7-261130RFQ Attachment A - Scope of Work (SOW).docx

Attachment A Scope of Work (SOW)

The Responder shall adhere to the following minimum specifications, performance requirements and all terms and conditions within this solicitation.

1. General Requirements

1.1 Provide an online platform and auction services for the Treasurer’s Office delinquent tax liens.

1.2 The entire auction process, from bidding through the collection of payment(s) shall be processed through the Contractor’s online platform.

1.3 All services shall be provided at no cost to the County.

2. Online Sales

2.1 Annual Auction

2.1.1 Pursuant to A.R.S. § 42-18112 the annual tax lien sale shall occur in February of each year.

2.1.2 The sale shall continue from the date designated by the Treasurer until the tax lien on each parcel has been offered for sale.

2.1.3 Bids may be accepted prior to the date designated in February, but shall not become official until the designated date.

2.2 Year -Round Sales

2.2.1 Contractor shall have the ability to continue the sale of tax liens throughout the year.

2.2.2 Contractor shall provide daily bidder feeds for new bidders.

2.2.3 The Contractor shall allow for year-round updates to parcel availability.

3. Auction Website

3.1 The Contractor’s website shall display the following information for each parcel/auction:

3.1.1 Ability to view the parcel via Google Maps or other mapping tools if the parcel address is available.

3.1.2 A breakdown of tax amount per year if multiple years are included.

Contract #261130RFQ

3.1.3 The number of any other certificates held on a parcel by other purchasers.

3.2 Minimum Security Requirements

3.2.1 The Contractor shall ensure all bidder information is kept confidential.

3.2.2 The Contractor shall ensure all bid information is kept confidential.

4. Liens

4.1 The Treasurer will provide a list of delinquent tax liens for all parcels subject to the auction approximately thirty (30) days prior to the auction.

4.2 The Contractor shall remove any liens subject to redemption that may not be sold at auction. The Treasurer will provide timely updates to the tax lien list before and during an auction.

5. Sale in Groups

5.1 Contractor must have the ability to combine multiple available parcel years into one (1) purchase.

6. Bidder Registration

6.1 All bidders must register for auctions on the Contractor’s website.

6.2 The Contractor will assign new bidder numbers to each respective bidder to be used in current and future auctions.

6.3 The Contractor will be responsible for maintaining the bidder list. This shall include updating the current list with new bidder information.

6.4 The Contractor will establish and issue new bidder numbers and ensure that multiple bidder numbers are not assigned to the same person or entity. The shall include ensuring that duplicate bidder numbers are not issued.

6.5 The Contractor shall enforce the Single Simultaneous Bidding Entity Rule.

7. Bidding Process

7.1 Pursuant to A.R.S. § 42-18114, the successful biddershall be the entity who pays the delinquent taxes, interest, penalties and other charges, and offers to accept the lowest rate of interest.

7.2 The highest rate of interest bid may not exceed sixteen percent (16%) per year simple.

7.3 Bids will only be accepted in whole percentage points. No fractional percentage points are permitted.

8. End of Auction

8.1 Pursuant to A.R.S § 42-18113, tax liens shall continue to be offered for sale until the Treasurer is satisfied that no further sales will occur. At that time, the auction shall close and no further tax liens shall be offered for sale pursuant to that respective auction. Unsold liens assigned to the State may be sold throughout the year.

9. Payment

9.1 The Contractor shall accept payment for tax liens sold electronically via the Contractor’s web site.

9.2 The Contractor will provide for electronic transfer of funds (ACH) to the account designated by the Treasurer.

9.3 The Contractor will collect all funds from the successful bidders at the end of each day while the auction is ongoing (including the final day of the auction) and will transfer these funds to the Treasurer’s account no later than 5:00 pm Arizona time on the next business day.

9.4 At least two weeks prior to the first day of the auction, the Contractor will ensure that the Contractor’s bank provides a letter to the Treasurer’s Office confirming that the ACH process has been set up, is functioning, and ready for use in the auction process.

9.5 If the successful bidder does not have sufficient funds to conclude the sale, the sale shall be deemed incomplete. In the event this occurs, the next highest bidder shall be awarded the tax lien or, in the alternative, the parcel will be reoffered for sale once the over-the-counter sale begins.

9.7 The Treasurer will not accept bids or payments for any sale of tax liens at the Treasurer’s Office or through the Treasurer’s website. All successful bidders shall be directed to access the Contractor’s website to conclude their purchase.

9.8 The Contractor shall provide online access and daily reports containing any auction and payment activity to the Treasurer.

10. Support Services

10.1 The Contractor must provide online and telephonic support to the Treasurer’s staff prior to the auction, during the auction, and after the auction.

11. Technology Compatibility

11.1 All technology to be used by the Contractor must be compatible with the technology used by the Treasurer’s Office.

11.1.1 The Contractor’s application(s) must be able to interface with the Treasurer Receipting and Online Collection System (TROCS), a custom in-house developed application, and be able to accept nightly uploads of property parcel numbers, amounts due, and owner names through a secure File Transfer Protocol (FTP) site.

11.2 The Contractor shall provide the Treasurer with immediate access to information concerning the bidding process and payments. This information shall be transmitted in a text delimited file.

12. Usage Report

12.1 The Contractor shall furnish the County a quarterly usage report delineating the acquisition activity governed by the contract. The format of the report shall be approved by the Treasurer’s Office and shall disclose the quantity and dollar value of each contract item by individual unit.

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