1-RFP26001 Specifications.pdf

Request for Proposal

RFP 26001

CAMA AND PROPERTY TAX SYSTEM

Ada County Procurement | 200 W. Front St. | Boise, ID 83702

Issued: September 4, 2025

By: Ada County Procurement

200 W. Front St. Boise, ID 83702

Phone: (208) 287-7140 www.adacounty.id.gov/bids

Rod Beck, Commissioner Ryan Davidson, Commissioner Thomas Dayley, Commissioner

REQUEST FOR PROPOSAL

CAMA and Property Tax System

The Board of Ada County Commissioners will receive and publicly open, sealed and clearly marked proposals for RFP 26001 CAMA and Property Tax System.

Sealed proposals are to be submitted online to Ada County Procurement at https://adacounty.bonfirehub.com no later than 4:00 p.m. local time, on October 10, 2025.

All proposals will be electronically date and time stamped as they are submitted.

Proposals cannot be accepted if submitted by hard copy, mail, facsimile, or e-mail.

Proposals will be publicly opened and the names of participating vendors read aloud on October 14, 2025, on or about 10:00 a.m. local time in the Board of Ada County Commissioners’ Conference Room, located on the third floor of the Ada County Courthouse and Administration Building, 200 West Front Street, Boise, Idaho 83702. The proposal opening may also be viewed at:

https://www.youtube.com/channel/UCmREyet73vxhBFCffWClEKA. Information and specifications for same may be downloaded free of charge at https://adacounty.bonfirehub.com. The Board of Ada County Commissioners reserves the right to accept or reject any or all proposals.

Auxiliary aids or services for persons with disabilities are available upon request. Please contact Ada County Procurement at (208) 287-7140 to make arrangements.

Rod Beck, Chair

Publish: September 4, 2025 & September 11, 2025 https://adacounty.bonfirehub.com/ https://www.youtube.com/channel/UCmREyet73vxhBFCffWClEKA https://adacounty.bonfirehub.com/ i

TABLE OF CONTENTS

INVITATION

INTRODUCTION

INTRODUCTION

BACKGROUND

BACKGROUND

INSTRUCTIONS TO PROPOSERS

I RFP GENERAL INSTRUCTIONS

II QUESTIONS AND ADDITIONAL INFORMATION

III PROPOSAL SUBMISSION

IV PREPARATION OF PROPOSAL

V PROPOSAL INFORMATION

VI QUALIFICATIONS OF PROPOSER

VII CONFIDENTIALITY

VIII PROCESS OF REVIEW AND AWARD

PROPOSAL CONTENT & EVALUATION CRITERIA

I PROPOSAL CONTENT

II PROPOSAL EVALUATION CRITERIA AND PROCESS

PROPOSAL RESPONSE COVER SHEET

PROPOSAL RESPONSE COVER SHEET

ADDENDA ACKNOWLEDGEMENT

EXHIBIT A

SCOPE OF WORK

A-1 KEY REQUIREMENTS

A-2 I.T. QUESTIONAIRE

EXHIBIT B

REQUIRED CONTRACT TERMS

EXHIBIT C

INSURANCE REQUIREMENTS

EXHIBIT D

PROPOSAL SUBMISSION INSTRUCTIONS

CHECK-OFF LIST FOR PROPOSAL SUBMITTAL

RFP 26001 – CAMA AND PROPERTY TAX SYSTEM – PAGE 1

REQUEST FOR PROPOSALS

OWNER: Ada County Assessor’s Office

PROJECT: CAMA and Property Tax System

INTRODUCTION

Ada County (“County”) is seeking proposals from qualified software vendors and implementers to implement a Computer-Assisted Mass Appraisal (CAMA) and Property Tax System. The ideal vendor will provide a solution that will meet the County’s CAMA and Property Tax requirements and provide continuing ongoing support for the software.

BACKGROUND

Ada County is the most populated County in the state of Idaho with the largest city (Boise) and the state capitol located within its borders. It serves as a central hub for both governmental administration and public services in the region. The County’s statutorily mandated responsibilities include real and personal property appraisal, approval and implementation of property tax exemptions, and property tax billing and collection.

The County currently uses an in-house developed CAMA and Property Tax System (called Property Tax System (PTS)) to support property assessments, valuation, and the administration of property taxes for over 230,000 parcels. This system was originally developed in the late 1990’s in the Plex development language on the iSeries platform. Over time, this older technology has become increasingly outdated and inflexible.

The County is seeking to replace this system with a modern off-the-shelf CAMA and Property Tax System to support the Assessor, Auditor, Treasurer, Commissioners and IT departments to manage the CAMA and Property Tax functions at the County. The goal is to have a configurable system that will support these functions and ongoing legislative changes at the County.

INSTRUCTIONS TO PROPOSERS

I. RFP GENERAL INSTRUCTIONS

A. Interested parties may obtain RFP 26001 CAMA and Property Tax System Request for Proposals package from Ada County Procurement by downloading an electronic copy free of charge at https://adacounty.bonfirehub.com.

B. Submit sealed proposals online to Ada County Procurement at https://adacounty.bonfirehub.com no later than 4:00 p.m. local time, on October 10, 2025. All

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proposals will be electronically date and time stamped as they are submitted. Proposals cannot be accepted if submitted by hard copy, mail, facsimile, or e-mail. Proposals will be publicly opened and the names of participating proposers read aloud on October 14, 2025, at or about 10:00 a.m. local time in the Board of Ada County Commissioners’ Conference Room, located on the third floor of the County Courthouse and Administration Building, 200 West Front Street, Boise, Idaho 83702. The Board’s opening of the proposals may also be viewed via livestream at:

https://www.youtube.com/channel/UCmREyet73vxhBFCffWClEKA.

II. QUESTIONS AND ADDITIONAL INFORMATION

A. Neither the County nor any County representative will give verbal answers to any inquiries regarding the meaning of RFP 26001 or provide verbal instructions prior to the submission of proposals. Any verbal statements regarding same by any person, prior to the submission of proposals, shall be unauthoritative.

B. Any explanation of RFP 26001, or requests for exceptions to same, must be requested of Ada County Procurement in writing. If explanations or exceptions to the requirements are deemed necessary, a reply will be made in the form of an addendum, a copy of which will be made available on the Ada County Procurement website at https://adacounty.bonfirehub.com. All questions and requests must be submitted in the Vendor Discussions section of the Bonfire project listing, and received no later than September 19, 2025, at 4:00 p.m. local time. An addendum will be issued on or about September 26, 2025.

C. All addenda issued to proposers, prior to date of receipt of proposals, shall become a part of this RFP 26001, and all proposals are to include the information described in all addenda issued. Each proposal submitted must specifically list all addenda issued.

III. PROPOSAL SUBMISSION

A. Please see Proposal Submission Instructions, Exhibit D, for instructions regarding the electronic submission of proposals. The Proposal Response Cover Sheet must be signed by a company representative authorized to submit a proposal. Note that the Cost Proposal document (BT-25TX) is required to be completed and uploaded to Bonfire for submission of proposal amounts, in addition to the upload of the Proposal Response Cover Sheet in the RFP. A signed Proposal Response Cover Sheet must be uploaded electronically as set forth herein. Failure to do so will render a Proposal non-responsive. Proposers are advised to allow ample time for the transmission of required documents to ensure a timely submission.

B. Submit all required information as outlined in the Proposal Content & Evaluation

Criteria section.

C. Submit sealed proposals online to Ada County Procurement at https://adacounty.bonfirehub.com no later than 4:00 p.m. local time, on October 10, 2025. All proposals will be electronically date and time stamped as they are submitted. Proposals cannot be accepted if submitted by hard copy, mail, facsimile, or e-mail. Proposals received after the due date and time will be deemed non-responsive and will not be considered.

RFP 26001 – CAMA AND PROPERTY TAX SYSTEM – PAGE 3

D. Proposals received in compliance with RFP 26001 will be publicly opened and the names of participating proposers read aloud on October 14, 2025, at or about 9:00 a.m. local time in the Board of Ada County Commissioners’ Conference Room, located on the third floor of the County Courthouse and Administration Building, 200 West Front Street, Boise, Idaho 83702. The Board’s opening of the proposals may also be viewed via livestream at:

E. Before being uploaded to the Bonfire platform, all proposal forms must be properly completed and signed in ink or contain an electronic signature as defined in Section 28-50-102, Idaho Code. The completed forms shall be without interlineations, alterations, additions, or erasures. If a proposer takes exception to the proposal forms or the contents thereof, those exceptions must be made to Ada County Procurement in writing, in accordance with section II.

herein. Proposed amounts shall be entered electronically in Bonfire, stated in numerical figures, and shall take into account all work contemplated in Exhibit A, Scope of Work. Proposers are responsible for ensuring that all figures are accurate.

F. Proposers shall:

1. Carefully examine: Instructions to Proposers, Proposal Forms, Proposal Submission Instructions, Scope of Work, all Exhibits and attachments, and any addenda issued subsequent thereto;

2. Include in the proposed costs all costs and expenses needed to cover each phase of the project contemplated by the RFP 26001 documents; and

3. Provide full responses to all Proposal Content Requirements as detailed below.

G. The proposer awarded the agreement will not be allowed any extra compensation by reason of any matter or thing concerning that which such proposer might have been fully informed prior to submitting a proposal.

IV. PREPARATION OF PROPOSAL

A. Proposers are responsible for reading RFP 26001 and complying with the instructions contained in the RFP. Failure to follow the instructions may result in the proposal being non-responsive.

B. Cost of developing proposal. All costs related to the preparation of the proposal and any related activities are the sole responsibility of the proposer. The County assumes no liability for any costs incurred by proposers throughout the entire submittal/selection process.

V. PROPOSAL INFORMATION

A. Equal Opportunity. The County makes every effort to ensure that all proposers are treated fairly and equally throughout the entire advertisement, review, and selection process. The

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procedures established herein are designed to give all parties reasonable access to the same information.

B. Insurance Requirements. Proposers shall review the required insurance coverage and notice of policy cancellation requirements. Insurance requirements are provided in Exhibit C. The selected proposer will be required to provide insurance certificates and endorsements meeting all requirements at the time of notification of conditional award.

C. Taxes. Proposers shall include in their proposals all applicable taxes which are levied by federal, state, or municipal governments upon the goods/services, and the successful proposer shall pay all such taxes and must be able to show evidence of such payment.

D. Rejection of Proposals. The Board of Ada County Commissioners reserves the right to reject any or all proposals received. Furthermore, the Board shall have the right to waive any informality or technical defect in proposals received, when in the best interest of the County.

E. No proposal shall be accepted from, or agreement awarded to, any person, firm, or corporation that is in arrears to the County upon a debt or agreement or that is in default, as surety or otherwise, upon any obligation to the County.

VI. QUALIFICATIONS OF PROPOSERS

A. Proposers shall be responsible for complying with all applicable provisions of the

Idaho Code as it relates to submittals of this project or provision of the services prior to the execution of any agreement with County.

B. Proposers, prior to the execution of any agreement with County, shall be licensed to do business in the State of Idaho. If unsure if your company is licensed in Idaho, please refer to the Idaho Secretary of State.

VII. CONFIDENTIALITY

Data contained in the Proposal and all documentation provided therein becomes property of the County and the data becomes public information. If the Proposer wishes to have any confidential or proprietary information withheld from the public, such information must fall within the definition of “trade secret” contained within the Idaho Public Records Act, Idaho Code § 74-101 et seq. All “trade secret” information a Proposer wishes the County to withhold must be clearly marked “Trade Secret,” with each page of such information being clearly marked. Failure to mark such information as “Trade Secret” shall deem such information open to public inspection.

Should Ada County be challenged in court by a third party for a decision to withhold or redact information so identified by Proposer, Proposer agrees, by submitting its Proposal, to indemnify, defend, and hold harmless Ada County for any judgments, attorney fees, and/or court costs associated with asserting the documents contain “trade secret” information. Proposer agrees and acknowledges that the Proposal Response Cover Sheet and Cost Proposal document (BT-25TX) are disclosable public records. Ada County reserves the right to make an independent discretionary decision whether or not the documents marked as “Trade Secret” qualify as such pursuant to the Idaho Public Records

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Act. All documents not marked as “Trade Secret” are subject to release in compliance with the Idaho Public Records Act.

VIII. PROCESS OF REVIEW AND AWARD

A. After the proposals are opened, Ada County Procurement will review the proposals for compliance with the RFP 26001 Instructions.

B. All proposals that meet the administrative requirements listed in RFP 26001 will be evaluated by the Evaluation Committee (“Committee”). The Committee will be comprised of representatives from departments or offices within the County. The County may use one or more subject matter experts to assist the Committee in the evaluation process.

C. Following the evaluation process, the Committee will rank the proposals using the established Evaluation Criteria listed in the Proposal Content and Evaluation section of this RFP 26001. A ranked list of proposals and a written recommendation will be made to the Board.

Proposers will be supplied with a copy of the recommendation on or about February 2, 2026.

D. Any proposer’s protest of the recommendation must be in writing and received by Ada County Procurement, Procurement@adacounty.id.gov, no later than 4:00 p.m. local time on February 9, 2026.

E. The Board will consider the proposals for potential award on February 10, 2026, at or about 9:00 a.m. local time in in the Board of Ada County Commissioners’ Conference Room, located on the third floor of the Ada County Courthouse and Administration Building, 200 West Front Street, Boise, Idaho 83702. The award meeting may also be viewed via livestream at:

F. The selected Proposer shall be required to enter into a written contract, which shall include the terms set forth in Exhibit B. Proposers are advised to read the required contract terms carefully. If Proposers have any questions about the required provisions or have requests for exception to such provisions, those questions and requests must be made in accordance with section II. herein, or they will be deemed waived.

RFP 26001 – CAMA AND PROPERTY TAX SYSTEM – PAGE 6

PROPOSAL CONTENT & EVALUATION CRITERIA

Proposals to this RFP 26001 must be organized as outlined below. Proposals not organized as outlined below, not containing the information specified, or not containing sufficient detail or including unnecessary marketing materials, will receive a lower rating when evaluated. The proposal must address the following areas at a minimum:

I. PROPOSAL CONTENT

A. Proposal Response Cover Sheet. This is to be the first document of the proposal.

It must include the legal name of the proposer, the name of a contact person and title, and contact information. All addenda issued shall be acknowledged by checking the box of the addenda number and inserting the date it was issued. It must be signed by a person authorized to submit a proposal in response to this RFP 26001.

B. Subcontractors. Identify any and all outside vendors to be used by proposer to provide the software and implementation services identified in the proposal.

C. Letter of Introduction. Please provide a letter of introduction as the second document of the proposal. Briefly introduce your company, provide the location of the office that will be primarily responsible for the work, and identify the contact person in your organization for correspondence with County. Also, include email and telephone numbers for the contact person.

Provide the name of the person legally authorized to sign an agreement for your company.

D. Company History. Provide a brief history of your company. Include the number of offices, location, total number of employees, and type of software and services that your company provides. Also provide the number of employees that work in the office that will service this contract, broken down into project management, functional, technical, support, and other. If applicable, please provide information regarding any arbitration and/or litigation in which your firm is currently involved, as well as the dates and resolution of any reorganization or bankruptcy for which you or your company have filed within the past five (5) years.

E. Unique Qualifications. Please present information concerning your company and software’s unique qualifications for performing the services required in RFP 26001. Identify any key differentiators of your software or staff that differentiate your system from your competitors for the software required by this RFP.

F. Experience with Comparable Projects and References. Please provide at a minimum three (3) client references (including names, titles, telephone numbers and e-mail addresses) for similar software and services as required in this RFP 26001, that your company has provided in the last five (5) years. Include a summary of the CAMA and Property Tax software implemented and services provided to these client references. By providing such references you agree that neither the County, nor the clients referenced, shall have any liability regarding the provision of such references or the County’s use of such references in making selections under this RFP 26001. Please see Section VII. regarding the submission of confidential or proprietary information with respect to information provided about references.

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G. Key Personnel. Provide a list of key personnel who will be involved in the implementation of the software. List only those that are likely to actually perform the implementation and/or support services for the software. Provide curriculum vitae for each that details their education, experience, and special expertise. Also include the company name and key team members of any subcontractors you anticipate using for this Project.

H. Proposed Approach to Project. Please explain your company’s overall approach to implementing the software at the County according to the requirements identified in the Scope of Work attached as Exhibit A and the coordination of activities necessary to provide the products/services as required in this RFP 26001.

I. Additional Information. Please provide any other information you believe is applicable to the evaluation of the proposal or your qualifications for providing the proposed software and implementation services, including any aspects of your services that may distinguish your firm from others.

J. Affirm that your company is willing to enter into an agreement with Ada County and is able to agree to the necessary contract terms.

K. If your company is unable to provide details on any item, please state the reason.

II. PROPOSAL EVALUATION CRITERIA AND PROCESS

A. The Evaluation Committee will review all written proposals. The review process may involve requesting clarification of portions of the proposal, and/or a request for additional business financial records. From that review process, the Committee will rank the proposals in an order representing the Committee’s evaluation of the proposer’s ability to provide the software and services required in this RFP, using the established Evaluation Criteria listed below. A list of ranked proposals shall be submitted to the Board for approval and adoption.

B. The Board reserves the right to accept or reject any or all proposals.

C. Evaluation Criteria. The following criteria will be used to evaluate and rank all proposals. Evaluation scoring will be based on a 100-point system as described below.

1. Compliance with the RFP Proposal Requirements. Ten (10) points possible.

2. Requirements and implementation approach for the Project. Forty (40) points possible.

3. Experience in providing the CAMA and Property Tax software and services required, particularly with county governmental entities, and references for the software and the quality of service provided for similar counties as required in RFP 26001. Thirty (30) points possible.

4. Anticipated Costs for the project. Twenty (20) points possible.

RFP 26001 – CAMA AND PROPERTY TAX SYSTEM – PAGE 8

Evaluation Criteria Rating Weight Score 1 Compliance with RFP Requirements 10% 2

2 Approach to Project 40% 8

3 Experience and References 30% 6

4 Cost 20% 4

(Rating x Weight) = Score (100 total points maximum)

Rating Points:

5.0 – Excellent

4.0 – Good

3.0 – Meets Minimum Expectations

2.0 – Unsatisfactory

1.0 – Poor

0.0 – No Information Provided

D. Demonstrations and Site Visits. (Optional by the County and worth 100 points.) If deemed helpful, the Committee may request Proposers to give a demonstration of their system and answer questions. The Committee is not required to hold demonstrations. In the event demonstrations are held, it is anticipated that no more than the top three (3) ranked proposers from the initial evaluation will be invited to demonstrate their services during the time period of January 5, 2026 through January 16, 2026, in person at the Ada County Courthouse. Proposers will be ranked on the quality of the demonstration up to a maximum of 50 additional points. The County may follow up with site visits and concurrently conduct evaluations based on live interactive demonstrations for further evaluation of the proposed system throughout the month of February 2026. If utilized by the County, site visits will also be worth a maximum of 50 additional points.

E. Best and Final Offer (BAFO). Ada County may, in its sole discretion, request Best and Final Offers (BAFOs) from the top 1-3 Proposers whose proposals are determined to be in the competitive range after demonstrations. A BAFO provides Proposers an opportunity to clarify, modify, or improve their proposal in order to ensure the County receives the best overall value in the selection of a CAMA and Property Tax System.

1. BAFO Process:

The County will notify Proposers in writing if they are invited to submit a BAFO.

The County will establish a firm submission deadline. BAFOs received after the deadline will not be considered.

Proposers must clearly identify all revisions to their original proposal.

If a Proposer does not submit a BAFO, the County will evaluate the most recent version of its proposal on record.

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2. Limitations:

Proposers may not introduce entirely new systems, platforms, or major solution components that were not part of their initial proposal, unless specifically requested by the County.

Only clarifications, enhancements, and pricing adjustments related to the initial proposal may be included.

3. Finality:

A BAFO will be considered the Proposer’s final submission. No further revisions will be permitted after the BAFO deadline unless requested by the County.

The County reserves the right to award based on initial proposals without requesting BAFOs.

4. County Reservations:

The County reserves the right to accept or reject any BAFO in whole or in part;

Request additional clarification or presentations during BAFO review;

and Negotiate final contract terms after BAFO submission if deemed in the

County’s best interest.

F. Evaluation Criteria and BAFO Consideration. The County’s evaluation will be based on the criteria published in this RFP, including but not limited to system functionality, implementation approach, vendor qualifications, references, and the Cost Proposal.

1. If BAFOs are requested, the evaluation team will re-score only the sections of the proposals that were revised or clarified in the BAFO submission.

Original proposal scores will remain in place for sections that are not revised. BAFO submissions may impact the overall ranking of Proposers.

The County may use BAFO pricing to determine final cost evaluation and best value analysis.

2. Should the County, in its sole discretion, determine to make an award at the conclusion of the entire evaluation process, it will award to the Proposer whose final proposal, inclusive of any BAFO, is ranked number one and best meets the requirements of this RFP.

RFP 26001 – CAMA AND PROPERTY TAX SYSTEM – PAGE 10

First Document in Proposal Packet

PROPOSAL RESPONSE COVER SHEET

RFP 26001

CAMA and Property Tax System

Name of Proposer:

Address:

Contact Name:

Email:

Phone number(s):

TO: THE BOARD OF COMMISSIONERS OF ADA COUNTY

1. Scope of Work. The undersigned, having familiarized itself with the cost of the work, and with all criteria included within or referenced by RFP 26001 CAMA and Property Tax System, including the Instructions to Proposers, Proposal Response Cover Sheet, and any addenda and exhibits issued and attached thereto (“RFP 26001”), on file in the office of Ada County Procurement located at 200 W. Front Street, Boise, Idaho 83702, does hereby propose to provide software and perform everything required to be performed, and furnish all the labor, materials, equipment, coordination, testing, all necessary tools, expendable equipment, and all utility and transportation services necessary to provide/perform, in a professional manner, the products/services required by RFP 26001, for the amount(s) provided online as part of the Bonfire proposal submittal process.

2. Addenda. Proposer hereby expressly acknowledges receipt of the following addendum (addenda) to the Agreement Documents:

# 1 Dated ____________ # 2 Dated ____________ # 3 Dated ____________

3. Right to Reject Proposals. In submitting this proposal, it is understood that the right is reserved by Ada County to reject any and all proposals, including any and all options.

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4. Compliance with Instructions to Proposers. Proposer has read and understands the Instructions to Proposers and agrees that the proposal complies with the Instructions.

5. Certification and Signature. This response to RFP 26001 CAMA and Property Tax System is submitted in accordance with all documents and provisions of RFP 26001. By my signature, I accept and agree to the terms, conditions and requirements contained in this solicitation, including but not limited to, the stated contract requirements and solicitation instructions. As the undersigned, I certify I am authorized to sign and submit this proposal. I further acknowledge I am responsible for reviewing and acknowledging any addenda that have been issued in connection with RFP 26001.

The selected proposer may be requested to provide appropriate documentation that demonstrates the signatory to any agreement with County has authorization to bind the selected proposer.

Before being uploaded to the Bonfire platform, the proposal form must be properly completed and signed in ink or contain an electronic signature as defined in Section 28-50-102, Idaho Code.

Signature Date

Printed Name Title

Email Phone

RFP 26001 – CAMA AND PROPERTY TAX SYSTEM – PAGE 12

SUBCONTRACTORS

The Proposer certifies that the following subcontracting vendors will be awarded subcontracts for portions of the project services in the event the Proposer is awarded the Contract.

Proposer may use additional sheets to provide this information, if required.

SUBCONTRACTORS

1. _______________________________ _________________________________

Subcontractor: Address Line 1

Discipline Address Line 2

2. _______________________________ _________________________________

Subcontractor: Address Line 1

3. _______________________________ _________________________________

4. _______________________________ _________________________________

RFP 26001 CAMA AND PROPERTY TAX SYSTEM – EXHIBIT A

EXHIBIT A

SCOPE OF WORK

I. OVERVIEW:

Ada County currently uses an in-house developed Computer-Assisted Mass Appraisal (CAMA) and Property Tax System (called Property Tax System (PTS)) to support property assessments, valuation, and the administration of property taxes for over 230,000 parcels.

PTS was built by the Ada County IT department in the late 1990’s and was written using Plex, a development tool for the IBM iSeries platform. PTS has been enhanced organically over the course of 2+ decades. Over time, this older technology has become increasingly inflexible with little to no new development. The County’s IT department has worked hard to make sure that it supports the CAMA/Property Tax legislative requirements, but maintaining the system has proven difficult on outdated technology, especially when legislation requires extensive programming to support new tax laws.

The PTS system is used by multiple departments (Assessor, Auditor, Treasurer, Commissioners and IT) to support the CAMA and Property Tax functions. In addition, there are a number of Excel spreadsheets that have been created to manage complex calculations and reconciliations to ensure accuracy of the property tax rolls.

II. PURPOSE:

The purpose of this RFP is to identify and procure a modern, robust, and efficient CAMA and Property Tax solution that will enhance accuracy, streamline workflows, continue public transparency, and ensure ongoing regulatory compliance for Ada County’s assessment and taxation functions. The new system should have the following general characteristics:

Utilize modern technology – preferably a solution deployed in a Cloud environment.

Be in legislative compliance with State of Idaho and Ada County specific tax laws and regulations. (System must be capable of modification as new legislation is passed.)

Facilitate integrations with supporting systems such as ESRI (GIS), Tyler Land/Office Records (Land Management), Oracle ERP (ERP) and other systems as outlined in the Key Requirements.

Employ robust system security functionality.

Provide mobile access.

Make use of improved electronic workflow processes.

Provide enhanced and self-service reporting capability.

III. REQUIRED DELIVERABLES:

Exhibit A-1 – Key Requirements is provided in Word format. This document must be filled out and returned as part of your submission and includes the key requirements that will be used to evaluate the proposals and may be incorporated into the signed contract.

A ranking has been provided for each item indicating the importance to the County. Rankings include R for Required, I for Important, N for Nice to Have, or E for Explore. Software applications that are missing a significant number of required features and technology preferences may be eliminated from consideration.

Proposers must provide a rating and a comment for every item. The comment should include a brief explanation of how the item is supported. Do not provide hyperlinks within the document.

Do not reference another line item for your answer. Do not provide an answer that is longer than four (4) sentences. All items must be addressed within the box provided. Do not modify the format, font, numbering, etc. of this section or insert page breaks. If a submitted RFP includes blank responses the document may be considered incomplete and rejected. This document must be submitted in both Word and PDF format. Use the following rating system:

Y Fully supported by the current release of the software.

3P Supported with third party software (software not directly owned or controlled by the proposer submitting the proposal).

C Customization is required to meet the requirement (changes to the underlying code must be made, a report must be specifically developed, tables must be created or modified, etc.).

F Future functionality on the product roadmap and supported in the next release of the software (or releases) within the next 1 – 2 years.

N Not supported.

Sample Response Format: Please use the format below when completing your response.

General Requirement Response

R 1. Audit trail with user, date, and time stamp throughout all modules.

Y System logs all transactions and stamps them with user, date, time and before/after values.

A report can be generated to review audit history.

Exhibit A-2 – I.T. Questionnaire is provided in Word format. This document must be filled out and returned as part of your submission and includes the I.T. related questions that will be used to evaluate the proposals and may be incorporated into the signed contract.

Exhibit A-1 ADA COUNTY KEY REQUIREMENTS FOR CAMA and Property Tax Software

A. PROJECT BACKGROUND

Ada County is located in the southwestern portion of Idaho and serves as the government seat for the region.

The county is home to Boise, the state capital and largest city, which drives much of the area's economic and cultural activities. Ada County serves as a central hub for both governmental administration and public services in the region. The County’s statutorily mandated responsibilities include real and personal property appraisal, approval and implementation of property tax exemptions, and property tax billing and collection.

The County is looking to replace their in-house built Computer-Aided Mass Appraisal (CAMA) and Property Tax software.

ABOUT ADA COUNTY THE FACTS AND FIGURES

Number of Parcels 230,000

Property Tax Approach Levy based

Taxed Property Types Residential, Commercial, Manufactured, Agriculture, Personal

Valuation Methods Cost, Market, Income

Valuation Sources Oregon Cost Manual MLS (Multiple Listing Service) CoreLogic Commercial Brokerages

Number of Appraisers 25+

Property Tax Rolls Property Roll Subsequent Roll (May 15 – Oct 31) Missed Roll (Nov 1 – Dec 31) Solar

Homestead Exemption Homestead Exemption – 50% of Value up to $125K

Provisional Exemption Exempt improvement up to 5 years. May be stair stepped downward

Hardship Exemption Commissioners’ office approvals based on income tests

Agricultural Exemption One‐time application for 5 acres and over Annual application for less than 5 acres Income valuation approach

Site Improvement Exemption Developers ‐ exempt improvements to land until property is sold or occupied 75% of land value is exempt

Casualty Loss Exemption Application to the Commissioners’ office for value reduction

Wildlife Habitat Exemption Valued as a Wildlife Habitat

Other Exemptions Annual Application: Religious, Charitable, Hospital Automatic Exemption: Government, Schools $250K Business Personal Property

Property Tax Reduction – Circuit Breaker (Tax Credit) Income based tax credit from the state of Idaho is distributed to qualified citizens

Homeowners Tax Relief (Tax Credit) State Tax Commission credit based on the taxable value and eligible taxes from the Idaho state budget

Veterans Property Tax Reduction (Tax Credit) Similar to Property Tax Reduction, for Veterans

School District Facilities Fund (Tax Credit) State allocates budget each year to reduce school district levies. Must show tax with SDFF and without SDFF and show the savings on the bill

District Tax Levies 158 districts total with 84 levying districts

Tax Increment Financing Districts 14 Urban Renewal Districts

Delinquency Process – Real Property Tax Deed

Delinquency Process – Personal Property and Manufactured Home

Warrant of Distraint

Trash Billing Interface 24,000 unincorporated commercial and residential customers with mandatory fee‐based trash service.

The County is replacing the current system with an integrated enterprise solution that would encompass much, if not all of the functionality outlined in this document. The goals of this project are to:

Modernize technology Utilize a single application as much as possible Enhance both internal and external access to data Reduce customizations, work arounds, manual processes, and off system data Unify workflow and processes wherever possible

VENDOR INFORMATION RESPONSE

1. Company Information

Company Name | Website

Company Contact Name | Title

Contact Address |Phone |Email

2. About Company

Year Founded | Public vs. Private

History (name changes, mergers, acquisitions)

Employee Count – Total

Employee Count – Dedicated to this application

3. Customers on Proposed Application

Total Customers

Total Counties of Similar Size

Total States the system has been installed

Identify States where system installed

Total Idaho Customers

Identify CAMA/Property Tax product litigation with your company in the last 5 years

4. Software Version

Current Version | Release Date

Proposed Version | Release Date

Describe Cloud strategy and history

5. Implementation

Direct, System Integrator, Value‐Added Reseller

COST SUMMARY RESPONSE

6. Software Annual Subscription for all modules to meet required functionality for 230,000 parcels.

7. Implementation estimate including requirements review, design, configuration, training, testing, integration, reports, forms, etc.

8. Other Any Third‐Party Software, along with associated costs requirements in scope.

9. Total Cost Year 1 Subscription, Implementation

10. Total Cost Year 2

11. Total Cost Year 3

12. Total Cost Year 4

13. Total Cost year 5

14. Total 5‐year Cost

Proposers must provide a rating and a comment for every item. The comment should include a brief explanation of how the item is supported. Do not provide hyperlinks within the document. Do not reference another line item for your answer. Do not provide an answer that is longer than four (4) sentences. All items must be addressed within the box provided. Do not modify the format, font, numbering, etc. of this section or insert page breaks. If a submitted RFP includes blank responses the document may be considered incomplete and rejected. This document must be submitted in both Word and PDF format. Use the following rating system:

Y Fully supported by the current release of the software.

3P Supported with third party software (software not directly owned or controlled by the proposer submitting the proposal).

C Customization is required to meet the requirement (changes to the underlying code must be made, a report must be specifically developed, tables have to be created or modified, etc.).

F Future functionality on the product roadmap and supported in the next release of the software (or releases) within the next 1 – 2 years.

N Not supported.

Sample Response Format: Please use the format below when completing your response.

General Requirement Response

R 1. Audit trail with user, date, and time stamp throughout all modules.

Y System logs all transactions and stamps them with user, date, time and before/after values. A report can be generated to review audit history.

KEY REQUIREMENTS DOCUMENT RESPONSE

Modules Response

R 1. Property Records

R 2. Assessment Administration

R 3. Exemptions

R 4. Appeals Management

R 5. Levy Management

R 6. Tax Credits

R 7. Property Tax Billing and Collections

R 8. Distributions

E 9. Finance

R 10. Reporting

Technology Response

R 11. Preference for Cloud deployed solution. Indicate deployment model (single vs multitenant SaaS).

R 12. Number of customers on‐premises.

R 13. Number of customers on Cloud.

R 14. List Web browsers supported for user interface.

R 15. Multiple environments ‐ Production, Testing, Training, Development.

R 16. Role‐level security to menu and screen levels.

R 17. Ability to mask or encrypt sensitive data fields.

I 18. Access to database tables query ability (inner and outer joins) for ad hoc queries (SQL, other).

I 19. Dynamic database field display customization in CAMA user interface.

I 20. Compatible with Microsoft Entra for single sign‐on.

I 21. Multi‐factor authentication.

R 22. Compatible with Microsoft Office 365 – Excel, Word, Outlook.

R 23. List integration technologies (Web Services, XML, APIs, etc.)

R 24. Indicate integration or replace strategy and proposed method for the following:

a. Microsoft Entra (Identity and Access Management)

R b. Oracle ERP Cloud (ERP/Financials)

R c. ESRI ArcGIS (Geographic Information System)

R d. Construction Cost Manual (Property Valuations)

R e. CoreLogic (Commercial Valuations, and Payment Aggregator)

I f. OnBase (Document Management)

R g. Tableau & Showcase Query Editor Software

(Reporting/Data Analytics)

R h. Tyler Land/Office Records (Land Management)

I i. Apex (Building Footprint Sketching)

I j. MuniBilling (Waste Management Billing)

R k. DocuSign (Electronic Signatures)

N l. Sympro (Treasury Management)

R 25. Support mobile operating system (ie. iOS, Android, Windows, etc.).

I 26. HTML5 based responsive design and/or mobile apps for mobile devices.

I 27. Citizen portal functionality for citizen access including view, download, upload documentation, and payments.

General Requirements Response

R 28. Integrated CAMA and Property Tax solution.

R 29. Dynamic software package that can adapt to needed internal changes as well as new legal requirements.

R 30. Create user‐defined queries and reports.

R 31. Rules based workflow throughout the system with visibility.

R 32. Workflow alerts, range and consistency checks.

R 33. Events can trigger new workflows (a valuation appeal triggers a hearing schedule workflow, etc.)

I 34. Workflow triggers related workflows (a completed parcel action gets assigned to an appraiser, etc.).

I 35. Forms Library with templates that can be routed online for approval and update the system once approved. (Exemption forms, Appeals forms, etc.)

N 36. Electronic signatures.

R 37. Audit trail with date, time, user stamp, before and after values.

R 38. Date effective transactions. Ownership, parcel actions, sales, etc.

R 39. Document attachment capabilities within the system or link to 3rd Party Document Management such as OnBase (document, photo, sketch, etc.).

R 40. Rules based record retention and purge capabilities.

R 41. Mobile functionality ‐ data collection in the field updates property characteristics. Does mobile have real time integration with system in the field?

I 42. Mobile store and forward (offline) capability.

R 43. Manage forms and correspondence (email, letters, etc.).

I 44. Support confidential records where information can be redacted for security reasons (information related to police/corrections officers, judges, etc.).

I 45. Full search capability throughout the system, in all fields.

N 46. OCR (Optical Character Recognition) capabilities.

E 47. AI (Artificial Intelligence) tools or functionality to enhance the usability and efficiency of the system.

R 48. Notes fields throughout the system.

R Property Records Response

R 49. Create and manage parcel records, including attachments, history of ancestor and descendant parcels, with drill down capability. Comprehensive land, residential, commercial, personal property, manufactured, and agricultural characteristic records.

R 50. Multi‐year property records retention access and management. Database copy functions to copy records from the current year to future assessment year for processing purposes (mid‐year copy all parcel records, end of year copy new construction occupancies, and business personal property characteristic records).

R 51. 11‐digit alphanumeric parcel number with functions to support naming standards (alphabetical prefixes).

R 52. Standard Property Master File including user definable fields.

R 53. Land records intake, workflow monitoring and processing, e.g., conveyance, parcel line adjustment, etc. from Recorder (Tyler Land and Records). Ability to import data from external sources/agencies (ie Building Permit Data, GIS Data for addressing, tax code area, zoning updates, etc.)

I 54. Track and prioritize incoming parcel changes by type or code 70+ codes (subdivisions, etc.).

R 55. Assign and manage internal and external parcel action instrument numbers associated with all documents.

R 56. Mass changes to parcels (reappraisal year, initials, land characteristics batch update for group, etc.)

R 57. Ability to reverse parcel actions (ownership, creation, split, combo, etc.)

R 58. Track and manage permits issued by permitting agencies (cities, districts, etc.).

N 59. Track deed processor performance (number of documents processed, etc.)

R 60. Multiple ways to perform parcel searches (property address, owner name, parcel number, keyword, wildcard, etc.).

R 61. Unlimited owner names and addresses per parcel.

R 62. Parcel create, split, combination functions, and subdivision plat processing.

R 63. Track related parcels (same owner).

I 64. View thumbnails of documents and choose selected pages to view or retrieve.

I 65. Group parcels in types including subdivision/section land group, geoeconomic area, neighborhood, etc.

I 66. Create and manage owner records including editing and combining for management of the parcel owner citizenry.

R Assessment Administration Response

R 67. Support assessment of property types: residential, commercial, agricultural, manufactured homes, and personal property categories. Including applying partial values for commercial.

R 68. Batch valuation processing ability (residential depreciation, neighborhood trending) Commercial income parameters (PGI trends, vacancy, expense, cap rates).

R 69. Support Market, Cost, and Income valuation methods. Including comprehensive retention of characteristic records for all land and improvement types sufficient to support each valuation model.

R 70. Ability to integrate property cost and valuation data from various sources (MLS, Oregon Cost Manual, CoreLogic, property maps, permits, property sales data, etc.).

R 71. Simulate and compare valuations using the different valuation methods.

R 72. Sales data management and validation functionality.

R 73. Sales search & statistical report generation based on dynamic sales selection criteria. Allow for creation of subject and comparable property appraisal reports for BOE and BTA appeal purposes.

R 74. Ratio studies and related statistics based on dynamic sales criteria for statutory reporting and ad hoc studies.

R 75. Retention of neighborhood groupings with support for integrated modeling – apply a valuation model or trend to all properties within groupings.

R 76. Support the use of modifier factors to adjust values to a single address, neighborhood, or group and allow for modifier calculation stacking.

R 77. Apply mass updates (% modifiers) to selected appraised values ‐ by neighborhood, geo‐economic area, subdivision or section/group association, etc.

Also allow application of modification factors by physical characteristic attributes.

R 78. Maintain historical and revised parcel values changed by exemptions, corrections, appeals, etc.

R 79. Support workflows for valuation processes including corrected value initiation and approval (Corrected Assessment Notice, BOE Adjustment, and Tax Cancellation processes).

R 80. Range and consistency checks for data entry processes throughout the characteristic records.

R 81. Bulk assignment and transfer of parcels to a different appraiser.

R 82. View thumbnail image of parcel photos and sketches of building footprints.

R 83. Monitor appraisal workflows to ensure appraisals are completed (look for errors like an appraiser was not assigned, property exceptions, etc.)

R 84. Generate digital packet of data for field appraisers, (property data, sketches, maps, filed permits, etc.)

R 85. Mobile – real‐time mobile user interface for inspections with range and consistency checks that match the desktop software.

R 86. Mobile – view GIS layer information.

R 87. Mobile – Upload and attach photos and notes taken by field appraisers.

I 88. Online taxpayer portal for submission of property reporting forms (exemption, commercial, residential, manufactured housing, personal property valuation, agricultural forms, etc.).

R 89. Personal Property ‐ manage the location, tracking, and valuation of personal property.

R 90. Personal Property ‐ support hundreds of personal property assets per owner that could cross multiple parcels.

R 81. Personal Property ‐ support multiple depreciation schedules and methods per asset class.

R 92. Agricultural ‐ value calculations based on acreage productivity and soil yields, irrigated, non‐ irrigated, meadowland, dry graze, pump costs, etc.

Table‐driven income and expense retention to calculate valuation of agricultural land.

R 93. Inspection date retention and triggers ‐ building permits, new construction, exemption forms (receiving and not receiving), new subdivision, appeals, etc.

R 94. Calculate and manage New Construction Roll values (marginal value increase related to residential, manufactured housing and commercial new construction, commercial remodels, and commercial partial values) for budget capacity reporting.

R 95. Prorate assessed value of occupancy new construction.

R

96. Generate valuation reports (Assessment Notices, New Construction Roll, value by category, urban renewal, owner occupied/non owner occupied) for budgeting/revenue or other statutory reporting requirements.

R 97. Create and manage Tax Increment Financing (Urban Renewal or UR) District valuations. Assign districts by parcel, include Revenue Allocation Area (RAA) list and RAA Creation‐to‐Termination calendar, and manage parcel base values and exemptions to allow for accurate allocation of value to UR increments

R 98. Create and manage Abstracts (market value – Exemptions by category and district) for the Auditor that is sent to state.

R 99. Sketching ‐ generate or update sketches of improvements in the field. Attach to property assessment record data. (Could be 3rd Party)

N 100. Pictometry or similar functionality,…