. 17. Conflict Provision. In the event of any conflict or variance between terms of this Contract or of any exhibit or attachment the terms and conditions of this Contract shall supersede, govern and control; then those of Exhibit A, and finally Exhibit B, other attachments in numerical order, in that order. Page 4 of Cc pages Form oMC-02B SPECIAL PROVISIONS CONTROLLER'S APPROVAL I. This contract shall not be deemed valid until it shall have been approved by the Controller of the State of Colorado or such assistant as he may designate. This provision is applicable to any contract involving the payment of money by the State. FUND AVAILABILITY 2. Financial obligations of the State payable atter the current fiscal year are contingent upon funds for that purpose being appropriated, budgeted and otherwise made available. BOND REQUIREMENT 3. If this contract involves the payment of more than fifty thousand dollars for the construction,erection, repair. maintenance. or improvement of any building. road. bridge, viaduct, tunnel, excavation or other public work for this State. the contractor shall. before entering upon the performance of any such work included in this contract, duly execute and deliver to and tile with the official whose signature appears below for the State, a good and sufficient bond or other acceptable surety to be approved by said official in a penal sum not less than one-half of the total amount payable by the terms of this contract. Such bond shall be duly executed by a qualified corporate surety, conditioned for the due and faithful performance of the contract, and in addition, shall provide that if the contractor or his subcontractors fail to duly pay for any labor, materials, team hire. sustenance, provisions. provendor or other supplies used or consumed by such contractor or his subcontractor in performance of the work contracted to be done. the surety will pay the same in an amount not exceeding the sum specified in the bond,together with interest at the rate of eight per cent per annum. Unless such bond, when so required. is executed, delivered and filed, no claim in favor of the contractor arising under this contract shall be audited, allowed or paid. A certified or cashier's check or a bank money order made payable to the Treasurer of the State of Colorado may be accepted in leiu of a bond. MINIMUM WAGE 4. Except as otherwise provided by law, if this contract provides for the payment of more than five thousand dollars and requires or involves the employment of laborers or mechanics in the construction- alteration or repair of any building or other public work, l except highways, highway bridges, underpasses and highway structures of all kinds) within the geographical limits of the State, the rate of wage for all laborers and mechanics employed by the contractor or any subcontractor on the building or public work covered by this contract shall be not less than the prevailing rate of wages for work of a similar nature in the city, town,village or other civil subdivision of the State in which the building or other public work is located. Disputes respecting prevailing rates will be resolved as provided in 8-16-101. CRS 1973. as amended. DISCRIMINATION AND AFFIRMATIVE ACTION 5. The contractor agrees to comply with the letter and spirit of the Colorado Antidiscrimination Act of 1957, as amended, and other applicable law respecting discrimination and unfair employment practices (24.34--402CRS 1973, as amended).and as required by Executive Order, Equal Opportunity and Affirmative Action, dated April 16, 1975.Pursuant thereto, the following provisions shall be contained in all State contracts or sub-contracts. During the performance of this contract, the contractor agrees as follows: (I) The contractor will not discriminate against any employee or applicant for employment because of race, creed, color. national origin, sex, marital status, religion, ancestry, mental or physical handicap, or age. The contractor will take affirmative action to insure that applicants are employed, and that.employees are treated during employment,without regard to the above mentioned characteristics. Such action shall include, but not be limited to the following: employment, upgrading, demotion, or transfer, recruitment or recruitment advertising; lay-offs or terminations;rates of pay or other forms of compensation;and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices.to be provided by the contracting officer setting forth provisions of this non-discrimination clause. (2) The contractor will. in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, creed. color, national origin, sex. marital status, religion, ancestry, mental or physical handicap, or age. (3) The contractor will send to each labor union or representative of workers with which he has collective bargaining agreement or other contract or understanding, notice to be provided by the contracting officer, advising the labor union or workers' representative of the contractor's committment under the Executive Order, Equal Opportunity and Affirmative Action, dated April 16, 1975, and of the rules, regulations.and relevant Orders of the Governor. (4) The contractor and labor unions will furnish all information and reports required by Executive Order. Equal Opportunity and Affirmative Action of April 16. 1973, and by the rules, regulations and Orders of the Governor, or pursuant thereto, and will permit access to his books, records. and accounts by the contracting agency and the office of the Governor or his designee for purposes of investigation to ascertain compliance with such rules, regulations and orders. (5) A labor organization will not exclude any individual otherwise qualified from full membership rights in such labor organization, or expel any such individual from membership in such labor organization or discriminate against any of its members in the full enjoyment of work opportunity, because of race,creed, color,sex,national origin, or ancestry. (6) A labor organization, or the employees or members thereof will not aid,abet,incite,compel or coerce the doing of any act defined in this contract to be discriminatory or obstruct or prevent any person from complying with the provisions of this contract or any order issued thereunder;or attempt,either directly or indirectly, to commit any act defined in this contract to be discriminatory. 395-5301-1022 page 5 of 6 pages Form 6-AC-02C (7) In the event of the contractor's non-compliance with the non-discrimination clauses of this contract or with any of such rules, regulations, or orders, this contract may be cancelled, terminated or suspended in whole or in part and the contractor may be declared ineliydble for further State contracts in accordance with procedures, authorized in Executive Order, Equal Opportunity and Affirmative Action of April 16, 1975 and the rules, regulations, or orders promulgated in accordance therewith, and such other sanctions as may be imposed and remedies as may be invoked as provided in Executive Order, Equal Opportunity and Affirmative Action of April 16, 1975, or by rules, rep;dations, or orders promulgated in accordance therewith, or as otherwise provided by law. (8) The contractor will include the provisions of paragraphs (1) through (8) in every sub-contract and sub-contractor purchase order unless exempted by rules, regulations, or orders issued pursuant to Executive Order. Equal Opportunity and Affirmative Action of April 16, 1975,so that such provisions will be binding upon each sub-contractor or vendor. The contractor will take such action with respect to any sub-contracting or purchase order as the contracting agency may direct, as a means of enforcing such provisions, including sanctions for non-compliance; provided, however, that in the event the contractor becomes involved in, or is threatened with, litigation with the subcontractor or vendor as a result of such direction by the contracting agency, the contractor may request the State of Colorado to enter into such litigation to protect the interest of the State of Colorado. COLORADO LABOR PREFERENCE 6. Provisions of S-17-101. & 102. CRS 1973 Tor preference of Colorado labor are applicable to this contract if public works within the State are undertaken hereunder and are financed in whole or in part by State funds. GENERAL 7. The laws of the State of Colorado and rules and regulations issued pursuant thereto) shall he applied in the interpretation, execution and enforcement of this contract. Any provision of this contract whether or not incorporated herein by reference which provides for arbitration by any extra-judicial body or person or which is otherwise in conflict with said laws, rules and regulations shall be considered null and void, Nothing contained in any provision incorpora led herein by reference which purports to negate this or any other special provision in whole or in part shall be valid or enforceable or available in any action at law whether 1w way of complaint, defense or otherwise. Any provision rendered null and void by the operation of this provision will not invalidate the remainder of this contract to the extent that the contract is capable of execution. S. Hoe signatories hereto aver that they are lamiliar with IS-}4.301, et seq., (Bribery and Corrupt Influences) and IS-8-401. el seq_, (Abuse of Public Office), C.P S. 1973. as amended, and that no violation of such provisions is present. 9. The signatories aver that to their knowlei'ge. no state employee has any personal or beneficial interest whatsoever in the service-or property described herein. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the day first above written. Board of County Commissioners STATE OF COLORADO of Weld County R11ulAR ) 1). hA:1111, G(FV it NOR Contractor. Ity s L32�7-122x., . IEPA Position __.Chairman of the Board OF( j�2 A S scut Security Number APPROVALS ry{��{ /q,�, AlIORNI.P G I NI'R Si] �: r. U) - OI I1R PIS) """ " " �.>~ A. r •' as F' . 1 . n'ral Legal rvices / / -- — Page 6_ which is the last of__6 pages *See lustre:lions on reverse side. WELD COUNTY THREE-YEAR BATA PROCESSING PLAN Quality is measured and controlled from daily print-outs of changes made to the system. these print-outs are checked against documents used to make the changes. Our Data Coordinator has worked with the Computer Center from the first phase of conversion, setting up tables to correspond with State manual tables and setting methods of entering data to Characteristic file to match Master file. Security has been assigned to only two employees for making changes to tables since all data entered is calculated from the table look-up. We are continually educating our employees in the importance of entering the information on the screens and editing the information entered. Each employee using the CRT has been assigned an employee number and their own pass-word which gives us the ability to trace errors and measure quality of production. Our print-outs consist of transfers, valuation changes to Master file, changes to Characteristic file, adds, deletions, address changes, splits of land. The print-out gives us a before and after to accounts with the employee number that make the change. We receive fiche of these changes two times each year to file as permanent records. Validation reports are received prior to Notices of Valuation being printed which gives us a chance to clean up errors. The validation report is driven off the matching of the two systems and prints out the mis-matches. After errors have been corrected the Characteristic system is used to calculate the assessed values and they are moved to the Master file. Regular staff meetings will be scheduled to address detected errors in the entering of data and other related problems. It is scheduled, as of June 1, 1984, to assign certain appraisers to certain clerks with the clerks being responsible for entering the entire appraisal into the system. Until the two systems (Characteristic system and Master system) are merged, the changes to a parcel has to be entered on both systems. 1 CrtE- I THREE-YEAR DATA PROCESSING PLANS ��wwo vy� 1 � lit �� 1984 ENHANCEMENT TO PRESENT SYSTEM: V 1 . Farm land screens to calculate actual value by number of acres by class and and sub-class. Tables with amount per acre of class and sub-class. 2. Mobile Home screens modified to comply with changes in State Laws. 3. Condominiums on-line to be calculated as to type and price per square foot. This is being done in two phases. Phase I; entering square footage and type of each unit for calculation. Phase II; entering details (Heating, appliances, plumbing, etc.) 4. Tables for abstract code on line to match characteristic system with master system. Validation reports on those that mis-match. Abstract codes with building type are used to control percent of assessment (21%-29%) 1985 ENHANCEMENT TO PRESENT SYSTEM: 1 . Sales information for 1986 re-appraisal, 1984 Base year - 1982-83 sales information entered from recorded deeds. 2. To modify computerized appraisal records to retain history of transfers and valuation changes. Carry total actual and assessed values of all buildings to front of 001 record. Computerized appraisal records have same format as State approved records. 3. To merge characteristic system and master system into one system. Up-date to the characteristic system would automatically up-date the master system applying the assessment percent for assessed value. Two year project. 1986 ENHANCEMENT TO PRESENT SYSTEM: 1 . Combine Assessor and Treasurer systems. Complete project to merge Assessor's systems. 1047 THREE-YEAR ' LAN CHECKLIST This checklist has been designed tc assist you in submitting the proper three-year planning materials to ccuform to the County Assessment Automation Grant Program. It is possible that the span of your plan will be less than three years. However, for those counties that are not automated to any significant extent, it will almost certainly take more than two years and probably three years to become fully automated. Three years should be the outside planning limit. This checklist is divided into two sections. Section I may be completed at any time. Section II, however, should not be completed until just before you mail all three year planning materials (including this checklist) to the Division of Property Taxation. I. REQUIRED CALCULATIONS 1984 A. Total System Costs Hardware: $ 26,198. 51,300. Administrative Software: '$ Appraisal Software: $ Training (cost beyond training 34,799. included with purchase ) : $ Other (specify) : 1,422 . ( y) : FICHE $ 113,719. Grand Total : $ COPY OF BUDGET ATTACHED. WE ARE AT THIS TIME EXCEEDING OUR BUDGET AND IT IS MY UNDERSTANDING THAT WE WILL RECEIVE A SUPPLEMENT OF $16,000.00. • ....L aa1Mii..i' Y f.. ,. --..,. .UIYy.A..1. ._ -rHH ----1 I _� . __ I I j } }cz 1-? 1--f ' • - • t. - t,i . .___1____ 1 I _ —� i__ --0 ' f---i_-- , __c. Yom; i ' ,�.r.r,._...,� _..�.. _...__. .. 1-- -.----�- a v t--' i - . . ... ..- } I I I -- n— IJ _ • � _ ._ Tom„ r f[ , — 'Y � f '� r-. I I I r r1. ---,- - 1 - - - } . .• 1 p.. ... ...LA_ 3 1 __. 4. h _ r L • 1 -1-7: • a w cs 1 z ZU a vii H H } - Wu) Imo i � H W Q x x 0 W ,.. F• A � •a cn • � I o I t�" :, 7 L rsi 0 O C H I W 1 T .T r- a., 2 8 I W I THREE-YET PLAN CHECKLIST • This checklist has been designed to assist you in submitting the proper three-year planning materials to conform to the County Assessment Automation Grant Program. It is possible that the span of your plan will be less than three years. However, for those counties that are not automated to any significant extent , it will almost certainly take more than two years and probably three years to become fully automated. Three years should be the outside planning limit. This checklist is divided into two sections. Section I may be completed at any time. Section II, however, should not be completed until just before you mail all three year planning materials (including this checklist) to the Division of Property Taxation. I. REQUIRED CALCULATIONS 1985 ESTIMATED A. Total System Costs 34,500. Hardware: S Administrative Software: S 67,665. Appraisal Software: S Training (cost beyond training included with purchase) : S 45,900. Other (specify) : FICHE S 1,875. Grand Total : $ 149,940 (150,000.) rl' 4 a � � 2mar by snow NII N. I __ ■ �__� ewe �e ■IMI_�� _ -, ■�■■�� I • 4-, ®e �� . I rall o IMMINIMINE MI .. � — Ma. ran. _ re } e1eee e MIMI _. . ma fa cz i - e re W H v Q cn >-iW F cn N cn g ,_, Q cn • r4 w P. ell F Q 4L' cn 41 i= x ryHry� W P] cn c £ i�1 Hew 8.". vi c rH , G � � C4 �W , N 99. —.I c9 THREE-YEAR PLAN CHECKLIST This checklist has been designed ti assist you in submitting the proper three-year planning materials to conform to the County Assessment Automation Grant Program. It is possible that the span of your plan will be less than three years. However, for those counties that are not automated to any significant extent , it will almost certainly take more than two years and probably three years to become fully automated. Three years should be the outside planning limit. This checklist is divided into two sections. Section I may be completed at any time. Section II, however, should not be completed until just before you mail all three year planning materials (including this checklist) to the Division of Property Taxation. I. REQUIRED CALCULATIONS 1986 ESTIMATED A. Total System Costs Hardware: $ 34;500. Administrative Software: $ 67,665. Appraisal Software: $ ' � Training (cost beyond training 45.900. included with purchase) : $ Other (specify) : FICHE $ 1 .875. Grand Total : $ 149,940 (150,000.) ._J, C TO .. .. - . ...-. - I I I I -1 I j I 1 I O 4, �' I �I , I I a) I flHH I i j I I , tO I CO I I I yp a cc ! I 1. C I I I 1 I U L. I j Li- I I C ro C i O H Ck) C7 [n.0 O W W 47 fn F O H W >-i-n FG cn Vl V] a ¢ tn4 w w H Z W ':, a H H v, � cn oadJ ' ,. xs. ia, 0 W0 �I I . I ' THREE-YEAR DATA PROCESSING PLANS 1984 ENHANCEMENT TO PRESENT SYSTEM: 1. Farm land screens to calculate actual value by number of acres by class and and sub-class. Tables with amount per acre of class and sub-class. • '2. Mobile Home screens modified to comply with changes in State Laws. 3. Condominiums on-line to be calculated as to type and price per square foot. This is being done in two phases. Phase I; entering square footage and type of each unit for calculation. Phase II; entering details (Heating, appliances, plumbing, etc.) 4. Tables for abstract code on line to match characteristic system with master system. Validation reports on those that mis-match. Abstract codes with building type are used to control percent of assessment (21%-29%) 1985 ENHANCEMENT TO PRESENT SYSTEM: 1. Sales information for 1986 re-appraisal, 1984 Base year - 1982-83 sales information entered from recorded deeds. 2. To modify computerized appraisal records to retain history of transfers and valuation changes. Carry total actual and assessed values of all buildings to front of 001 record. Computerized appraisal records have same format as State approved records. 3. To merge characteristic system and master system into one system. Up-date to the characteristic system would automatically up-date the master system applying the assessment percent for assessed value. Two year project. 1986 ENHANCEMENT TO PRESENT SYSTEM: 1 . Combine Assessor and Treasurer systems. Complete project to merge Assessor's systems. ^1 I -(- I I -1---f -I I I -- U 1 I G l I 2 ___l I f \ ill Y- 'l1 1 ► �� I I I I l _ --I -i--1 — 1 — la I — I . as�° — l -- • _7 ry o .."-I-1 I 1 I — 1 �-1 _— —,. -1I r— -, .r I I ----i - - v I (--I c, — — c N -' l `‘'' - — - TII I l i — of' h I f — - I 1 _ L \ u>i I I .o -, I — I -I HP11E-1 --I -I: a` • 2 a cn w n z cn z w a z w U H a W H i . Z w w H H w o ` w 41 Z 6 Cil 0 c,--, , ilia z w wz w - 4 Q F' a H v v }4' a o ca,, a u a w o o H w r.;-2- - 7I H Ia r? I o i . �_ THREE-YEAR PLAN CHECKLIST • This checklist has been designed tc assist you in submitting the proper three-year planning materials to conform to the County Assessment Automation Grant Program. It is possible that the span of your plan will be less than three years. However, for those counties that are not automated to any significant extent, it will almost certainly take more than two years and probably three years to become fully automated. Three years should be the outside planning limit. This checklist is divided into two sections. Section I may be completed at any time. Section II, however, should not be completed until just before you mail all three year planning materials (including this checklist) to the Division of Property Taxation. I. REQUIRED CALCULATIONS 1984 A. Total System Costs Hardware: $ 26,198. 51,300. Administrative Software: >s _ Appraisal Software: $ • Training (cost beyond training 34,799. included with purchase) : $ Other (specify) : FICHE $ 1,422 . 113,719. Grand Total : $ COPY OF BUDGET ATTACHED. WE ARE AT THIS TIME EXCEEDING OUR BUDGET AND IT IS MY UNDERSTANDING THAT WE WILL RECEIVE A SUPPLEMENT OF $16,000.00. • -I THREE-YEAR PLAtI CHECKLIST • This checklist has been designed to assist you in submitting the proper three-year planning materials to conform to the County Assessment Automation Grant Program. It is possible that the span of your plan will be less than three years. However, for those counties that are not automated to any significant extent , it will almost certainly take more than two years and probably three years to become fully automated. Three years should be the outside planning limit. This checklist is divided into two sections. Section I may be completed at any time. Section II, however, should not be completed until just before you mail all three year planning materials (including this checklist) to the Division of Property Taxation. I. REQUIRED CALCULATIONS 1985 ESTIMATED A. Total System Costs Hardware: $ 34,500. Administrative Software: $ 67,665. • Appraisal Software: $ Training (cost beyond training included with purchase) : $ 45, 900. Other (specify) : FICHE $ 1,875. Grand Total : $ 149,940 (150,000.) • -1 ' l I 0 f 1 4.) C., . • CL 1 ► .1} aCC CT A i T- > 1 J I m ! •CI L E f _. r .. d .C, U S. 4) 1 Li- r C W w H H W En NI VI 1:4 H A O cn 6M ax W WO w a4 c GG O cn • Hp Ern z 44 c.n 1 W z . -4Z ! THREE-YEAR PLAN CHECKLIST • This checklist has been designed t) assist you in submitting the proper three-year planning materials to conform to the County Assessment Automation Grant Program. It is possible that the span of your plan will be less than three years. However, for those counties that are not automated to any significant extent , it will almost certainly take more than two years and probably three years to become fully automated. Three years should be the outside planning limit. This checklist is divided into two sections. Section I may be completed at any time. Section II, however, should not be completed until just before you mail all three year planning materials (including this checklist) to the Division of Property Taxation. I. REQUIRED CALCULATIONS 1986 ESTIMATED A. Total System Costs Hardware: 34,500. Administrative Software: $ 67,665. • Appraisal Software: $ Training (cost beyond training 45.900. included with purchase) : $ Other (specify) : FICHE $ 1.875. Grand Total : $ 149,940 (150,000.) • �- - - - - I I r �---*- 0 —�- I I • o I 1 _ . > 1 o I I I I _-- _ U -. 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O • . w • a0 4U OP..... 0 4. .4 m.40 N N m0 P O 141 S NNN.4 ..1 m0 11` 1 4 N 11 I , 1• ' VI N a W UI C O a r 0 Cr O tel Z W W LU N 0 Z uJ r N J Z ..O'^ r W 0- 4 W`4 W I. 6 Ca0.V JUI7 i- > 01N W O.W VI I4 K PC O W U W d`4 WUW Z 0 N 7 J O m r VI N 0 O Z W in 4 Z Z 4 0 r W F CC W J W n .o-I.u-•N 4 VI W r O V C a U VI a 4 o N VIZ "' a•4 CC 1- J z w I > 0 O ZIn > 7u. U' W 46 )OU K in 0 n I-. O J W VI W N•.• W fL N I L Z V 0 u N f Y N W N W 4 Q E W C O 0 Z�0 N a J N N rI-L.W N W C4C O I-.4 W W O 0 4 arJJ 4.44 J V..W Cw V) I Z JLLa >N Y J40r 4 LL =W x W X .400In I- 4w.4w Z 141-01- ^4 OC OK QQ CC4 000J 00.6. 0. 0I- 2 I- Z 1 v I x LL 41 L O 0000 .J 0 z 0 i` V C J C C 0 0 U U I W UI0 a 0 I D. 0. " I T J J 4 4 N O4 I 0m 0I- 0 S0P I- OOC 0NOr I- r 1 .'t .4N .10 .4Nm r0 0 J NI •.4 -I.4..IO NNNNr 1111 mm �•O .Or 1- O 0 1 .0 0.0 0 -0 .000 Z a_ Ur MI_ S __S I .*_AU-II < < tit i...a s ,fi 0 to ' 7 _ DEPARTMENT OF COMPUTER SERVICES r1 .. ~ay, CaFELE� CC Hu X ©. J • COLORADO 1984 PRELIMINARY BUDGET ESTIMATE FOR PROPOSED PROJECT USER: WELD COUNTY ASSESSOR DEPARTMENT PROJECT TITLE: MAINTENANCE DATE: OCTOBER 1983 Attached is the Computer Services Department response to your service request for data processing resources. The package provides an overview of the system, its estimated cost, and any special considerations regarding the request. In order to insure that there is a clear understanding of the request and associated costs by all parties involved, it is requested that after reviewing the attached with your Team Leader and when there is full agreement on the substance and estimated costs of the project, you indicate your concurrence below. The project package will be presented as part of the budget process for funding consideration by the Board of County Commissioners. - At the conclusion of the budget process, all users will be informed of the Board's funding decision as it relates to this specific project. CONCURRENCE: j USER DEPARTMENT/DIVISION MANAGER MANAGER, SYSTEMS AND P$BLIRAMMINC /1/04-I/Vil DIRECTOR, INFORMATION SERVICES AGENCY nistr T4:1• DEPARTMENT OF COMPUTER SERVICES PHONE 1303)356400(' FYI 4850 f 915 10TH STREET GREELEY. COLORADO 89531 COLORADO I. SYSTEM OVERVIEW A. Problem Definition State mandated changes, day-to-day operations and minor problems result in a continuing requirement to provide system and program maintenance for the real property, personal property and corporate property systems. B. Objectives of the Project In addition to maintaining the regular processing, the following changes to the existing system have been requested by the user: 1. Provide ability to connect the personal property and real property systems through the parcel number. 2. Add a provision for entering condominium accounts onto the Characteristics system files. 3. Incorporate new law changes into the Characteristics system for Mobile Homes. 4. Enhance the Characteristics system to calculate land values by classification per acre. 5. Make modifications to meet state requirements for the 1984 assessments. I I „q15 DEPARTMENT OF COMPUTER SERVICES PHONE(3031 3SE-'5 0 E 41 Hie, � 91' TH STR[.ET :1' C '� GRFELEY i OL. AI c ' u3''•rj COLORADO Page 2 C. System Narrative The Assessor and Treasurer's systems constitute an interrelated set of systems which function in a dependent relationship. The primary system is that of the County Assessor. The Assessor, whose basic duty is to value real, personal, and corporate property for ad valorem taxes, assesses value upon property and at year end, prepares a tax roll. The general flow of information is from Assessor to Treasurer with minimal corrective feedback provided by the Treasurer. The nature of the processing cycle is that of continuous updating of the master files and time-sensitive large batch processing. Updating is performed both on-line and in a batch mode. Output consists of updated on-line files, tapes for specified agencies, printed output, forms output and computer output microfiche (COM) . Daily, weekly, and annual reports are generated as well as ad hoc output produced on request with the emphasis being in March - May (Notices of Valuation) and November - December (year end) . 1. Real and Corporate Property. This system has recently been enhanced to perform the 1983 reappraisal. The purpose of the system is to record details of each property in the county and to calculate the assessed valuation. The files consist of over 65,000 accounts which are accessed through 10 stand-alone CICS programs, a DMS characteristics system which contains 100 panels and their respective CICS user exits and 65 job streams with 75 batch programs. Corporate property data is maintained through an on-line system which contains details of the corporate entity and an assessed valuation for each taxing agent. 2. Personal Property. The purpose of this system is to record detailed information concerning every personal property account in the county. Currently there are approximately 7,000 accounts maintained through 4 stand-alone CICS programs and 14 job streams with 20 batch programs. 1�1 t DEPARTMENT OF COMPUTER SERVICES PHONE ( 03) 351 e00 E XT .50 u �• 915 lF EH SET GREELEY COLORADO 3i r COLORADO Page 3 D. System Interface(s) As noted in the System Narrative, the Assessor's system is related to the Treasurer's system. Although the information flow is primarily from the Assessor to the Treasurer, changes in Assessor's systems must be evaluated in terms of impact upon the Treasurer's. Year end processing will be impacted by changes to file structure and content, therefore, all changes contemplated for the system must undergo thorough analysis prior to implementation. E. Statement of Feasibility Not applicable. F. Special Considerations None ti, f . DEPARTMENT OF COMPUTER SERVICES PHONE(3o31 3h6 4 in f XT k50 { 1 >> > 1 TH 5TPEET sh 5 a:p~;. CPEE EY COL-=ADD _531 Ik ©. COLORADO II. ESTIMATED COSTS A. Production Costs (Maintenance) 1. On-line System Costs (RPXX and PPXX Terminal Usage) a. Computer Usage (Machine Time) @ $2375/mo $28,500 b. 7 3278 CRT's w/l0 key pad @ $92/mo $7,728 1 3287 Printer I @ $199/mo $2,388 Equipment Subtotal $10, 116 Total RPXX and PPXX Terminal Usage Costs $38,616 2. Application System Costs (Real Property Maintenance) a. Computer Usage (Machine Time) @ $1615/mo $19,380 b. 7 Manager Days @ $263.68/Day $ 1,846 50 Analyst Days @ $179.44/Day $ 8,972 150 Programmer Days @ $128.96/Day $19,344 207 Personnel Days for Software Subtotal $30,162 c. 900 fiche originals @ $. 15/page $ 135 1,800 fiche duplicates @ $. 12/page $ 216 99,300 fiche frames @ $.01/frame $ 993 Microfiche/Microfilm Subtotal $ 1,344 d. Online Disk Storage: 257,000,000 characters @ $.055/1000/yr $14, 135 e. 5 Magnetic Tapes @ $12.50/each $ 63 Other Subtotal $ 63 Total Real Property Maintenance Costs $65,084 • ®' 1mpg DEPARTMENT OF COMPUTER SERVICES T PHONE(3031 35O 0 AT rH0 Y- .. 1 TH T. EET GREELEY COL ) ,/\1)0 ,0031 fr COLORADO Page 2 3. Application System Costs (Personal Property Maintenance) a. Computer Usage (Machine Time) @ $285/mo $ 3,420 b. 1 Manager Day @ $263.68/Day $ 264 10 Analyst Days @ $179.44/Day $1,794 20 Programmer Days @ $128.96/Day $2,579 31 Personnel Days for Software Subtotal $ 4,637 c. 50 fiche originals @ $. 15/page $ 8 100 fiche duplicates @ $. 12/page $ 12 5,800 fiche frames @ $.01/frames $ 58 Microfiche/Microfilm Subtotal $ 78 d. Online Disk Storage: 18,300,000 characters @ $.055/1000/yr $ 1,007 e. 2 Magnetic Tapes @ $12.50/each $25 Other Subtotal $ 25 Total Personal Property Maintenance Costs $ 9,167 • f %Dt7 DEPARTMENT OF COMPUTER SERVICES PHONE(303) 356-4000 EXT ;=.0 915 10TH $ PEET r a GREELEY. COLORADO 8%31 S COLORADO Page 3 B. COST SUMMARY RPXX and PPXX Terminal Usage $38,616: Real and Corporate Property Maintenance $6-5,084 ' I' - Personal Property Maintenance $ 9, 167 TOTAL MAINTENANCE COST FOR WELD ASSESSOR $U-2-867 ., C S %air 1 DEPARTMENT OF COMPUTER SERVICES E .. ^,HS rLFT .yam, PEE LEY ccc� s�n� COLORADO 1984 PRELIMINARY BUDGET ESTIMATE FOR PROPOSED PROJECT USER: WELD COUNTY ASSESSOR DEPARTMENT PROJECT TITLE: ADDITIONAL TERMINAL FOR ASSESSOR DATE: OCTOBER 1983 Attached is the Computer Services Department response to your service request for data processing resources. The package provides an overview of the system, its estimated cost, and any special considerations regarding the request. In order to insure that there is a clear understanding of the request and associated costs by all parties involved, it is requested that • after reviewing the attached with your Team Leader and when there is full agreement on the substance and estimated costs of the project, you indicate your concurrence below. The project package will be presented as part of the budget process for funding consideration by the Board of County Commissioners. At the conclusion of the budget process, all users will be informed of the Board's funding decision as it relates to this specific project. CONCURRENCE: /,-!/' .. , ?lire ///) - %! %� - :ee ?.:// USER DEPARTMENT/DIVISION MANAGER 4241 MANAGER, SYSTEMS AND PROGRAMMING 14O/1/evvvvvevr:nrd DIRECTOR, INFORMATION SERVICES AGENCY ,/,. „ 4 , DEPARTMENT OF COMPUTER SERVICES r• EL '3 � Y1 Y t T 4^. Ik COLORADO I. SYSTEM OVERVIEW A. Problem Definition Due to the volume of on-line records associated with the Characteristics system in association with Senate Bill 6, an additional terminal is required to maintain the residential, farm, mobile home and commercial characteristics. B. Objectives of the Project 1. To add, update and delete properties on the characteristics system. 2. To handle any associated on-line Assessor work. C. System Narrative The Assessor currently has seven (7) terminals to handle the on-line workload. With the new characteristics system, the volume of work has increased significantly. The additional terminal would be used primarily to add, update, delete and inquire on residential, farm, mobile home, outbuilding and commercial property characteristics, but could be used for any Assessor transactions. D. System Interface(s) The terminal would he used in the real property, characteristics, corporate tax, and personal property systems. E. Statement of Feasibility The additional terminal is feasible. F. Special Considerations None. 41724 DEPARTMENT OF COMPUTER SERVICES • COLORADO II. ESTIMATED COSTS A. Development Costs 1. 1 3178 CRT w/10 key pad @ $71/mo $852 Equipment Subtotal $852 B. TOTAL COSTS FOR ASSESSOR ADDITIONAL TERMINAL $852 o¢•Coto AtoAfaiNew$ Colorado Department of Local Affairs # w DIVISION OF PROPERTY TAXATION Mary Anne Maurer /an " Property Tax Administrator Richard D.Lamm Governor TO: All County Assessors ✓, FROM: Mary Anne Maurer /^�L ��AlQ,c� Property Tax Administra or RE: County Assessment Automation Program Grant Contract Procedures DATE: April 5, 1984 Enclosed you will find a contract between the State of Colorado and your County which must be executed prior to disbursement of County Assessment Automation Program grant funds. We request that you: 1) Please arrange for your attorney or legal counsel to review the contract immediately; 2) Inform your attorney that any questions may be directed to Steve Goering, Management Consultant, Division of Property Taxation (866-2371) ; 3) Make four copies of the entire contract including attachment A, the three year data processing plan and attachment B, the unsigned vendor contract (if any) ; 4) Arrange for the Chairman of the Board of County Commissioners to sign all four copies of the contracts ; 5) Please make sure the Chairman' s title or social security number appears below the signature line; 6) Forward all four signed contracts to: Steve Goering Division of Property Taxation 1313 Sherman, Rm. 623 Denver, CO 80203 7) A completed copy of the contract will be forwarded to the County Commissioners upon proper execution by the State; and 8) You will be informed by memo when warrants are issued. I must receive your signed contracts on, or preferably before May 15, 1984. If any questions arise, please contact Steve at 866-2371. MAM:rr 1313 Sherman Street, 623 Centennial Building, Denver, Colorado 80203 (303)866-2371/2375 OF'C000 yc/ Colorado Department of Local Affairs * DIVISION OF PROPERTY TAXATION ** * Mary Anne Maurer 1876 Property Tax Administrator Richard D. Lamm Governor TO: All County Assessors LI/ FROM: Mary Anne Maure 44 ytAr� (. h� ter..�t,./c� Property Tax Administrraor RE: County Assessment Automation ll Program Grant Contract Procedures DATE: April 5, 1984 Enclosed you will find a contract between the State of Colorado and your County which must be executed prior to disbursement of County Assessment Automation Program grant funds. We request that you: 1) Please arrange for your attorney or legal counsel to review the contract immediately; 2) Inform your attorney that any questions may be directed to Steve Goering, Management Consultant, Division of Property Taxation (866-2371); 3) Make four copies of the entire contract including attachment A, the three year data processing plan and attachment B, the unsigned vendor contract (if any); 4) Arrange for the Chairman of the Board of County Commissioners to sign all four copies of the contracts; 5) Please make sure the Chairman' s title or social security number appears below the signature line; 6) Forward all four signed contracts to: Steve Goering Division of Property Taxation 1313 Sherman, Rm. 623 Denver, CO 80203 7) A completed copy of the contract will be forwarded to the County Commissioners upon proper execution by the State; and 8) You will be informed by memo when warrants are issued. I must receive your signed contracts on, or preferably before May 15, 1984. If any questions arise, please contact Steve at 866-2371. MAM:rr 0 1313 Sherman Street, 623 Centennial Building, Denver, Colorado 80203 (303) 866.237V2375 Vr_ pF O� � ," 1 I� 84 t Colorado Department of Local AffairassEsso„s OFFICE * �•� + DIVISION OF PROPERTY TAXATION WELD COUNTY • *` "** Mary Anne Maurer /876 Property Tax Administrator Richard 0. Lamm Governor TO: All County Assessors FROM: Mary Anne Maurer Property Tax Administrator RE: State and County Grant DATE: April 17, 1984 MEMORANDUM I must apologize for the recent confusion of the Division regarding the State and County grant contract. Hopefully, this memo will resolve any remaining questions. First, a copy of my original memorandum is enclosed. Second, the last two pages of the contract are enclosed. If you collect the first four pages of the contract and put them with the material enclosed, you will have everything we originally intended to send. Thank you for your patience in this matter. 1313 Sherman Street, 623 Centennial Building, Denver, Colorado 80203 (303) 866.2371/2375 iY%,„ t Hello