3-RFP26001 EXHIBIT A-1.docx

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CAMA and Property Tax System
Solicitation number
RFP 26001
Issued by
Ada County, Idaho

About this file

The document is a Request for Proposal (RFP) Exhibit A-1 from Ada County, Idaho, seeking a comprehensive Computer-Aided Mass Appraisal (CAMA) and Property Tax software replacement for their existing in-house system. The county serves 230,000 parcels across residential, commercial, manufactured, agricultural, and personal property types, and requires a modern, integrated enterprise solution to modernize technology, enhance data access, reduce customizations, and unify workflow processes. The RFP outlines extensive key requirements across modules including property records, assessment administration, exemptions, appeals management, levy management, tax credits, property tax billing and collections, distributions, finance, and reporting.

The proposed solution must support cloud deployment, integrate with multiple existing systems including Microsoft Entra, Oracle ERP Cloud, ESRI ArcGIS, and other critical platforms, and provide comprehensive functionality such as mobile capabilities, workflow management, citizen portals, and robust reporting tools. While specific pricing is not disclosed in the document, the RFP requires vendors to provide detailed cost summaries including annual software subscriptions, implementation estimates, and five-year total cost projections. The county emphasizes the need for a dynamic software package that can adapt to internal changes and new legal requirements, with strong preferences for cloud-based, integrated solutions that offer role-level security, multi-factor authentication, and comprehensive audit trail capabilities.

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4-RFP26001 EXHIBIT A-2.docx DOCX document
1-RFP26001 Specifications.pdf PDF
2-RFP26001 Proposal Response Cover Sheet.pdf PDF

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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

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

| Page 1

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 e q u i r e d I m p o r t a n t N i c e t o H a v e E x p l o r e

ADA COUNTY KEY REQUIREMENTS FOR

CAMA and Property Tax Software

| Page 10

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, including oblique georeferenced imagery, with integrated change detection functionality.
R
101.Interface with GIS to display parcel map and populate property data (parcel numbers, owner information, etc.).
R
102.Document Production (i.e. Personal Property Declarations and Reminder Letters, Sales Survey Letters, Reappraisal Survey Cards, Trespass Consent Letters, HOE Exemption and Transaction Verification Letters, Agricultural Status letters Assessment notice documents)
R
103.Calendar functions to lock assessment records for assessment roll production, trigger public display of online records (historical, after the year-end close).
R
Exemptions
Response
R
104.User defined exemption types, including homestead, religious, charitable, hospitals, educational, government, etc.
R
105.Send application and notifications to taxpayer to apply/reapply for exemptions along with receipt and processing status.
I
106.Citizen portal where exemption applications could be submitted, imported into the CAMA system and processed electronically.
R
107.Process and apply both one-time and annual exemption forms/applications with workflow monitoring capabilities.
R
108.Exception and process reporting functions for exemption processing (aging reports, exemptions processed by clerk, etc.) Range and consistency checks for exemption processing.
R
109.Calculate exemption prorations on a daily or quarterly basis, including the ability to add roll value where exemptions have been removed due to status changes and support override capabilities
R
110.Support special exemptions and related functionality for reporting and other purposes.
R
111.Flag expiration of exemptions at year end or when ownership changes and integrate with property records deed processing workflow processing.
R
112.Include statutory exemption reporting functions (Homeowner’s Tax Relief Roll, Homeowners exemption database (export to tax commission monthly).
R
113.Support multi-department homeowners’ exemption ownership and occupancy notification process.
R
114.Support multi-office homeowners’ exemption recovery process (by tax year including late fees, interest, and penalties)
R
115.Property Tax Reduction program management database (ability to import and edit for processing)
R
Appeals Management
Response
R
116.Appeal form intake via hardcopy or electronically via citizen portal.
R
117.Case management to support the appeals workflow process from beginning to end including appeal hearing scheduling functions for exemption and valuation appeals.
R
118.Visibility of appeals status and resolution in the system.
R
119.Automation to prepare documents and attachments related to the Board of Equalization (BOE) process.
R
120.Manage BOE (Board of Equalization) hearing schedules.
N
121.Manage BTA (Board of Tax Appeals) hearing schedules.
R
Levy Management
Response
R
122.Rules based calculation of levies for 150+ taxing districts.
R
123.Manage both levies and sub-levies.
R
124.Support savings tables: original levy – savings levy

= savings amount.

R
125.Calculate levies where a single large parcel may cross different levy districts.
I
126.Adjustment levy (fund large refunds for previously overcharged entities).
R
127.Support Tax Increment Financing Districts (Urban Renewal).
I
128.Manage negative balances that arise from reversed tax payments after the distribution process.
R
Tax Credits
Response
R
129.Homeowners Tax Relief (HTR) Roll management.
R
130.Support tax credits applied to qualified taxpayers: PTR, HTR, Veterans, etc.
R
131.Interface with the state for tax credit amounts.
R
132.Rules based tax credit calculations based on property tax relief legislation.
R
133.Apply tax credits to accounts.
R
134.Print on bill certain tax credits including the School District Facilities Fund (SDFF).
R
135.Generate refunds and refund listing to the State for ineligible credits due to tax cancellations, etc.
R
Property Tax Billing and Collections
Response
R
136.Support tax categories: Residential, Commercial, Agricultural, Personal Property, Manufactured, Solar.
R
137.Support multiple tax rolls: Primary, Subsequent, Missed, Solar.
R
138.Generate reports for internal balancing of all tax charges and rolls (property taxes, levies, sub levies, certifications, prepayments, cancellations, tax relief, bills)
R
139.Generate tax charge reports for Auditor and State.
R
140.Maintain tax tables for 150+ districts.
R
141.Rules-based calculation of property taxes due based on property type, assessments, levies, tax credits, etc. including levy exclusions based on property type.
I
142.Support bill error checking - deconstruct a bill step by step to troubleshoot.
R
143.Support billing a single owner of multiple parcels.
R
144.Certify past due amounts from other services/fees to the property tax account and include on bill.
R
145.Generate bills in PDF format to send to 3rd Party billing/mailing service.
R
146.Produce Copy Bills – provide to owners who pay their property tax via their mortgage.
R
147. Produce custom bills for Public Utilities, Solar, and FILT billing.
R
148. Produce Operating Property report for the State.
R
149.Centralized view of all taxes due.
R
150.Look up open receivable record multiple ways: bill number, tax number, address, name, etc.
R
151.Multiple forms of payment: check, cash, credit card, ACH, EFT, wire, etc.
R
152.Portal payment processing or link to 3rd Party Payment Processor.
R
153.Import payment data from mortgage tax payment service (CoreLogic) and apply to taxpayer account.
R
154.Manage exceptions for payments imported that do not match taxpayer accounts.
R
155.Support batch and multi-parcel payments.
R
156.Support tax cancellations.
R
157.Receive and credit tax pre-payments for the account.
R
158.Support refunds for overpayments or as needed.
R
159.Rules-based calculation of fines, interest and penalties on past due amounts (2% penalty and 1% per month interest) (penalty and interest percentages may be different for different property types)
R
160.Calculate taxes in arrears including penalties and interest, with the ability to project penalties and interest to future dates.
R
161.Partial payments applied to past delinquent payments and then to current payments.
R
162.Support collection management functionality including collection notes, letter templates, payment holds, parcel flags, etc.
R
163.Support 4-month extension of payment if approved by Board of County Commissioners.
R
164.Support payment plans for past due amounts.
R
165.Identify delinquent property tax accounts and support Tax Deed delinquency process.
R
166.Identify delinquent personal property, and manufactured home tax accounts, and support Warrant of Distraint process.
N
167.Tax estimator for taxpayers to see what the predicted tax may be for that year prior to levy certification.
R
168.Generate receipts, account balances and history, and tax payment detail on demand
R
169.Generate a “paid by” report listing all payments made during a determined period of time with payer detail.
R
170.Generate on demand report for all parcels in delinquent status.
R
171.Automation/Workflow between Treasurer and Assessor for mobile home title changes and payments.
R
172.Interface with existing software for image capture, store images (check scanning, payment backup) associated with parcels or batch payments.
R
173.Generate “highest taxpayer” reports by taxes charged by taxing district.
R
174.Support automation and parcel notes for lender payments (i.e. bank coding). Generate reports and listings to support internal analysis and audit.
R
175.Generate reports to identify potential bad mailing addresses and foreign addresses for research.
R
Distributions
Response
R
176.Receive payments and record distributions to Taxing Districts.
R
177.Make payments through the system or through Oracle Accounts Payable.
R
178.Support district payment recovery process for tax cancellations.
R
179.Positive pay.
I
180.Drill down reports and queries for distributions at a transactional level.
Finance
Response
R
181.Describe Treasury finance capability or integration with Oracle ERP.
R
182.Manage Tax Collector Cash Books, including daily detailed reporting for balancing and audits.
R
183.Generate cash receipts with review prior to posting to the General Ledger.
R
184.Generate on-demand reports for tax collection, HOE recovery, distribution, trial balance, journal entries, ledger, and deposit slips.
I
185.Support “report sets” by grouping reports by task (daily balancing, monthly distribution, etc.)
R
Reporting
Response
R
186.List reporting tools available to end users and IT. Ability to connect database query reporting software to the CAMA/Tax database to produce reports or support open data or GIS portals.
R
187.User definable dashboards (internal or could by 3rd party like PowerBi or Tableau).
R
188.Filterable date-range or point-in-time queries and reports.
I
189.Internal reporting functions with standardized selection for frequently used, or statutorily mandated reporting. Ability to modify standard reports and save.
R
190.User-level queries and reports.
R
191.Drill down to source transactions within queries or reports following user-security rules.
I
192.What-if analysis tools.
I
193.Schedule auto-generation of reports and distribute via e-mail, or post to dashboard, portal, etc.
R
194.Generate reports exports in multiple formats, e.g., HTML, PDF, Excel, Word, CSV, DBF, etc.

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