1-RFP26-04 Software Functionality Matrix FINAL.pdf

SOFTWARE FUNCTIONALITY MATRIX

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

Offeror Company Name:

Solicitation No.:

Solicitation Title:

Instructions for Offerors: The following are minimum features and functionality requested by the County. For each line item, indicate if the functionality is provided as described below in the legend and provide a description of how the Solution provides the requested feature or if an alternate solution is proposed. County reserves the right to award to any Offeror whose combination of functionality or proposed alternate solutions best meets the County’s needs. Offerors should prepare to, at a minimum, present all of the features and functionalities below during their scheduled demonstrations, if selected as Finalist(s) for Step 2.

Legend:

S = Standard functionality out-of-the-box or meets requirement fully

M = Modification required (i.e. standard script or other work-around)

T = Provided by a third-party. Name the third party and describe Offeror’s relationship with this third-party.

C = Requires customization to the base code/API

N = Unable to currently provide this feature or requirement

Ref.

No.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

1 Integrations With County Systems

1.1

Ability to Import Recorded convenience deeds or documents which may impact valuation from the County Clerks Recording software, Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

Tyler Technologies Enterprise Records Management for the Recorder.

1.2 Provides Single Sign On capabilities to integrate with County’s MS Azure Active Directory.

1.3 Describe any and all system integration methodologies your system offers.

2 Data Management

2.1

Scan or upload documentation such as photos, deeds, plats, leases, exemption forms, building plans, protest forms, protest board orders, and any other essential documents.

2.2

Ability to create integrated forms within the system to pre-fill essential information such as situs address, owner name, account number, parcel number, and any information maintained within the system.

2.3 Ability to back up data as per user defined schedules such as daily, weekly, monthly.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

2.4 Ability to set security levels by authorized users, processes, groups, and/or functions.

2.5 Run various reports to maintain data

integrity.

2.6

Set up various workflow tasks such as, but not limited to ownership transfers, residential sales affidavits, building permits, lot splits/consolidations, personal property, livestock.

2.7

Search by various attributes, fields, documents, document types, keywords and save search.

2.8 Create lists of accounts for queries.

2.9 Import and Export data files.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

2.10

Create and maintain user defined fields unique to the jurisdiction and essential for data management.

2.11 Maintain multi-year data. Process corrections for current and past years and work in future years.

2.12

Ability to edit and maintain data in a systematic way that allows mass updating multiple accounts in one process.

2.13 Ability to process protests in one process to multiple accounts.

2.14

To create AFIC (Activate for immediate collect) for R (Real) and P (Personal) tax releases on Mobile Home, Stables and hangers.

2.15 Ability to search and browse parcels and assessment data such as parcel id, address, subdivision, Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution neighborhood, owner name etc.

within the CAMA application.

2.16 Ability to track and identify non-taxable/exempt properties.

2.17

Ability to develop reports using industry-accepted tools such as, but not limited to CSV, Excel, PDF or Text files.

2.18 Ability to maintain a value and owner history for each individual parcel

2.19

Ability to maintain all sales information including deed types, validity, grantor, grantee, sales ratio.

2.20

Ability to mass update multiple accounts utilizing user defined characteristics to update numerous fields within an account.

2.21

Ability to provide and maintain public data in multiple web browser applications to include parcel mapper capabilities.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

2.22 Ability for public to access CAMA data via the internet using a secure connection.

2.23

Ability to determine which fields are mandatory in order to complete the transactions on a screen, this includes user defined/configured screens.

2.24 Provide guidelines and tools for updating system.

2.25

Ability to create and maintain electronic delivery of notice of values pursuant to NM State law at a minimum.

2.26

Ability to provide on-going, 24-hour software support including but not limited to toll-free, e-mail or internet support

2.27

Ability to remotely upload/download new program releases or modifications so that software upgrades can be accomplished via telecommunication with the Contractor.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

2.28

Ability to track and maintain parcel legal description such as but not limited to lot, block, tract or section, township, range.

2.29 Migration of the current data, preferably without the need to configure to a different data format.

3 Valuation

3.1 Create valuation models with various characteristics and attributes based on standards.

3.2 Create user defined fields unique to the jurisdiction and essential for valuation.

3.3 Update automated business personal

property valuation tables.

3.4 Ability to have valuation models for the three approaches to value, Cost, Market and Income.

3.5 Maintain valuation model tables and

schedules.

3.6 Create a comparable sales grid with searchable features for selecting comparable sales.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

3.7 Customize the comparable sales grid

with user defined fields and values

3.8 Apply the NM Residential Valuation Limitation as defined in 7-36-21.2

NMSA.

3.9 Integrated with the Marshall and Swift Valuations software with annual updates.

3.10

Create and maintain depreciation schedules by property type, building quality, neighborhood, etc., as appropriate.

3.11

Create and maintain units of comparison: (1) Land - Lot, Acres, square feet, front foot, as appropriate, (2) Improvements – actual square footage, effective square footage, heated square footage, living square footage, as appropriate.

3.12

Ability to calculate base rates per square foot that are based upon use/occupancy code, class, quality, and factor. Adjustments should be made for number of stories, wall heights, and perimeter to area-ratio, local multipliers, cost multipliers and multiplicative and additive adjustments.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

3.13

Create workspace (test database) where appraisers can work on “what if” scenarios to test different factors in the valuation models before applying changes to the live data.

3.14 Ability to report the percent change in a property’s value in a given appraisal cycle.

3.15

Run reports on the effect of the NM residential Valuation Limitation to show the limited value and the calculated market value.

3.16

Ability to report the total value of all real estate, land value and building value for all property subject to taxation.

3.17 Ability for security designated users

to override system defined values.

3.18 Ability to record and run reports on all improved property characteristics that exist on a parcel.

3.19 Ability to record land characteristics based on location, view, and topographical characteristics.

3.20

Ability to add adjustments for heating and air conditioning or any other special features that have been added to the property.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

3.21

Ability to calculate the total assessment value of a parcel as the total land value plus the total improvement(s) value.

3.22

Ability to run and export account, building, and land characteristics for the entire database or specific list of accounts.

3.23

Ability to provide both positive and negative multiplicative and additive adjustments including, but not limited to, obsolescence, for location and physical attributes of both land and building values.

3.24 Ability for depreciation to be applied via depreciation tables and/or observed condition.

3.25 Ability to support unlimited number of variables when calculating assessment.

3.26 Ability to calculate discounted cash

flow analysis.

4 Performance Analysis

4.1

Ability to run a report (Sales Ratio Study) that shows the Sales to Market Assessment Ratio for all property types including but to limited to statistical measurements such as

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution mean, median, mode, weighted mean, coefficient of variance, coefficient of dispersion, standard deviation, average absolute deviation, price related differential.

4.2 Ability to create custom reports for

annual evaluation.

4.3 Ability to apply the residential valuation limitation on increase in value.

4.4

Test Database shall provide tools that allows users the ability to view changes in Level of Assessment and Appraisal Uniformity.

4.5

Test database shall also provide tools such as bar charts that allow users to monitor frequency distributions and line charts and scatter diagrams that shows trends in appraisal level and uniformity.

4.6 Ability to perform statistical analysis

by market stratification.

4.7

Ability to provide full and summary analyses of mass appraisal results in accordance with International Association of Assessing Officers (IAAO) standards and compliant with NM Property Tax Code.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

4.8

Ability to print and export a “Sales Ratio Study” report by neighborhood/subdivision for assessing/reassessing all property types and in the format required by the Property Tax Division.

5 Administration

5.1

Ability to process an adjustment to property assessments which results in a reduction in property tax exemptions.

5.2 Ability to process a tax release for

pre-payment of taxes.

5.3 Ability to split and combine properties while maintaining parcel history of parent or sibling accounts.

5.4 Ability to maintain a history record of

legal ownership.

5.5

Ability to mass import data for the purposes of importing building permits and personal property equipment.

5.6

Ability for the system to conduct mass data transactions including, but not limited to, mass exports and imports, mass record creation and deletion, mass record updates and others.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

5.7 Ability to audit individual users and provide versioning to maintain quality control.

5.8 Ability to maintain property ownership

for inactive (non-valued) accounts.

5.9

Ability to provide checklists or wizard that guides the user through multi-step processes such as the producing of the Notice of Values and the tax roll process.

5.10

Shall be able to provide Abstract of Property reported for Taxation that identifies value class code or description.

5.11

Ability for public to view non-confidential information via a public log on.

5.12 Ability to print property record cards or profiles of property.

5.13

Ability to customize a property description form for property types with the ability to display and print the form, along with labeled sketch.

5.14 Ability to maintain audit trails for any change made to a property.

5.15 Ability to interface with Los Alamos County’s ESRI SDE GIS database.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

5.16

Ability to electronically draw, record and maintain sketches of buildings and calculate square footage or interface with software (Apex or similar third party or in-house sketching software) that draws floor plans and calculates area.

5.17

Ability to interface with the current Tyler EnerGov software system (file upload of permits generated by Community Development).

5.18

Ability for system to provide a report that allows for the comparison of Market models to cost models.

5.19 Ability to add and track value for new or omitted construction.

5.20 Ability to identify building permits that are incomplete or open.

5.21

Ability to provide user defined reports based on neighborhood, property class type or any property characteristic such as building size greater than/less than, basement finish, architectural style etc.

5.22

Should have the ability to select parcels from GIS map to create account lists for review and assessment.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

5.23

Ability to search and browse Parcels and Assessment data within the CAMA application utilizing the following fields: parcel id, address, subdivision, neighborhood, and owner name. Search criteria should include these fields but should not be limited to these fields.

5.24

Ability for Assessor to maintain an unlimited number of "validity of sale" codes, which are available during recording a property sale. Ability to apply a "valid sale" code for all types of property sales.

5.25 Ability to archive and retrieve archived data.

5.26

Ability to determine and track when a property was last inspected/reappraised.

5.27

Ability to create report meeting user-defined criteria, including, but not limited to zoning use, land size, subdivision, building size greater than/less than, etc. Ability to search on an unlimited number of variables.

5.28

Ability for user to create reports that group or sort on user defined parameters and will also run user defined calculations for certain groups or classification type

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

5.29

Ability to generate and maintain notice of values for future and past years.

5.30 Ability to generate and maintain tax schedules for future and past years.

5.31

Ability to automatically pass parcel and assessment data through real time integration to Treasurer Software for the purpose of generating tax bills.

5.32

Ability to create check lists/macros for processes that include multiple individual steps and track progress.

5.33

Ability to assign users to security roles, "groups", "departments" and to restrict access to modify certain fields at the "Department" and "group" levels (for example to restrict access to certain addresses).

5.34 Ability to save and modify searches.

5.35 Ability to print Property Cards by single, batch mass or demand.

5.36 Top Taxpayers Report.

5.37 Ability to track property appeals.

5.38 Ability to run an account validation report such as but not limited to

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution associated class types, valuation models that are null, conflict with classification codes.

5.39 Ability to create and flag accounts of a specific group or code.

5.40 Ability to create and maintain private and public remarks.

5.41

Ability to run and export valuation data for annual valuation certification such as but not limited to protested value, current net taxable value by classification, number of livestock and valuation.

5.42

Ability to enter, track and maintain protest adjustments, status and results.

6 Billing and Collections

6.1

Ability to process tax roll, tax roll adjustment, and send tax roll information electronically.

6.2

Ability to process property tax individual payments, upload batch payments, void payments, and maintain payment receipts.

6.3

Ability to interface directly with or export upload payment file to the County’s Financial software system.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

Current Financial system is Tyler Munis (EERP).

6.4

The proposed system requires the ability to track tax collected per month and apply distribution rules to pass the correct portion to the Los Alamos Public Schools, local community college and the State.

6.5 The proposed system provides the ability to track collection accounts.

6.6

The ability to generate delinquent payment reports and delinquency list refer to the State. Once an account is sent to the State for collection, the system must track these accounts, the State fee as well as penalty and interest.

6.7

The ability to generate tax delinquency notices and statements of taxes due.

6.8

The ability to produce a tax roll file that is sent to mortgage companies, title companies, and escrow processors.

6.9 The ability produce a file for the County’s property tax bill printer.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

6.10

The ability to hold prepayments and then apply those prepayments to the correct tax account.

6.11 The ability to track and process refunds.

6.12

The ability to produce several audit reports so that the County can reconcile with the Financial System monthly.

6.13

The ability to automate the reconciliation between the proposed system and Tyler Munis is desirable.

6.14 The ability to convert payments between prepayments and refunds.

6.15 The ability to view and book journal entries.

6.16 The ability to process write-off.

6.17 The ability to schedule reports to generate on a recurring basis.

Reports – The following reports shall be available either as canned or ad hoc, Offerors shall describe how the report can be provided by the proposed solution.

7.1 Abstract – Area Class Summary

7.2 Abstract – Class

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

7.3 Abstract – NM Property Reported for Taxation

7.4 Abstract – Short (Classification, area)

7.5 Abstract – Protest

7.6 Ownership Listing Tax Rol

7.7 Ownership Listing Tax Roll extract

7.8 Sales Ratio Study extract

7.9 Building Characteristics Extract

7.10 Land Characteristics Extract

7.11 Marshall & Swift Calculation Summary

7.12 Valuation model value extract

7.13 Permit Extract

7.14 Valuation model value vs assessment comparison extract

7.15 Assessment value extract

7.16 Permit extract

7.17 Value tracking extract

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

7.18 Value Tracking Summary Account Deed extract

7.19 Exemption Extract

7.20 Ownership legal listing

7.21 Ownership legal listing extract

7.22 Account Audit Trail

7.23 Value Audit Trail

7.24 Account Public Extract

7.25 Personal Property Extract

7.26 Personal Property Worksheet

7.27 Protest value adjustments

7.28 NM Property Tax Division Extract

7.29 State Assessed Protest Values

7.30 Top Taxpayers

7.31 Tax Warrant

7.32 Account Validation Extract

7.33 Account staging extract

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

7.34 Account staging Summary, by percentage, class, total

7.35 Certification forms PTD’s

7.36 Tax Roll Correction

7.37 Comparable Sales Grid

7.38 Sales Ratio Extract

7.39 Sales History

7.40 Notice of Value Extract

7.41 Tax Roll Extract

7.42 Property Record Card

7.43 Protest Master Log

7.44 NM Residential Valuation Limitation report

7.45 Workspace Comparison Report

7.46 Workspace Sale Summary Extract

7.47 Workspace Sales Extract

7.48 Tax Calculation Summary

7.49 Tax Calculation Certification

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

7.50 Fund Balance

7.51 Account Balance

7.52 Account Balance Extract

7.53 Delinquent Tax Notice

7.54 Statement of Taxes Due

7.55 Tax Roll Extract

7.56 Tax Adjustments

7.57 Authorities Taxes Receivable

7.58 New Mexico Tax Notice Extract

7.59 Trial Balance Due Extract

7.60 Authorities Taxes Receivable

7.61 Axiomatic Delinquent Account Extract

7.62 New Mexico Tax Payment Report

7.63 Munis Receipt Extract

7.64 Distribution Viewer

7.65 Balance Inquiry

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

7.66 Special Assessment Payments

7.67 Pre-Payment Amounts

7.68 Delinquent Mobile Home Extract

8 Citizen Access

8.1

Citizen Access: Ability for public access to all current tax year data.

Internet based access, “a portal,” for the public to access all valuation data, tax bills, sketch layout, photos and GIS aerial photography. The portal should allow for customization such as but not limited to security, layout, searches, views and other screen settings.

9 Integration with County Systems

9.1 Ability to interface with Los Alamos County’s ESRI SDE GIS database.

9.2

Ability to electronically draw, record and maintain sketches of buildings and calculate square footage or interface with software (Apex or similar third party or in-house sketching software) that draws floor plans and calculates area., identify the third-party software in the response, if applicable.

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

9.3

Ability to interface directly with or export upload file to LAC Financial software system. Current Financial system is Tyler Munis (EERP).

9.4

Ability to interface with the current Tyler EnerGov software system (file upload of permits generated by Community Development).

9.5

Ability to integrate with Single Sign On (“SSO”) to County’s MS Azure Active Directory.

9.6

Public Website feature: allows for public to access most Assessor data in real time through a link to the Software made available on the County’s public website.

9.7

Tyler Technologies Enterprise Records Management for the Recorder file-based transfer, or API integration of Tyler Technologies Enterprise Records Management for the Recorder to allow for data transfer.

9.8

Integrated with the Marshall and Swift Valuations software with annual updates.

10 Additional and Optional

10.1 Additional Calculated fields

(Additional based on current software

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution solution Offeror should state whether these calculated fields are included in their solution.): Requesting additional calculated fields for the current valuation models. Fields shall be customizable and included in the lookups and calculated field’s lookups. The data shall be searchable, customizable, reportable and viewable as all the other fields.

The Requested Fields are as follows:

For the Residential, Townhome, and Condo Models;

1. A/C – Base None - currently have it but not a calculated field

2. Photovoltaic – Base None -currently have it but not a calculated field

3. Bedroom – Base 3 -currently have it but not a calculated field

4. Bathroom- Base 2 -currently have it but not a calculated field

5. Basement Access – Interior, Exterior, Multi Access

For the Land Model;

Functionality: Please indicate with an X, using the legend above, to indicate how Offeror’s Software provides the following features and functionality.

S M T C N Description of Solution

1. Location – Cul-de-sac, Corner, Perimeter, Interior

2. Greenbelt – forest land, golf course, walkway, None

3. Sewage type – public sewage system, private septic

4. Shape – Regular, Irregular

5. Canyon and view

Adjustment

10.2

Additional or Optional Features and Technical Specifications

Describe any additional or optional features and technical specifications not already stated that may be relevant or offered to County. Use a separate document if more space is needed.

Describe whether the feature is provided as part of the standard base proposal or if it is offered optionally for free or for a fee. Include all costs for these additional or optional features in the Cost Proposal Worksheet