1-Statement of Work - Request for Information No. TRN2131065F1.pdf

Statement of Work Tax Deed Auction Services

1. Project Request

RealAuction.com, LLC (“Contractor”) shall provide a hosted tax deed management software to manage the full lifecycle of tax deed auctions and surplus funds management for the Records, Taxes, and Treasury Division (“RTT”), from the point where taxes become eligible for auction to the successful auction and transfer of the property, ensuring compliance with Florida statutes governing tax deeds (F.S. 197.502 / 512 / 522 / 532 / 542 / 552 / 582) and County’s related policies and procedures.

Contractor represents that the software and related services provided under this Agreement will provide this functionality and solution, including:

A. Pre-Auction activities

• Pre-auction processing: All necessary actions to prepare properties for auction, including managing tax deed applications and notices.

• Notification: Ensure that legal title holders, lien holders, and in some cases, owners of contiguous properties are properly notified of the impending sale.

B. Auction activities

• Online auction management: Facilitate online tax deed auctions, including proxy bidding and managing the auction calendar.

• Bidding management: Track bids and determine the highest bidder.

C. Post-Auction activities

• Surplus funds management: Track surplus claims for any remaining excess funds by lien holders and the former property owner.

• Reporting and record-keeping: Maintain records and generate reports related to tax deed sales and surplus management.

2. Services Description

Contractor shall deliver the necessary software, implementation services, training, and support and maintenance services required to deliver a fully functional Contractor-hosted tax deed management software.

A. Software. Contractor will provide the following Software under this Agreement:

Software Suite, Version & Module

Quantity & Type of License

Describe Purpose, Functionality & Expected Operation of Software

RealTDM Tax Deed Management Software

Software-as-a- Service

Tax deed management software to manage the full lifecycle of tax deed auctions and surplus funds management

3. Technical Approach

A. Implementation

Contractor will deliver the software as a Software-as-a-Service with cloud Hosted Services. The Hosted Service is provided by Contractor under this Agreement.

B. Interfaces

Contractor will ensure the Software interfaces with the Tax Collector’s tax collection and billing system to accept, process and display tax deed information and other data related to the management of tax deeds.

C. Responsibilities

The responsibilities of Contractor under this Agreement include all aspects of the Software implementation, use, configuration, and support needed by County for use and support of the Software.

D. Security/Access

Contractor will cooperate with County and provide any and all information that County may request in order to determine appropriate security and network access restrictions and verify Contractor compliance with County security standards.

4. Managerial Approach & Communication

Contractor will ensure that the persons responsible for Contractor’s performance of the Services are appropriately trained and experienced and have adequate time and resources to perform in accordance with the terms of this Agreement. Contractor shall provide County with the names and contact information for key personnel upon the Effective Date.

5. Training

Contractor will conduct on-site training sessions for designated County staff as necessary for the use and configuration, where applicable, of the software. Webinar training and dedicated telephone support shall be available for County staff.

Contractor will provide all necessary training materials that cover all aspects and functionality of the software.

6. Deliverables

No. Description Requirements for Deliverable

1. Configuration Confirmation of successful configuration of the software, including all permissions and user roles

2. Training Completion of training sessions for County Staff

3. Preliminary Acceptance Testing Confirmation by County of successful completion of

Acceptance Test Criteria

4. Go-Live and Final Acceptance Confirmation by County of successful completion of

Final Acceptance Test Criteria

Deliverable 1: Configuration Contractor will perform a business process review with County staff to determine needs for setup and configuration of the tax deed management software.

Deliverable 2: Training Contractor will conduct training for County staff that will cover the essential concepts and standard navigation of the software and tasks related to County’s business processes as described in Section 5. Scheduling of all training sessions will be coordinated with and subject to approval by County.

Deliverable 3: Preliminary Acceptance Testing County will perform testing of the software using functions as defined in the Final Acceptance criteria, Section 7. County will document any problems associated with a fail, which will be rectified by Contractor.

Deliverable 4: Go-Live and Final Acceptance The Final Acceptance phase will be performed in accordance with the Final Acceptance Test Plan (Section 7 below). Contractor will be readily available during business hours for Go-Live to assist with technical issues and needed modifications.

7. Final Acceptance Test Plan:

County's Contract Administrator will provide written Final Acceptance only upon successful completion of all the Preliminary and Final Acceptance Test Criteria stated below:

No. Deliverable Final Acceptance Test Criteria Pass/Fail

1. User

Management County to confirm Software provides role-based access for bidders and County staff.

2. Auction Management

County to confirm Software provides ability to schedule, publish, and conduct auctions online with real-time bidding.

3. Interfaces County to confirm Software interfaces with the Tax Collector’s tax collection and billing system to accept, process and display tax deed information and other data related to the management of tax deeds.

No. Deliverable Final Acceptance Test Criteria Pass/Fail

4. Document

Automation County to confirm Software auto-generates various documents (e.g., certified notices, tax deeds, etc.).

5. Notifications & Alerts

County to confirm Software sends email and in-portal updates for critical events (e.g., sale results, deed issued, surplus available).

6. Surplus Fund Processing

County to confirm Software tracks overages and facilitates online claim submission and processing.

7. Reporting & Audit

County to confirm Software provides configurable reports, transaction logs, bidder history, etc.

8. ADA

Compliance

Software is fully accessible and compliant with the Americans with Disabilities Act, 42 U.S.C. § 12101, and Section 504 of the Rehabilitation Act of 1973, and meets or exceeds the World Wide Web Consortium/Web Content Accessibility Guidelines (WCAG) 2.1 Level AA standard.

END OF STATEMENT OF WORK