RFP 01088 Doc

THE UNIFIED GOVERNMENT OF

ATHENS-CLARKE COUNTY(ACCUG)

DATE: October 6, 2022

TO: Software Contractors

SUBJECT: RFP #01088 - PROPERTY TAX COLLECTION SOFTWARE

You are invited to submit a proposal to provide a Property Tax Collection Software System including the software, related subsystems, implementation, training, and ongoing support for the Athens Clarke County Tax

Commissioner’s Office.

Inquiries regarding proposals should be made to Jessica Beri, Purchasing Administrator, or Angie Perteet, Senior Buyer, (706) 208-7552 or accbids@accgov.com. Technical questions may be directed to Amanda Stephens, Tax Commissioner’s office at 706-613-3120 or email: amanda.stephens@accgov.com. The estimated range of this project is between $40,000 to $60,000 first year and $20,000 to $30,000 annually.

Attached hereto is the Request for Proposal (RFP) instruction document. The written requirements contained in this (RFP) shall not be changed or superseded except by written addendum from the Unified Government of

Athens-Clarke County Purchasing Division of the Finance Department. Failure to comply with the written requirements for this proposal may result in rejection of the proposal by the Unified Government of Athens-

Clarke County.

* One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing, One (1) printed paper copy(s) without pricing

* One (1) USB Flash drive with Section V-D Price Proposal Schedule, One (1) printed paper copy(s) of section V-D Price Proposal Schedule. Both of these must be submitted in a clearly marked and separately sealed envelope.

Proposals are to be sealed, marked with the offeror's name and address and labeled, “RFP #01088 Property Tax

Collections Software” and delivered to:

The Unified Government of Athens-Clarke County

Finance Department, Purchasing Division

375 Satula Avenue

Athens, Georgia 30601

Not later than 3:00 P.M. ET, November 18, 2022

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the proposal opening date. Please call (706) 613-3088 for more information. This service is in compliance with the

Americans with Disabilities Act (ADA).

Hand delivered copies may be delivered to the above address ONLY between the hours of 8:00 a.m. and 5:00 p.m. E.T., Monday through Friday, excluding holidays observed by the Unified Government of Athens-Clarke

County.

mailto:accbids@athensclarkecounty.com mailto:amanda.stephens@accgov.com

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The Unified Government of Athens-Clarke County reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the Unified

Government of Athens-Clarke County.

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TABLE OF CONTENTS

SECTION TITLE

I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

II REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

III SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

B. GENERAL REQUIREMENTS

C. ADDITIONAL REQUIREMENTS

D. SPECIFIC TASKS

IV SELECTION PROCESS AND EVALUATION CRITERIA

V MANDATORY PROPOSAL FORMS

A: PROPOSAL FORM

B: ADDENDA ACKNOWLEDGEMENT

C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

CONTRACTOR AFFIDAVIT & AGREEMENT

D: PRICE PROPOSAL SCHEDULE

(Must be submitted in a separately sealed envelope)

VI DOCUMENTS CHECKLIST

ATTACHMENT A: WHAT YOUR BUSINESS NEEDS TO KNOW ABOUT GEORGIA’S E- VERIFY

REQUIREMENTS

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SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND

MAY BE SUBJECT TO DISCLOSURE.

A complete signed proposal must include the documents listed below:

PROPOSAL FORMAT: Offerors are expected to examine the specifications, price schedule, and all instructions. Failure to do so will be at the offeror’s risk. Each offeror shall furnish the information required by the solicitation. The proposal and price schedule must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the offeror.

All proposals received will become a part of the official contract file and may be subject to disclosure.

PROPOSAL FORMAT: All proposals should include the information outlined below and in the following order:

1. Cover Letter: A brief cover letter of introduction and interest.

2. Table of Contents: Including all sections and subsections.

3. Business Information: State the full name and address of your organization and the branch office or subordinate element that will perform the services described in this proposal. Include a telephone number, the point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

4. Qualifications and Experience: Include an organization chart and summary resumes of key personnel proposed for the project, including designations of the team leader, the consultant responsible for design, the project architect, the person responsible for all proposed communications with the owner and all proposed sub-consultants and a description of their roles.

a. Current Project Assignments: Identify the current project assignment(s) and the currently identified completion date(s) for projects currently being managed by the key individuals proposed for our project.

b. Understanding of the Project: Statement of the firm's understanding of the project and proposed approach for providing requested services.

c. Additional Services Required: Based on the firm's understanding of the project, identify any additional services that might be required for a successful program

5. References: Include applicable past work with other County Governments. Past Performances, customer satisfaction with the vendor on prior projects. Include the name, address, telephone number, point of contact and description of the contract for each reference. See specifications for additional reference information requested.

6. Other Relevant Information: Include any othe relevant information concerning the project in this section.

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SUBMITTAL FORMAT: ALL proposal copies must be submitted in a sealed envelope or container with the

OUTERMOST container stating the company name, address, telephone number, the RFP number and TITLE

“RFP # 01088 Athens Clarke County Property Tax Collection Software”. If you have an ACCUG Vendor

Number please include it on the sealed envelope or container. If you do not know your vendor number, we will set up your company if you are awarded the RFP. Please rest assured that the vendor number is not a requirement for submitting your bid and will not count against you in any way.

One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing

One (1) paper copy of the signed proposal WITHOUT price

One (1) Separately Sealed USB Flash drive with a copy of section V-D Price Proposal Schedule and

One (1) paper copy of section V-D Price Proposal Schedule

(Must be submitted separately in a sealed envelope)

Offerors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service.

No responsibility shall attach to the Unified Government of Athens-Clarke County for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper or Improper address. Proposals via facsimile will NOT be considered.

ALL DOCUMENTS SUBMITTED ON USB FLASH

DRIVE MUST BE IN A SINGLE PDF FILE

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THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

REQUEST FOR PROPOSAL (RFP)

ATHENS CLARKE COUNTY PROPERTY TAX COLLECTION SOFTWARE

TAX COMMISSIONER’S OFFICE

ATHENS, GEORGIA

SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

A. INTRODUCTION

PURPOSE

The Unified Government of Athens-Clarke County desires to solicit competitive proposals from responsible vendors to provide the software, installation, training and support necessary for the implementation of a Property Tax Collection Software that supports the Tax Commissioner Department, Athens, Georgia.

The contractor will provide software/services per the specifications indicated in Section III of this request for proposal (RFP).

B. RFP TIMETABLE

The anticipated schedule for the RFP and contract approval is as follows:

Proposal Documents Available………………Wednesday, October 17, 2022

Deadline for submission of questions ............. 2:00 PM, Tuesday, November 8, 2022

Deadline for receipt of proposal ..................... 3:00 PM, Friday, November 18, 2022

Evaluation/Selection Process: ......................... November 23, 2022

Proposals Valid Until ....................................... January 30, 2023

C. CONTACT PERSON

The contact person for this RFP is Jessica Beri, Purchasing Administrator or Angie Perteet, Senior Buyer.

Explanation(s) desired by the offeror(s) regarding the meaning or interpretation of this RFP must be requested from the contact person, in writing via email at accbids@accgov.com. Technical questions may be directed to Amanda Stephens, Tax Commissioner’s office, at 706-613-3120 phone or email:

amanda.stephens@accgov.com.

Offerors are encouraged to contact only the contact persons stated above to clarify any part of this RFP.

Any such unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the rejection of the offeror's submittal.

D. MINIMUM PROPOSAL ACCEPTANCE PERIOD

Proposals shall be valid and may not be withdrawn for a period of 60 days from the date specified for receipt of proposals.

E. ADDITIONAL INFORMATION/ADDENDA

The Unified Government of Athens-Clarke County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the proposal due date.

Offerors should not rely on any representations, statements or explanations other than those made in this

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RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail.

Request for additional information or clarifications must be made in writing no later than the date specified in the RFP Timetable. The request must contain the offeror's name, address, phone number, and email address.

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changed the Owner’s requirements

Offerors who obtain this Request for Proposal from Georgia Procurement Registry or Athens Clarke

County/Purchasing (https://www.athensclarkecounty.com/Bids.aspx) or from other than the Purchasing

Division are advised to re-visit the above websites to obtain any addenda which may be issued prior to the proposal closing date. The Unified Government of Athens-Clarke County assumes no responsibility for Offerors’ failure to acknowledge any addenda issued

F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS

Proposals shall not be modified, withdrawn, or canceled by the offeror for a period of sixty (60) days following the time and date designated for the receipt of proposals, and each offeror so agrees in submitting his proposal. Negligence on the part of the Offeror in the preparation of his proposal shall not be grounds for the modification or withdrawal of a proposal after the time set for proposal closing.

Proposals received after the proposal due date and time are late and will not be considered. Modifications received after the proposal due date are also late and will not be considered

G. PROPOSAL CLOSING

Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing proposals may be obtained from Georgia Procurement Registry or Athens Clarke County Bids or via email request to E-Mail: accbids@accgov.com after the proposal due date and time stated herein. A tabulation of prices may be obtained upon award.

H. NON-COLLUSION AFFIDAVIT

By submitting a proposal, the offeror represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or on behalf of any person not therein named and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

By submitting a proposal, the offeror represents and warrants that no official or employee of the Unified

Government of Athens-Clarke County has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise therefrom.

I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT

By submitting a proposal and executing the attached Affidavits, the offeror verifies its compliance with

O.C.G.A. §13-10-91. The offeror further agrees to maintain records of such compliance and shall provide a copy of each such verification to Unified Government of Athens-Clarke County, at the time the subcontractor(s) is retained to perform such services.

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp http://www.athensclarkecounty.com/index.aspx?NID=375 http://www.athensclarkecounty.com/index.aspx?NID=375 https://www.athensclarkecounty.com/Bids.aspx http://ssl.doas.state.ga.us/PRSapp/PR_public_routing.jsp?route_code=nigp_list http://ga-athensclarkecounty.civicplus.com/Bids.aspx

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J. COST INCURRED BY OFFERORS

All expenses involved with the preparation and submission of proposals to the Unified Government of

Athens-Clarke County, or any work performed in connection therewith shall be borne by the offeror(s).

No payment will be made for any responses received or for any other effort required of or made by the offeror(s) prior to the commencement of work as defined by a contract approved by the governing body of the Unified Government of Athens-Clarke County.

K. EQUAL OPPORTUNITY POLICY STATEMENT

It is the policy of the Athens-Clarke County government that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

L. HOLD HARMLESS AND INDEMNIFICATION

The Offeror agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government of

Athens-Clarke County, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Offeror, its officers, employees, and agents under any of the terms of this contract.

M. AWARD OF CONTRACT

This is a past performance/technical/price trade-off source selection in which competing offeror’s past and present performance history and technical ability will be evaluated on a basis approximately equal to price. Award will be made to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors listed in Section IV herein. The Unified Government of Athens-

Clarke County may reject any or all proposals if such action is in the Unified Government’s interest.

N. PLACE OF PERFORMANCE

The Unified Government of Athens-Clarke County will not contemplate traveling outside the City of

Athens to the contractor’s facility for custom fitting or alterations. The offeror shall insert in the spaces provided in the price schedule the address of the plants or facilities location(s) that he intends to use.

O. QUALIFICATION OF OFFERORS

The Unified Government of Athens-Clarke County may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the work and the offeror shall furnish to the Unified Government all such information and data for this purpose as may be requested.

The Unified Government reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Unified Government that such offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

The Unified Government of Athens-Clarke County contractors/vendors must have a current Athens-

Clarke County business license if they are physically located in Athens-Clarke County or if they perform a service in Athens-Clarke County.

Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies due to the Unified Government will not be accepted.

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P. ALTERNATE PROPOSALS

Alternate proposals or proposals that deviate from the requirements of this solicitation will not be considered. Offerors shall not insert in their proposal any written statement which will have the effect of making any material change or changes in the Scope of Services or in any contract between the parties covering subject matter thereof.

Q. OPEN RECORDS

In accordance with OCGA Section 50-18-72(a)(34) Any trade secrets obtained from a person or business entity that are required by law, regulation, bid, or request for proposal to be submitted to an agency. An entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10. If such entity attaches such an affidavit, before producing such records in response to a request under this article, the agency shall notify the entity of its intention to produce such records as set forth in this paragraph. If the agency makes a determination that the specifically identified information does not in fact constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If the agency makes a determination that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure;

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SECTION III - SCOPE OF SERVICES

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary for Property Tax Collection Software as per the scope of services outlined below.

A. INTRODUCTION AND PURPOSE

The Unified Government of Athens-Clarke County (ACCUG) is a unified city/county government located in the northeast section of the state of Georgia and is approximately sixty (60) miles northeast of Atlanta, Georgia. The Unified Government of Athens-Clarke County (the government’s official name) was formed in 1991 by a referendum which required the combining of The City of Athens and Clarke County.

ACCUG serves an area population of approximately 100,000 with annual growth projected at 1% per year. ACCUG provides a multitude of local and state-funded services, which includes, but is not limited to, Public Safety, Utility, Courts, Corrections, Tax and Fire Services. ACCUG employs approximately

1,900 people.

Athens Clarke County assesses Property Tax Collection Software of multiple districts requiring specialized bill calculation and disbursement of taxes collected.

B. GENERAL REQUIREMENTS

1. Physical Security: The contractor shall safeguard all Unified Government of Athens-Clarke

County property provided for contractor use. At the close of each work period, vehicles, facilities, support equipment, and materials shall be secured.

2. Access Control: Access will be granted during regular business hours with coordination between the appropriate departments (Information Technology).

3. Contract Performance Period: Contract performance period shall be from the date of award for 12 months, unless terminated by either party giving to the other written notice of termination in writing thirty (30) days prior to the proposed date of termination. Termination by the Unified

Government of Athens-Clarke County can be immediate upon contractor failure to comply with any of the terms.

4. Hours Of Operation: Monday through Friday 8:00am to 5:00pm

5. Ordering and Payment: Performance will be ordered by issuance of a purchase order for the period of performance. Payment for work performed shall be paid monthly upon receiving invoicing with an attached copy of each certificate of receipt of service for that month signed by Department. The contractor shall ensure that all invoices clearly reflect the purchase order number. All original invoices must be mailed or hand-delivered to Athens-Clarke County Accounts Payable, P.O. Box

1748, Athens, GA 30603 or Athens-Clarke County Accounts Payable, 375 Satula Avenue, Room

175, Athens, GA 30601. A duplicate invoice may be submitted to the department. Failure to comply with this provision may result in delayed payments for services rendered.

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a. The Contractor shall prepare and submit invoices to the Finance Office address specified on individual orders. If the invoice does not comply with these requirements, the Finance

Office will return it with the reasons why it is not a proper invoice. A proper invoice must include the items listed below.

(i) Name and address of the Contractor.

(ii) Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

(iii) Purchase order number for supplies delivered or services performed.

(iv) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

(v) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms).

(vi) Name and address to whom payment is to be sent.

(vii) Name (where practicable), title, phone number, and mailing address of the person to notify in the event of a defective invoice.

(viii) Any other information or documentation required by the contract (e.g., evidence of shipment).

b. In the event orders are made via monthly or period purchase orders, the contractor may provide a summary invoice for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value. A summary invoice shall be supported by receipt copies of the delivery tickets. Delivery tickets or sales slips shall contain:

(i) Name of supplier

(ii) Purchase Order number

(iii) Ship to Department and Address

(iv) Description, Quantity, unit price, and extension of each item.

(v) Date of delivery or shipment.

C. ADDITIONAL REQUIREMENTS

1. TERMINATION FOR CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the resulting contract, in whole or in part, for failure to comply with any provisions of the contract as outlined by providing a written notice to the successful vendor at least ten (10) days before the effective date of termination. The successful vendor will not be relieved of any outstanding responsibilities or unfinished obligations under this contract.

The successful vendor has the right to terminate this contract for cause by providing a written notice of intent to the Purchasing Administrator to terminate at least thirty (30) days prior to the effective date of the contract termination.

2. CONTRACT RENEWAL TERMS

Beginning Jan 1, 2024, the term of this contract shall be automatically extended for four (4) additional periods of one (1) year each (collectively “Renewal Term”) unless either party gives written notice of its intention not to renew, or the intention to modify, the agreement 90 days before expiration of the effective renewal term.

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3. TERMINATION WITHOUT CAUSE: The Unified Government of Athens-Clarke County reserves the right to terminate the contract at any time without cause, in whole or in part, by providing a written notice to the other party at least thirty (30) days before the effective date of termination. The other party will not be relieved of any outstanding responsibilities or unfinished obligations under this contract that were incurred prior to termination.

5. REPORTING DISPUTES: The contractor shall report any contract disputes and/or problems to the Purchasing Administrator, both verbally and in writing, within 48 hours of their occurrence.

6. INDEPENDENT CONTRACTOR: The contractor shall not be an employee of the Unified

Government of Athens-Clarke County, but shall be an independent contractor. Nothing in this agreement shall be construed as authority for the contractor to make commitments which shall bind the Unified Government or to otherwise act on behalf of the Unified Government, except as the Unified Government may expressly authorize in writing.

7. ESTIMATED QUANTITIES: The quantities of items specified in the Proposal Schedule are estimates only and are not purchased by this contract. Except as this contract may otherwise provide, if the Unified Government of Athens-Clarke County requirements do not result in orders in the quantities described as "estimated", that fact shall not constitute the basis for an equitable price adjustment. Delivery shall be made only as authorized by orders issued in accordance with the Ordering clause. Subject to any limitations in the Order clause or elsewhere in this contract, the Contractor shall furnish to the Unified Government all items specified in the Proposal Schedule and called for by orders issued in accordance with the Ordering clause

10. CHANGES: Changes in the terms and conditions of this contract may be made only by written agreement of the parties.

11. INSURANCE.

a. The Contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the kinds and minimum amounts of insurance specified below. The insurer shall be in good standing within the state of Georgia through the Insurance

Commissioner’s Office and must have an AM Best rating of “A” or better, with a financial rating of VIII or better.

b. Before commencing work under the contract, the Contractor shall provide, to Athens-Clarke

County, a Certificate of Insurance evidencing the required kinds and amounts of insurance.

The minimum kinds and amounts of insurance shall be:

i. Workers’ Compensation/Employer Liability – Contractors are required to comply with applicable Federal and Georgia State workers’ compensation statutes. Policies covering Workers’ Compensation liability shall provide coverage of statutory benefits and employers liability of at least $1,000,000 each accident; at least $1,000,000 each employee for disease and $1,000,000 policy limit for disease.

ii. General Liability - $2,000,000 aggregate; $1,000,000 per occurrence; 50,000 fire damage; 5,000 medical expenses; 1,000,000 products completed operations; 1,000,000 personal and advertising injury or greater. Coverage should be on a per occurrence basis.

iii. Automobile Liability – Automobile liability insurance shall be written on the comprehensive form of policy – Combined single limit of at least $1,000,000 to include

Owned Autos, Hired Autos and Non-owned Autos. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract.

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iv. Excess Liability - $1,000,000 on a per occurrence basis.

v. Technology Professional Liability - $5,000,000 per occurrence/ $5,000,000 aggregate.

vi. Cyber Insurance Coverage - $5,000,000 aggregate.

c. Contractor shall list the Unified Government of Athens-Clarke County, 375 Satula Ave, Athens, GA 30601 as additional insured on all policies (except workers’ compensation), as well as provide a notice of cancellation endorsement for all policies.

d. Contractor shall also provide a primary and non-contributory endorsement in favor of the

Unified Government of Athens-Clarke County for all policies (except workers’ compensation), as well as provide a waiver of subrogation for workers’ compensation only.

e. The Certificate of Insurance shall reference the proposal and project name as evidencing this requirement.

f. The Contractor shall insert the substance of this requirement, including this paragraph, in subcontracts under the contract that require work on The Unified Government of Athens-

Clarke County property and shall require subcontractors to provide and maintain a copy of all subcontractors’ proofs of required insurance, and shall make copies available to the Purchasing

Administrator upon request.”

D. SPECIFIC TASKS:

Work shall include, but not be limited to the following: It is the intent of The Unified Government of

Athens-Clarke County to procure Property Tax Collection Software, which will support the Athens-Clarke

County Tax Commission in property tax collection that adheres to local and state requirements. The desired software will increase the accuracy and speed of calculating taxes, fees and reporting.

System Requirements:

System must have ability of the following functions:

Must be able to endorse checks and include the following information:

FOR DEPOSIT ONLY

Clarke County Tax Commissioner

Date: Reg:

Clerk ( initials):

Year-Bill:

Amount:

Trans:

Endorsement Date:

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Must also be able to:

Adjust interest for on time payments.

Convert current comments to new system.

Comments for tax bills and property bills.

Calculate TAD amounts.

Perform queries internal to the program.

Customize reports that are generated for daily use.

Customize letter templates without using external programs.

Ability to conform to new electronic Digest submission requirements from

Georgia Department of Revenue.

Give percent paid based on previous date, not just in real time.

Add fees for all tax bills at one time.

Customize currently used forms.

Apply multiple types of payments in one transaction.

Ability to apply partial payments over multiple years automatically.

Ability to scan and save envelopes and back up.

Ability to scan and save checks and back up.

Ability to process overpayments on collection screen.

Ability to reverse an overpayment.

Ability to calculate all fees for Bankruptcy when code is removed.

Ability to have a separate line for each fee charged.

Ability to separate GED fees paid to Clerk and report info.

Report printable options – same order (example: by year)

Penalties disbursement must be on same report, not multiple reports.

Ability to change/adjust payment information for all transactions at same time.

Ability to post multiples in collections screen.

Must be able to import WinGap digest files.

General Requirements:

1. Software may be cloud based.

2. If software is not cloud based, software must be windows based.

3. Software must be Microsoft SQL standard.

4. Vendor must migrate and convert existing Tax Commissioner Software SQL databases.

5. Software must be evaluated and patched on regular basis in order to detect exploits.

6. Vendor must ensure ease of receiving support without delay.

7. Vendor must provide technical support within Athens-Clarke County Unified Government business hours of 8am to 5pm eastern time, Monday through Friday, with a minimum of 2 hour response time.

Training and Education:

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Key employees will require extensive hands-on training and education prior to close out of the implementation phase of the project. Training should occur on ACCGov premises and be delivered by a qualified vendor-endorsed trainer. Training should be delivered in person and training sessions should be planned to accommodate end users. Following entry into the mature support phase of the project, continuing education and software training opportunities should be offered by the vendor. Access to user forums is also desired. Vendor’s training manager should make recommendations for and assist in the standup of an internal user group.

Audits and Security:

The system administrator(s) must have access to raw data tables. Also, the ability to easily generate system audit logs is necessary. The system should be adequately protected against cyber-attack and intrusion. There must be hierarchical levels of control to limit the ability of organizational users to access data and system controls not relevant to their job function.

This may be accomplished through the deployment of user roles, groups, or separate domains.

Project Controls and Implementation:

The vendor must provide a proposed project timeline, clearly illustrating project kickoff, current state review, and implementation order with milestones, training, and entry into mature maintenance following the satisfactory completion of the implementation phase. System implementation will commence within 90 days of the vendor’s receipt of a signed contract. It is imperative that the vendor provide a complete system map upon completion of the implementation portion of the project. This should also include database design, suggested workflows, and a complete and current system manual. Additionally, following signoff on implementation and entry into mature project support, the vendor will provide unlimited all-hours access to tier 1 support measures for troubleshooting and technical fact-finding. Also, escalated and expedited tier 2 support will be needed for the system administrator and 5 named power users.

It is incumbent upon the vendor to ensure that the solution be compatible with existing ACCGov computer hardware. If the vendor is able to provide both an on-premises (server based) solution and a cloud based version, the vendor should furnish pricing for both options.

Software Maintenance and Integration with Third Party Solutions:

Following implementation, annual cost should be based on enterprise-wide licensure and should include maintenance fees only. In the initial proposal, vendor is expected to include the first year maintenance cost. The vendor should have specific pathways in place for delivering software updates, patches and bug fixes. Such fixes should be automated by the vendor or be accompanied by advance notification and explicit instructions for performing said updates. Vendor should disclose any typical and usual cost associated with the implementation and upkeep of application program interfaces (APIs).

Terms and Conditions:

Vendor’s Terms and Conditions will be submitted for review by Athens Clarke County legal department. Terms are subject to agreement from both parties.

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SECTION IV - SELECTION PROCESS AND EVALUATION CRITERIA

The Unified Government of Athens-Clarke County intends to evaluate proposals and award a contract after conducting discussions with offerors whose proposals have been determined to be within the competitive range.

If it is determined that the number of proposals that would otherwise be in the competitive range exceeds the number at which an efficient competition can be conducted, the Unified Government may limit the number of proposals in the competitive range to the greatest number that will permit an efficient competition among the most highly rated proposals. Therefore, the offeror's initial proposal should contain the offeror's best terms from a price and technical standpoint. The highest three scoring proposals will be invited to provide Athens Clarke

County Tax Commissioner’s office with a software demonstration.

EVALUATION CRITERIA

Evaluation criteria to be used in determining the selected firm are:

1. EVALUATION CRITERIA: Based on the proposal format as outlined in Section II, the evaluation criteria in order of importance are as follows:

a. QUALITY OF SOFTWARE PROPOSAL the clarity of proposal, and responsiveness of proposal in conformance with instructions, conditions, and format contained herein. (30 Points)

b. UNDERSTANDING OF THE PROJECT and ability to meet technical requirements (10 Points).

c. QUALIFICATIONS AND EXPERIENCE with the ability to provide a complete solution that fully integrates across all functional business units and the availability of additional features that may be purchased in the future which would generate a greater return on investment and functionality.

(20 Points)

d. SUPPORT timeliness and professionalism of on-going support. (20 Points)

e. REFERENCES & REFERENCING PROJECTS including applicable past work with other County

Governments. Past Performances, customer satisfaction with the vendor on prior projects.

Demonstrated performance of proposed system elsewhere in the public sector. References should be requested for validation of the information provided by the vendor, and should include jurisdictions of that have had the proposed software in production for at least 6 months. Possible o-site visits may be requested. (5 Points)

f. PRICING Including pricing of software and implementation services along with pricing of on-going maintenance. (15 Points)

PROPOSAL EVALUATION AND CONTRACT AWARD

Based on the evaluation criteria, the Selection Committee will review and assign a score to each proposal.

Proposals which rank highest upon completion of the scoring process will be short-listed. The number of short-listed firms will depend on the total number of submitted proposals. The shortlisted firms will be invited to make a formal presentation of their firm's experience and qualifications, and will provide a software demontration. Upon completion of the presentations/demontrations, the Selection Committee will then score each presentation and the highest ranked firm, after the presentation/demonstration scoring process, considering price and price-related factors, will be recommended for award.

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DEMONSTRATION EVALUATION CRITERIA

Evaluation criteria to be used in determining the selected firm are:

2. EVALUATION CRITERIA: Based on the proposal format as outlined in Section II, the evaluation criteria in order of importance are as follows:

g. QUALITY OF SOFTWARE PROPOSAL the clarity of proposal, and responsiveness of proposal in conformance with instructions, conditions, and format contained herein. (20 Points)

h. UNDERSTANDING OF THE PROJECT and ability to meet technical requirements (20 Points).

i. QUALIFICATIONS AND EXPERIENCE knowledge and training of the vendor. Able to address requirements and questions of Athens Clarke County staff adequately. (20 Points)

j. SOFTWARE features and requirements as requested. With or without additional features.

Ease/difficulty of use. (30 Points)

k. ADDITIONAL FACTORS previously not determined. (10 Points)

DEMONSTRATION EVALUATION AND CONTRACT AWARD

Based on the evaluation criteria, the Selection Committee will review and assign a score to each demonstration.

The Selection Committee will then score each demonstration and the highest ranked firm, after the presentation/demonstration scoring process, considering price and price-related factors, will be recommended for award.

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SECTION V – PROPOSAL FORMS

A: PROPOSAL FORM

Proposal of___________________________________________________________

(Hereinafter called "Offeror"), organized and existing under the laws of the State of

__________________________, doing business as ________________________________*.

In compliance with your RFP, the Offeror hereby proposes and agrees to perform and furnish all work for the requirement known as RFP # 010888 Property Tax Collection Software in strict accordance with the Proposal

Documents, within the time set forth therein, and at the price proposed.

By submission of this Proposal, the Offeror certifies, and in the case of a joint Offer, each party thereto certifies as to its own organization that:

1. The Offeror has examined and carefully studied the Proposal Documents and the Addenda, receipt of all of which is hereby acknowledged at Section V-B.

2. The Offeror agrees that this proposal may not be revoked or withdrawn after the time set for the opening of proposals but shall remain open for acceptance for a period of sixty (60) days following such time.

Company:

Contact:

Address:

Phone: Fax

Email:

By checking this box, I acknowledge that I have read ATTACHMENT B - MASTER CARD

E-PAYABLES PROGRAM WELCOME LETTER

By checking this box, I acknowledge that I have read all insurance requirements and will meet requirements listed in RFP # 01088 Property Tax Collection Software if awarded.

Authorized Representative/Title

(print or type) Authorized Representative

(Signature) Date

MANDATORY SUBMITTAL

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B: ADDENDA ACKNOWLEDGEMENT

The Offeror has examined and carefully studied the Specifications and the following Addenda, Receipt of all of which is hereby acknowledged:

Addendum No.

dated

Acknowledgement

Initial

Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changes the Owner’s requirements.

Company Name (printed):

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C: GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

The Unified Government of Athens-Clarke County and Contractor agree that compliance with the requirements of O.C.G.A.

§ 13-10-91, as amended, and Rule 300-10-1-.02 of the Rules of the Georgia Department of Labor are conditions of this

Agreement for the physical performance of services.

The Contractor further agrees that its compliance with the requirements of O.C.G.A. § 13-10-91, as amended, and DOL

Rule 300-10-1-.02 is attested to on the executed Contractor Affidavit and Agreement attached hereto.

If employing or contracting with any subcontractor(s) in connection with this Agreement, Contractor further agrees:

(1) To secure from the subcontractor(s) an affidavit attesting to the subcontractor’s compliance with O.C.G.A. §

13-10-91, as amended, and DOL Rule 300-10-1-.02; such affidavit being in the form attached hereto; and

The failure of Contractor to supply the affidavit of compliance at the time of execution of this Agreement and/or the failure of Contractor to continue to satisfy the obligations of O.C.G.A. § 13-10-91, as amended, and DOL Rule 300-10-1-.02 as set forth in this Agreement throughout the contract period shall constitute a material breach of the contract. Upon notice of such breach, Contractor shall be entitled to cure the breach within ten days, upon providing satisfactory evidence of compliance with the terms of this Agreement and State law. Should the breach not be cured, Athens-Clarke County shall be entitled to all available remedies, including termination of the contract and damages.

SEE AFFIDAVIT ON FOLLOWING PAGE

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C: CONTRACTOR AFFIDAVIT & AGREEMENT UNDER O.C.G.A. § 13-10-91(b)(1)

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. § 13-10-91, as amended, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of The Unified Government of Athens-Clarke County, Georgia, has registered with, is authorized to use, and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the provisions and deadlines established in O.C.G.A. § 13-

10-91, as amended.

Furthermore, the undersigned will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A. § 13-10-91(b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization Company Identification Number Date of Authorization

Name of Contractor: _______________________________________________________________

Name of Project: _______________________________________________________________

Name of Public Employer: The Unified Government of Athens-Clarke County

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on ____, ___________, 202__ in _______________________, _____________________.

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE

____ DAY OF ____________, 202_

Notary Public

My Commission Expires:

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D: SCHEDULE OF SUPPLIES/SERVICES OR PRICE/PROPOSAL SCHEDULE

(Must be submitted separately in a sealed envelope)

Company Name (printed):

Pricing Worksheet.xls

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SECTION VII DOCUMENTS CHECKLIST:

PROPOSAL DOCUMENTS CHECKLIST:

1. Cover Letter

2. Table of Contents

3. Business Information

4. Qualifications and Experience

5. References/Reference Projects

6. Other Relevant Information

MANDATORY PROPOSAL FORMS (SECTION V) Offeror must complete, execute and include with the proposal the following mandatory documents:

A. Proposal form

B. Acknowledgement of Addenda

C. Georgia Security & Immigration Compliance (GSIC) Act Affidavit

D. Schedule of Services/Supplies and Price Proposal (Must be submitted separately in a sealed envelope)

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ATTACHMENT A

What Your Business Needs to Know about Georgia’s E- Verify Requirements

(Effective July 1, 2013) E-Verify Contractor Requirements Georgia law, O.C.G.A. § 13-10-91, requires all businesses that contract with a public employer for labor or services by bid or by contract in which the labor or services exceed $2499.99 to sign an affidavit attesting that they are registered for and use E-Verify unless 1) the contractor has no employees (in which case they must present an approved state issued identification card/drivers’ license from an approved state as provided on the Attorney General’s website ) or, 2) the contract is with an individual licensed under Title 26, Title 43, or the State Bar of Georgia who is in good standing and that individual is performing that service. Anyone your business subcontracts with for labor and services, as well as the subcontractors of your subcontractors, in furtherance of that contract is also subject to this requirement. E-Verify Contractor, Subcontractor, and Sub-Subcontractor affidavits can be found here.

E-Verify Private Employer Requirements Georgia law, O.C.G.A. § 36-60-6, requires all businesses, with more than 10 employees that are seeking an occupation tax certificate/business license or other document required to operate a business with a county or city to sign an affidavit attesting that they are registered for and use E-Verify. Businesses with 10 or fewer employees are required to sign an affidavit attesting that they are exempt from this requirement. Once a business has provided this affidavit to the county, all subsequent renewals can be provided with the submission of the E-Verify number, as long as it is the same number as provided on the affidavit, or assertion that your business is exempt. The county will provide the format in which renewal information is collected. E-Verify Private Employer and Exemption Affidavits can be found here.

What Is E-Verify?

E-Verify is a federal Web-based system that electronically verifies the employment eligibility of newly hired employees.

It works by allowing participating employers to electronically compare employee information taken from the I-9 Form (the paper-based employee eligibility verification form used for all new hires) against records in the Social Security Administration's database and the records in the Department of Homeland Security immigration databases.

Where Do I Find My E-Verify Number?

The Human Resources Department for your business should have that information, if you have registered. The E-Verify number, which consists of four to six numerical characters, is located directly below the E-Verify logo on the first page of the memorandum of understanding (MOU) entered into between your business and the Department of Homeland Security (DHS) to use E-Verify.

What if I cannot locate or do not have access to my MOU?

If the HR director/program administrator for E-Verify from your business has taken the E-Verify tutorial, you may obtain your company ID number by: 1) Logging in to E-Verify with your assigned user ID and password; 2) From 'My Company,' select 'Edit Company Profile;' 3) The Company Information page will display the company ID number. If your HR director/ program administrator has not completed the tutorial, you must contact E-Verify Customer Support at 888-464-4218 or at E-Verify@dhs.gov for assistance.

Is the Federal Tax Identification Number/Employer Identification Number (EIN) the same as the E-Verify Number?

No. While you will be required to provide the Federal Tax Identification Number/EIN for your business to DHS in order to register for E-Verify, a separate number, which consists of four to six numerical characters, will be provided as the E- Verify number for your business by DHS, which will be located on the MOU.

How Do I Register for E-Verify? To register for E-Verify, please visit the DHS website. If you need assistance in completing the registration process or need additional information relating to E-Verify, call their customer service number at 1-888-464-4218, email them at E-Verify@dhs.gov or visit their website at http://www.dhs.gov/e-verify.

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ATTACHMENT B: MASTER CARD E-PAYABLES PROGRAM WELCOME LETTER

Dear Valued Supplier:

We’re pleased to announce an electronic payment processing program targeted to begin in June 2016 and offered to all valued suppliers of the Unified Government of Athens-Clarke County.

In partnership with SunTrust Bank, we will implement a…