Wausau 2020 RFP Mar 6 2020.pdf

City of Wausau Assessment Department

Request for Proposal Of Computer Assisted Mass Appraisal (CAMA) Software

RESPONSE DUE:

April 3, 2020

Table of Contents

1.0 Introduction

2.0 Project Schedule

3.0 Proposal Format

4.0 Evaluation Criteria

5.0 Other Considerations

6.0 Contract Administration

7.0 Cost Proposal ……………………….……………………………….…………………………………

8.0 Proposer’s Document Submission Checklist …

Contract Terms and Conditions …

Tab 1: Scope and System Overview

Tab 2: Approach

Project Management

Schedule and Implementation

Quality Control

Training

Warranty / Service Level Agreement

TAB 3: Project and Transition Plan

TAB 4: Compliance with Requirements

TAB 5: Vendor Capability ……………..….………………………………………………………………… 19

TAB 6: TECHNICAL RESPONSE: GIS general (2 page max)

TAB 7: TECHNICAL RESPONSE: Website Considerations (2 page max)

TAB 8: TECHNICAL RESPONSE: Infrastructure/Network Requirements (2 page max)

TAB 9: TECHNICAL RESPONSE: Software Architecture (2 page max)

TAB 10: TECHNICAL RESPONSE: Maintenance and Support (3 page max)

TAB 11: TECHNICAL RESPONSE: Training (3 page max)

TAB 12: TECHNICAL RESPONSE: Documentation (2 page max)

TAB 13: Exceptions

1.0 Introduction

The City of Wausau (City), is requesting proposals for the purpose of obtaining a Computer Assisted Mass Appraisal (CAMA) software system and related implementation services to replace the City of Wausau’s current CAMA software system. All aspects of this Request for Proposal will be in accordance with the City of Wausau Procurement Policy. A copy of the procurement policy is available at the City Clerk’s Office, 407 Grant Street, Wausau, Wisconsin 54403.

The City of Wausau is located in Marathon County. Incorporated in 1872, the City of Wausau covers over 18 square miles and has a population of 39,106 (per 2010 US Census). The City operates under the Mayor-Council form of government. The 11 alderpersons represent 11 districts, serving 2-year terms, with all alderpersons elected every two years. The Mayor is elected to serve a four-year term and serves as the City’s chief executive and administrative officer.

Wausau provides a full range of services typical of municipal governments, including police, fire and emergency medical protection; public works activities such as highway and street maintenance, refuse and recycling collection, water utility and wastewater treatment services; parks and recreation activities;

community development activities including planning and zoning enforcement, economic development, and construction inspection; and general and financial administration (finance, legal, property assessment, information technology, and human resources).

The City government includes 15 departments, and employs 330 full time equivalent (excluding temporary) employees. The City’s fiscal year ends on December 31.

Assessment Department

The City of Wausau Assessment Department consists of a City Assessor, one Senior Appraiser, three Property Appraisers, and one Assessment Technician.

For the 2019 Assessment Year, in the City of Wausau there were 17,099 total parcels: 13,235 Residential Properties (12,564 Improved), 1,284 Commercial Properties (1,136 Improved), 60 Agricultural Properties, 3 Agricultural Forest Properties, 12 Productive Forest, 3 Other Properties (2 Improved), 2 Managed Forest Property, 15 Undeveloped Properties, 632 Exempt Properties, 81 Manufacturing Properties, 60 Manufacturing Personal Property Accounts, 1,530 Commercial Personal Property Accounts and 182 mobile home lots.

The City of Wausau also provides contract assessment services for the City of Schofield since 2013. For the 2019 Assessment Year the City of Schofield has 1,440 total parcels: 795 Residential Properties (726 Improved), 208 Commercial Properties (183 Improved), 77 Exempt Properties, 33 Manufacturing Properties, 2 Utility Properties, 17 Manufacturing Personal Property Accounts, 239 Commercial Personal Property Accounts and 69 mobile home lots.

2.0 PROJECT SCHEDULE

Date Process

3/4/2020

Release RFP to vendors on State of Wi Vendornet http://vendornet.state.wi.us/vendornet/default.asp

3/16/2020

Vendor questions (if any) due to the City

3/20/2020*

Answers to Questions Posted Online via an Addendum

4/3/2020*

Responses Due - Proposals opened and recorded by the Board of Public

4/6/2020-4/30/2020 *

Evaluation of Proposals

Short List Demonstration(s)

Reference Checks and Site Visits

5/4/2020*

Selection of the Highest Ranked vendor

5/4/2020-5/15/2020*

Contract Negotiations

6/1/2020 *

Contract Executed

6/2/2020-6/12/2020*

Data to be converted obtained from Wausau-CCITC, and analyzed for conversion issues and confirmed with Assessment Department for any conversion errors

6/12/2020-6/30/2020* Installation of System

6/12/2020-6/30/2020* Full Configuration Completed

7/1/2020-8/31/2020* Conversion of Legacy Data, 2019 Roll

9/1/2020-9/4/2020* Balancing of Rolls by parcel count, land, class, School District, TID, Neighborhood, Values

9/1/2020-9/4/2020* Convert 2020 Roll

9/4/2020-9/18/2020* System for Developing Required State Report Functioning

9/18/2020-10/2/2020* Converting of Parcel History Data, Genealogy, Sales Snaps

9/18/2020-10/2/2020* Testing of System / Additional Conversion of Data / All exported Data is correct

9/18/2020-10/2/2020* Interface for Tax Billing System Completed

10/2/2020-10/30/2020* Interface for State DOR system for PAD Data

10/2/2020-10/30/2020* Input from PAD Systems

10/2/2020-10/30/2020* Output File for Sales File

10/30/2020-1/31/2021* Interface for GIS Completed

10/30/2020-1/31/2021* Interface for Permitting System Completed

10/30/2020-1/31/2021* Final Go Live / Punch List

TBD Approval of System for Final Payment

* Tentative Dates- Subject to Change

Scope: The City of Wausau is looking for a Computer Assisted Mass Appraisal (CAMA) Software Solution. Your response will include all items addressed in Tabs 1-13 and the Technical/Functional Requirement Addendum.

3.0 Proposal Format

All proposals must be typewritten and shall be delivered in a sealed envelope or other USPS approved container and clearly marked in the lower left corner: “CAMA Software and Services”. All proposals must be received by 4:30 P.M. (CDT) on Wednesday April 3, 2020 and submitted to

City of Wausau Assessment Department Attn: Sandy Lipscomb 407 Grant Street Wausau, Wisconsin 54403-4783

Proposals received after that date and time will be rejected. Submittals by FAX or E-mail are not acceptable and will be rejected. All sealed proposals shall be opened and recorded by the Board of Public Works.

This request for proposal does not commit the City to award a contract, to pay any costs incurred in the preparation of a response to this request or to procure or contract for services or software. The City reserves the right to accept or reject any or all proposals received as a result of this request, to waive minor irregularities in the procedure, to negotiate with any qualified source, or to cancel in part or in its entirety, this request for proposal, if it is in the best interests of the City to do so. The City may require respondents to participate in negotiations or to submit such price, technical or other revisions in their proposals as may result from negotiations.

After the proposals are reviewed, the City may select one or more vendors for follow up interviews and/or demonstrations to be held in the offices of the City.

If an oral interview/presentation is required of selected finalists, it shall be at the vendor’s expense.

However, an award may be made without discussion with the respondents. Therefore, all proposals should be submitted initially on the most favorable terms, from both technical and Cost standpoint.

Elaborate Inclusions (artwork brochures, etc.) unless requested, are strongly discouraged.

A separate response should be submitted for each architecture proposed. For example, if the vendor offers a cloud-hosted, Software as a Service (SaaS) and On-Premises Solution, there should be a separate response for each.

3.1 Submittal Documents

3.1 Number of Copies

Proposal – Respondents must provide FIVE (5) copies of their Proposal.

8 ½” x 11” – All pages of the Proposal must be submitted on 8 ½” x 11” white paper.

Original – One (1) copy of the Proposal shall be clearly marked “ORIGINAL”.

Copy – Four (4) copies of the Proposal shall be clearly marked “COPY” with One (1) CD- ROM or USB copy.

Cost Proposal – Respondents must provide FIVE (5) copies of their Cost Proposal.

On Provided Form – Cost Proposal must be submitted on the document provided with this

RFP.

Original – One (1) copy of the Cost Proposal shall be clearly marked “ORIGINAL”.

Copy – Four (4) copies of the Cost Proposal shall be clearly marked “COPY” with One (1) CD-ROM copy.

Packaged – All FIVE (5) copies of the Cost Proposal shall be submitted in a sealed, single clearly marked envelope marked as follows:

3.2 Proposal Submittal General

Clarifications ‐ If additional information is needed to interpret the specifications/ requirements, written questions should be directed to the project coordinator: Rick Rubow at the above address or via e‐mail Rick.

Rubow @ci.wausau.wi.us. All questions must be in writing and received by the close of business (4:30 P.M.

CDT) on Wednesday April 3, 2020. All questions and responses will be posted at https://vendornet.wi.gov/

Amendments:

By City: This request for proposals may be amended by the City in response to the need for further clarification, specifications and/or requirements, changes, new due date, etc. Amendments will be posted on the State of Wisconsin Vendornet website, http://vendornet.state.wi.us/vendornet/default.asp .

a) By Vendor: After receipt by the City, proposals may only be amended by submitting a later dated proposal that specifically states that it is amending an earlier proposal. No proposal may be amended after the proposal response due date unless requested by the City.

Withdrawal of Proposal ‐ Any proposal may be withdrawn up until the date and time set above for the response due date of the proposals. Proposals shall remain firm once submitted and may not be withdrawn for a period of ninety (90) days.

Contents of Proposal ‐ This RFP “Invitation to Bid” document with manually signed signatures and all required attachments, additional pages, addenda or explanations supplied by the vendor will be considered as part of the proposal response.

3.3 Proposal Confidentiality

In order to protect the integrity of the contracting process, proposals will not be disclosed until after award and signing of any and all contracts that may result from this Request for Proposal. All materials provided to the City by the respective vendor are subject to State of Wisconsin public disclosure laws. Any information contained in the proposal that the vendor desires to claim as proprietary and exempt from disclosure must be clearly designated, including identifying the page and particular exception(s) from disclosure. The City will try to respect all material identified by the vendor as being confidential, but requests that vendors be highly selective of what they mark as Confidential. The City will make a disclosure decision predicated upon applicable laws and can choose to disclose information despite its being marked as confidential or proprietary.

Marking the entire proposal as proprietary or confidential, and, therefore, exempt from disclosure will NOT be accepted or honored, and may result in disclosure of the entire proposal or disqualification of the proposal solely at the discretion of the City. Documents identified as Confidential will not be treated as such if public disclosure laws take precedence, if the information is publicly available, is already in the City’s possession, is obtained from third parties without restrictions on disclosure, is independently developed by the City without reference to Confidential Information, or is required to be disclosed by order of a court or other governmental entity.

4.0 Evaluation Criteria

The City and/or its representatives will be the sole judge of the appropriateness and completeness of any and all proposals and reserves the right to reject any and all proposals that do not provide the information requested. Neither the City nor any agent thereof on behalf of the City of Wausau shall be obligated in any fashion by any response(s) to this RFP. The City will not reimburse vendors for costs incurred in preparing proposals or traveling to any City of Wausau location to demonstrate products.

Proposals will be objectively evaluated by the City of Wausau Assessment Department, and/or stakeholder representatives. The selected Vendor will be determined by criteria determined essential to the City as outlined below. The evaluation criteria are not limited to the lowest price.

The City will base its selection on the information provided during this RFP process including the contents of response to the RFP, information provided during the interviews and demonstrations and information provided by vendor references. The City is interested in ensuring that the system meets our functional and technical requirements and that the selected vendor has the capacity, qualifications and demonstrated experience to ensure successful implementation of the software solution.

The City may choose to conduct site visit(s) to the software vendor’s headquarters and/or vendor’s clients as part of the evaluation process. The site visits will be considered as part of the determination of the successful vendor but will not be assigned a score. Evaluation of the client sites will be based on but not limited to the following:

Assessment of the vendor’s performance during system implementation.

Assessment of the quality of vendor’s ongoing support.

Overall user satisfaction with the system and its reporting functionality

In determining vendors to be invited to participate in the interview and demonstration process, the City will use the following criteria to evaluate responses to the RFP:

Element Points Comment

Management Plan, Scope, System Overview, Timetable and Transition 30

What is included in the system?

What is not included?

What technique will be used to implement the plan?

Expected timeline? Milestones?

Testing?

Company Qualifications, References, Project Team Qualifications & Experience with Wisconsin Property Assessment Manual

20 Phone Numbers and Contact Names Which projects has each person worked on?

Technical/Functional Specifications 35 Responses required for all categories/sections

Price** 10 Need breakdown for each year for first 5 years

System Warranty 5 Penalties for non-performance?

Total Points 100

** Detailed Fixed Costs required for:

Pricing for Conversion of CAMA Data (Real estate, Business Personal Property, Mobile home / NADA), and Apex sketch Data must be a fixed cost, not an estimate. 40 hours of onsite training plus cost if any for training/support after 40 hours.

5.0 Other Considerations

The City reserves the right to request additional information as may be reasonable in order to determine the qualifications of a respondent.

5.1 Follow‐up Interviews

The City may conduct discussions with the highest ranked vendor(s) who submitted a proposal.

Vendors must be available for interviews/presentations at City facilities or by phone on the specified dates.

5.2 Jurisdiction, Venue, Choice of Law

This RFP and any resulting contract shall be governed by and construed according to the laws of the State of Wisconsin.

5.3 Award

The City will select the respondent whose proposals best meets the City’s needs as defined in this RFP.

Contractual commitments are contingent upon the availability of funds, as evidenced by the issuance of a vendor service contract. All contracts are subject to the approval of the City’s legal counsel.

5.4 Payment Expectations

The City will develop a milestone payment schedule based on vendor performance. Payments will be disbursed based on the City’s acceptance that the desired functionality has been delivered as specified in the contract. The City is proposing the following payment schedule.

15% upon signing of contract

5% upon successful installation and acceptance of initial software functionality

15% upon Demonstration of Successful Data conversion and balancing of Rolls

10% All interfaces working properly

20% upon customization completed, tested and successful, training completed successfully, system ready for Go‐Live with current data conversion

35% upon final acceptance (City will create a “punch list” 60 days after “go‐live” of non‐conformance issues to be corrected. Final acceptance takes place upon City acceptance that the “punch list” items have been corrected. The City agrees to be reasonable in its list.

The city expects this project to be completed within 12 months of contract signing. As we finalize the contract language we will have penalties defined for delays caused by the vendor that extend the Go‐ Live past 12 months.

6.0 Contract Administration

Said contract between the City and the vendor shall contain all the terms and conditions agreed on by the parties hereto, and no other agreement regarding the subject matter of this proposal shall be determined to exist or bind any of the parties hereto. Any agreement or contract resulting from the acceptance of a proposal shall be on forms either supplied or approved by the City. The City reserves the right to reject or modify any agreement which does not conform to the request for proposal and any City requirements for agreements and contracts. The City Assessor will handle contract administration. Contract negotiations may be conducted simultaneously with two or more vendors. Based on the proposed project schedule, our contract will include a deliverable and payment tied specifically to the successful import of our data.

6.1 Work Products Ownership

All analyses, documentation, recommendations and other work products produced from the awarded contract with the City, shall remain the exclusive property of the City.

6.2 Financial Stability/Performance Bond

Include a Statement that your firm will provide a Surety Performance Bond, for the amount of the contract award, or an amount deemed appropriate by the City of Wausau, if your firm is awarded a contract as a result of this RFP.

7.0 COST PROPOSAL

The Total Project Cost must be broken down by each deliverable item. The vendor should use their best judgment, based on all information contained in this RFP, to determine all core software, optional software, and professional services which are needed to result in a highly successful project for the City.

The implementation strategy will be determined during the contract negotiations. The City is interested in knowing the vendors recommendations as the best options. The goals are cost efficiency and limited disruption of City services.

The vendor will explain and provide details of any conditions that might increase or decrease the cost of the proposed services, or any assumptions made to arrive at the cost listed. State the basis for the proposed cost of these services.

Prices submitted shall be valid for a period of 180 Days from the due date of the response unless proposal is withdrawn or until such time a contract is signed, unless both parties agree in writing.

Deliverable costs shall include but need not be limited to the following:

Software License – List the cost per user seat, number of concurrent users, by site or by transaction. Individual modules should be listed as separate line items.

Optional Software Modules – List the cost per user seat, number of concurrent users, by site or by transaction for optional, add‐on modules of software. The vendor should make a recommendation regarding which optional software modules are appropriate based on the size, scope and objectives of this project.

Customization Costs – the cost per customization in hours, days or total cost for customizations required by the system to implement the requirements in the ADDENDUM Technical/Functional Requirements. The customizations should be categorized by the priority indicated in the Technical/Functional Requirements matrix Addendum.

Project Implementation Costs – The cost to implement the project, including the following costs:

Project Management – The vendor’s project manager assigned to the project is responsible for all planning, scheduling, budget management, issue reporting, status reporting, resource coordination (both City and Vendor), and issue resolution related to the project, working in conjunction with the City project manager

Project Planning/Requirements –Includes project scope development, detailed project plan and gathering and mapping out requirements according to City business processes.

Installation and Configuration – Installation and configuration of vendor’s software according to requirements developed. Should include at least three environments – test, staging/training and production.

Data Migration/Conversion – Services should include mapping, scripting, evaluation and production conversion runs of existing City data.

Testing/Acceptance – The City Assessment staff and representatives from each functional area of end users will test and review the system and will require vendor’s support and recommendations regarding any changes needed on an ongoing basis until final acceptance.

Start‐up/Deployment Support – Vendor’s support provided during production deployment timeframe, both timeframe, both on-site and offsite

Travel and Expenses – Travel costs and expenses for all on‐site implementation services.

Training – Costs for on‐site training, off‐site training, or Internet facilitated training. Categorize training costs by user type. On‐site training preferred for initial training.

Software Maintenance & Support Fees – The cost of annual software maintenance and support fees for the first year. Please specify what these fees include. List cost options (24/7 versus 10/5 support). Please state the maximum escalation cost per year or state how the escalation will be calculated.

User Support – Describe types of user support available and associated fees, if not included in software maintenance.

Professional Services – Describe rates for optional, as‐needed services.

8.0 PROPOSER’S DOCUMENT SUBMISSION CHECKLIST

REQUIRED DOCUMENTS AND SEQUENCE RFP

(“GENERAL” TAB CONTENTS LIST INCLUDED)

PROPOSERS ARE REQUIRED TO SUBMIT AT TOTAL OF FIVE (5) - (THREE-RING

BINDER BOUND PREFERRED) HARD COPIES OF THE PROPOSAL (ONE (1) CLEARLY

MARKED ORIGINAL, FOUR (4) CLEARLY MARKED COPIES, AND ONE (1) CD-ROM OR

USB ELECTRONIC COPY.

COVER PAGE WITH DETAILS AS INDICATED HEREIN

TABLE OF CONTENTS WITH TABS CORRESPONDING TO THE REQUIRED SUBMITTAL

SEQUENCE LISTED IN THE SCOPE OF SERVICES

A SIGNED COPY OF THE RFP BINDING SIGNATURE PAGE ALONG WITH ALL OF THE

OTHER RFP (INVITATION TO BID) PAGES

SIGNED COPIES OF ALL ADDENUMS, IF APPLICABLE

SIGNED COPY OF THE DESIGNATION OF CONFIDENTIAL AND PROPRIETARY

INFORMATION DOCUMENT

SCOPE AND SYSTEM OVERVIEW

REFERENCES – IN ACCORDANCE WITH THE RFP SCOPE OF SERVICES

FINANCIAL STABILITY/PERFORMANCE BOND STATEMENT OF AGREEMENT

COST PROPOSAL – ALL FIVE (5) COPIES OF THE COST PROPOSAL (ONE (1) CLEARLY

MARKED ORIGINAL AND FOUR (4) CLEARLY MARKED COPIES WITH ONE

(1) CD-ROM OR USB COPY SHALL BE SUBMITTED IN A SINGLE CLEARLY MARKED

SEALED ENVELOPE.

NOTE:

THE ORIGINAL COPY OF THE PROPOSAL AND ALL OF THE DOCUMENTS REQUIRING AN

AUTHORIZED SIGNATURE INCLUDING THE COST PROPOSAL ARE TO BE MANUALLY

SIGNED.

(NO FACSIMILES)

Contract Terms and Conditions

The following contractual conditions shall be included in the contract entered into by the City and the successful vendor:

Insurance Requirements

The successful vendor shall not commence work under this contract until all insurance required under this section is obtained, and such insurance has been approved by the City Attorney, nor shall the vendor allow any subcontractor to commence work on their subcontract until all insurance requirements have been obtained and approved.

Workers Compensation Insurance ‐ Vendor shall obtain and maintain throughout the duration of this contract statutory Worker’s Compensation Insurance for all of its employees employed at the site or while working on this project. In case any work is sublet the vendor shall require the subcontractor similarly to provide statutory

Worker’s Compensation Insurance for all of the latter’s employees, unless such employees are covered by protection afforded by the vendor.

General Liability, Professional Liability and Property Damage Insurance

Vendor shall secure and maintain in force throughout the duration of this contract such General Liability, Professional Liability and Property Damage Insurance as shall protect him/her and any subcontractor performing work covered by this contract from claims for damages for personal injuries including accidental death, as well as from claims for property damage, which may arise from operations under this contract, whether such operations be by the vendor, or by any subcontractor or by anyone directly or indirectly employed by either of them; and the amount of such insurance shall be as follows:

Comprehensive General Liability, $1,000,000 per occurrence and in aggregate for bodily injury and property damage.

Professional Liability Coverage, $ 1,000,000 per occurrence and in aggregate.

Automobile Liability, $1,000,000 per occurrence and in aggregate for bodily injury and property damage.

Excess Liability Coverage, $1,000,000 over the General Liability and Automobile Liability Coverages.

If aircraft are used in conjunction with this project, $ 2,000,000 per occurrence and in aggregate for bodily injury and property damage.

Proof of Insurance

1. The vendor shall furnish the City Attorney with a Certificate of Insurance, naming the City as an additional insured, countersigned by a Wisconsin Resident Agent or Authorized Representative of the insurer indicating that the vendor meets the insurance requirements identified above.

2. The Certificates of Insurance shall include a provision prohibiting cancellation of said policies except upon (30) days prior written notice to the City Attorney and specify the name of the contract or project covered.

3. The Certificate of Insurance shall be delivered to the owner, with a copy of the Certificate of Insurance to be delivered to the City Attorney for approval prior to the execution of this contract.

4. The Certificates shall describe the contract by name and or identification number in the “Description of Operations” section of the form.

5. Provide documentation of your cyber insurance coverage dates and limits For cloud and City‐County IT Commission hosted solutions –

The contract will specify that we will be notified of any information breach in the vendor’s cloud within 48 hours, regardless if it is on our servers or on other customers

The contract will specify that we will be provided all of our data in a csv format at no cost within 5 business days of us requesting it when the contract is terminated plus at least once annual (so that the export is tested annually). If applicable, photos will be in jpg format, videos in mp4 format. Audio in an industry standard format (not AAC).

The contract will specify that we will be provided all of our data in a csv format at no cost within 5 business days of us requesting it when the contract is terminated plus at least once annual (so that the export is tested annually). If applicable, photos will be in jpg format, videos in mp4 format. Audio in an industry standard format (not AAC).

The contract will specify that the CAMA/Data solution will have a security audit annually and that the report will be provided to the City Assessor and CCITC within 1 month of receipt at no charge. The report will also include the vendor’s plans and schedule to mitigate any issues identified. The vendor will keep us informed of the resolution of the identified risks at least every month until resolved.

Provide in your response the following:

o Your method of performing background checks on staff at hire and routinely and your policy on what to do if any candidate or current employee has a felony or has a misdemeanor related to criminal theft or money, products or information.

o If any information of the Assessment Department, CCITC or its partners will be stored outside the US borders o Explain what methods of remote access you use and how they are secured o Explain how IDs and passwords for access to our servers and content are protected at rest AND while in motion.

o Provide documentation of your cyber insurance coverage dates and limits Applicable Law

Except as otherwise specifically provided herein, this contract shall be governed by and construed according to the laws of the State of Wisconsin. The vendor shall comply with all local, state and federal laws and regulations applicable to this Contract and applicable to the goods and services provided under this Contract.

Termination of Contract

The City may, for its convenience, terminate this contract at any time by a notice in writing from the City to the vendor by certified mail. If the contract is terminated by the City as provided herein, the vendor shall be paid an amount which bears the same ratio to the total compensation as the services actually performed bear to the total services of the vendor covered by this contract, unless payments of compensation have previously been made.

Change Orders

The scope of the services to be performed under this contract may be amended or supplemented by mutual written agreement between the parties to the contract. This amendatory provision shall not operate to prevent the City from exercising its reserved right to establish reasonable time schedules of and for any of the work or services to be performed by the vendor hereunder, nor to cancel any of the services not performed at the time notice is given to the vendor of the cancellation of such services or portion of the work to be performed hereunder.

Gratuities and Kickbacks

It shall be unethical for any person to offer, give, or agree to give any elected official, employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer for employment in connection with any decision, approval, disapproval, recommendation, preparation or any part of a program requirement or a purchase request, influencing the contents of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceedings or application, request for ruling, determination, claim or controversy, or other particular matter pertaining to any program requirement or contract, subcontract, or any solicitation or proposal therefore.

It shall be unethical for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or a higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract, or order.

Non‐appropriation of Funds

Notwithstanding anything contained in this contract to the contrary, no Event of Default shall be deemed to have occurred under this contract if adequate funds are not appropriated during a subsequent fiscal period during the term of this contract so as to enable the City to meet its obligations hereunder, and at least thirty (30) days written notice of the non‐appropriation is given to the vendor.

MUTUAL INDEMNIFICATION/HOLD HARMLESS.

The vendor, ___________, hereby agrees to release, indemnify, defend, and hold harmless the CITY, its officials, officers, employees and agents from and against all judgments, damages, penalties, losses, costs, claims, expenses, suits, demands, debts, actions and/or causes of action of any type or nature whatsoever, including actual and reasonable attorney's fees, which may be sustained or to which they may be exposed, directly or indirectly, by reason of personal injury, death, property damage, or other liability, alleged or proven, which is determined to be caused by the negligent or intentional acts or omissions of _________________’s officers, officials, employees, agents or assigns.

The City hereby agrees to release, indemnify, defend, and hold harmless the vendor, ______________, its officials, officers, employees and agents from and against all judgments, damages, penalties, losses, costs, claims, expenses, suits, demands, debts, actions and/or causes of action of any type or nature whatsoever, including actual and reasonable attorney's fees, which may be sustained or to which they may be exposed, directly or indirectly, by reason of personal injury, death, property damage, or other liability, alleged or proven, which is determined to be caused by the negligent or intentional acts or omissions of CITY’s officers, officials, employees, agents or assigns. CITY does not waive, and specifically reserves, its rights to assert any and all affirmative defenses and limitations of liability as specifically set forth in Wisconsin Statutes, Chapter 893 and related statutes.

Dispute Resolution

If a dispute related to this agreement arises, all parties shall attempt to resolve the dispute through direct discussions and negotiations. If the parties cannot resolve the dispute and if all parties agree, it may be submitted to mediation. If the parties cannot agree to mediation, any party may commence an action in the

Circuit Court of Marathon County. If a lawsuit is commenced, the parties agree that the dispute shall be submitted to alternate dispute resolution pursuant to §802.12, Wis. Stats., or any successor statute.

Unless otherwise provided in this contract, the parties shall continue to perform according to the terms and conditions of the contract during the pendency of any litigation or other dispute resolution proceeding.

The parties further agree that all parties necessary to the resolution of a dispute (as the concept of necessary parties is contained in Chapter 803, Wisconsin Statutes, or its successor chapter) shall be joined in the same litigation or other dispute resolution proceeding. This language relating to dispute resolution shall be included in all contracts pertaining to this project so as to provide for expedient dispute resolution.

Non‐Debarment Clause

The vendor hereby certifies that neither it nor any of its principal officers or officials has ever been suspended or debarred, for any reason whatsoever, from doing business or entering into contractual relationships with any governmental entity. The vendor further agrees and certifies that this clause shall be included in any subcontract of this contract.

Statement of Compliance

Vendor has carefully reviewed the City’s required contract language, as set forth in the Request for Proposal/Bid pertaining to termination of contract, change orders, gratuities and kickbacks, non‐appropriation of funds, hold harmless/indemnification, ADA compliance, insurance requirements/proof of insurance, dispute resolutions, non‐debarment, and is in full compliance with all statements and requirements. This contract language is incorporated herein by specific reference as if set forth in full. Any statements set forth in this contract document that conflict with the City’s contract language are superseded by the City’s required contract language.

Assignment or Subcontract

This contract may not be assigned or subcontracted by the vendor without the written consent of the City.

Independent Contractor Status

The vendor agrees that it is an independent Contractor with respect to the services provided pursuant to this agreement. Nothing in this agreement shall be considered to create the relationship of employer and employee between the parties.

Waiver

One or more waivers by any party of any term of the contract will not be construed as a waiver of a subsequent breach of the same of any other term. The consent or approval given by any party with respect to any act by the other party requiring such consent or approval shall not be deemed to waive the need for further consent or approval of any subsequent similar act by such party.

Force Majeure

The term “Force Majeure” shall include, with limitation by the following enumeration: acts of God or Nature;

acts of civil or military authority; terrorism; fire; accidents; pandemic outbreaks; power shortage;

telecommunication or data communications; shutdowns for purpose of emergency repairs; strikes and any other industrial, civil or public disturbances that are not reasonably within the control of a party, causing the inability to perform the requirements of this Contract. If any Party is rendered unable, wholly or in part, by a Force

Majeure, to perform or comply with any obligation or condition of this Contract then, upon giving notice and reasonably full particulars to the other Party, such obligation or condition shall be suspended only for the time and to the extent reasonably necessary to allow for performance, compliance and restoration of normal operations. If only the vendor is impacted by Force Majeure and more than 60 days has elapsed then the City shall be entitled to exercise any remedies otherwise provided for in this Contract, including termination for default.

TAB 1: SCOPE AND SYSTEM OVERVIEW

The response must contain a description of scope of the solution in the vendor’s own words as a confirmation that the vendor understands the scope of the Request for Proposal (RFP) provided by the City.

Describe your understanding of the overall project and include a brief summary of the products to be provided.

Describe whether the system is a custom or Commercial off the shelf system.

Describe whether it is to be installed on City servers or as an offsite internet based (hosted or cloud) service.

Provide an overview of the software product(s) you propose to utilize for this project.

Include a description of key features and their functionality.

List which proposed modules are fully integrated as a part of the base software and which modules are third-party applications.

Describe how your solutions will differentiate you from other vendors and list any competitive advantages, such as unique features of your system or company, which distinguish you from the competition.

Provide samples of your system’s user interface(s) for users; it is recommended that, at a minimum, the samples are screen shots with narrative descriptions.

If you have a trial or sample versions of the software on CD/DVD to share with the City, please include a copy with your proposal.

TAB 2: APPROACH

The proposal must include an Approach that the vendor would use while analyzing, designing, implementing, testing, transitioning and supporting the proposed solution. The City will consider any project management methodology recommended by the vendor that achieves the goal, deadline and budget with the least risk and disruption. The Approach may be a few paragraphs up to a separate document.

In the event multiple responses are given by a single vendor the Approach would also highlight the differences, advantages and disadvantages of each response. It would also recommend how the City might go about determining their best solution.

Project Management

Describe who is expected to manage the project and define all other project roles. For this project, the vendor is expected to take the lead in project management by coordinating all aspects of the project with the City staff equivalents who will be assigned prior to the start of the project.

It is expected that the vendor will be the principal in the implementation process, and that they will provide the resources needed to execute implementation. The City will consider other recommended methods of implementation.

Schedule and Implementation

Summarize the project at an executive level and rely on further attachments to provide details. The proposal will weigh options or alternatives based on the vendor’s understanding of the specific needs against their experience with similar situations. The proposal as a whole must address the requirements that are outlined and detailed in the Technical/Functional Requirements Addendum of this RFP. At a high level, it generally describes options, configurations, deliverables, timeframes, and resource planning needs, communications, milestones, stage gates and architecture.

Quality Control

Explain the method to complete Component, Integration, Load and Acceptance Testing of the solution. Highlight the resources, skills, tools, data and other items required to complete testing.

Training

Provide a training plan with details for the project team, end users, system administrators, other City Departments, and outside agencies. Estimate the appropriate amount of training needed for City staff.

Also, provide a plan for training staff when upgrades are implemented, new staff are hired, and ongoing staff training. The City would prefer full service training be provided to all users for the initial deployment, or at each portion if a phased approach is used. After implementation, the City would be utilizing a train‐the‐trainer approach for new users and upgrades. Vendors are encouraged to provide their training recommendations and pricing for all options

Warranty / Service Level Agreement

A warranty is sought for both the software and implementation services.

Software

1. The selected vendor will warrant that the proposed software will conform in all respects to the requirements and specifications as stated in the RFP, except for minor or inconsequential errors. Specifically, the detailed requirements as stated in this RFP will become part of the selected vendor’s contract and will be warranted as such. Any repairs or “bug fixes” required during this period will be made at no expense to the City.

2. The selected vendor must warrant that the content of its proposal accurately reflects the software’s capability to satisfy the functional requirements as included in this RFP.

3. State that the warranty, at a minimum, should be valid for the duration of the implementation and for a minimum of one year after final acceptance of all modules/suites/applications included in the implementation. The City will look more favorably at vendors with warranty periods longer than the minimum specified herein.

Provide an outline of the product warranty and list any available service level agreements. Explain the measures used to determine effectiveness such as response time and solution time. Explain how the priority of a service call is determined; i.e. what warrants a high priority versus a lower priority. Also, list any exclusions and City’s responsibility for each service level, if applicable.

TAB 3: PROJECT AND TRANSITION PLAN

The proposal must contain a detailed project plan.

Include the proposed schedule of tasks, Can the Cities Project Schedule from P. 4 be met If Cities project Schedule cannot be met provide alternate Schedule Include tasks prior to the start of the project, during and post implementation.

Milestones must coincide with the Approach.

Clearly identify the resource responsible for each task.

Distinguish which tasks are the responsibility of the City and which belong to the vendor.

Note skills that City staff will need to accomplish their tasks.

Estimate the staffing level required to complete each task, from both Vendor and City Estimate the relative level of effort each member of the team will be expected to provide.

Clearly identify any tasks that would need approval or authorization.

Identify deliverables (for example: software, documentation, media, training, etc…) the vendor will provide.

Identify deliverables the City would be required to provide.

Describe your usual practice(s) in porting and converting the data from the existing system into your system.

How do you verify that the data ported correctly?

Provide a list of “problem areas” that have occurred with prior installations and propose solutions to those possible problem areas.

Provide a Schedule of Costs and Payments expected during the project.

Note: the proposed costs should match proposed deliverables.

Include tasks and milestones for Component, Integration, Load and Acceptance Testing.

Include tasks and milestones for Training.

The successful vendor will be expected to start with the complete 2019 Roll/Data that is currently available for mapping to identify possible conversion issues, prior to receiving the final 2020 Data.

TAB 4: COMPLIANCE WITH REQUIREMENTS

The proposal must contain a detailed assessment and comparison of the proposed solution with the City’s requirements. The attached Technical/Functional Requirements Addendum contains the detailed requirements that the proposal should address individually. The following types of requirements may be found in theTechnical/Functional Requirements Addendum.

Business Requirements – The RFP Technical/Functional Requirements Addendum includes Business Requirements to help the respondent understand the reasons for the project. The vendor should consider including in their response any material that could help the City provide justification for the project based on real experience from other clients in similar circumstances.

User Requirements – The RFP Requirements Definition includes User Requirements to help the respondent understand the user roles and what they intend to accomplish through the use of the new solution. The vendor should comment on how their proposed solution meets these user needs.

Functional Requirements – The RFP Technical/Functional Requirements Addendum includes FunctionalRequirements to help the respondent understand what the functions the computer system(s) is expected to provide to support the User and Business Requirements. The vendor should comment on how the proposed solution meets the City’s needs.

Nonfunctional Requirements - The RFP Technical/Functional Requirements Addendum includes nonfunctional requirements to help the respondent understand the more technical aspects needed by the City. For example, the vendor should comment on the nonfunctional requirements in the attached Technical/Functional Requirements Addendum as related to the following:

Architecture – Describe computing hardware, data storage, software languages, other software technologies, third-party licenses, database, network, system interfaces and user interface technologies required by the proposed solution.

Security – Describe the security methods used and provide statistics on how secure they are.

Availability – Describe prescribed down-time due to back-up, maintenance, upgrade, bugs and other issues typically encountered by other clients.

Integrity – Describe the methods and procedures that must be followed by either the vendor or

City staff to maintain a fully functional solution.

Describe the amount, effort and frequency of backups.

In case of disaster, what hardware, software and data would need to be redundant?

Reliability – Describe the typical life-span of the proposed solution. Estimate the Mean-Time-between-Failures experienced by other clients with similar circumstances.

Versioning / Upgrades – Describe the methods and frequency of maintaining a current system.

Migration – Describe typical methods for converting an existing legacy system to the proposed solution.

o The City expects that if multiple conversion attempts are required to ensure accurate data migration that this would be included in pricing and would not result in additional costs.

o Include tasks, effort, tools and skills that would be needed. Estimate the effort required of

City staff. The vendor should expect that City staff will have limited time available for the migration.

o Include an optional plan that uses only external staff for the migration.

o Outline methods for converting, securing, translating and converting existing data.

o Describe the proposed acceptance testing procedures including: parallel operation, authorization gates and timeframes.

Other – Vendors are encouraged to include any information that may distinguish their proposal from other vendors and/or provide added value to this project.

TAB 5: VENDOR CAPABILITY

The proposal must provide an overview of vendor’s company and its commitment to this type of proposal. Include the following information:

Company Profile

1. Provide name, address, phone number, fax number, email address, and prime contact person at your company.

2. Provide the location of the main headquarters as well as any local or regional offices that would serve our area.

3. Provide a brief history of your company, the markets and typical clients you serve.

4. How long has the company, parent company and subsidiaries been providing solutions similar to the one you propose?

5. Is your company Private or Public?

6. Provide evidence of your company’s financial and operational stability and expected longevity.

7. Include a biographical sketch and background including qualifications of all personnel from your company and/or any other third party companies that will be part of the project implementation team. Explain their experience doing an implementation of this size. Include information regarding the length of time they have worked for your company.

8. List all clients which have purchased the vendor’s software products over the past 5 years with their respective number of parcels for assessment.

9. For clients who have completed implementation of the system within the last 2 years, provide the clients’ contact information.

10 List the web addresses for those clients that have implemented an online system for use by the public utilizing the product.

11. Select references may be contacted regarding the client’s satisfaction with the software and services provided. The City may visit some sites to validate claims made by vendors in their proposals. If possible, identify jurisdictions as close as possible to our location in order to reduce travel time and costs.

12. Describe and give examples of characteristics that differentiate your company from companies you consider competition.

Product Profile

13. Provide an overview of your proposed solution.

14. Describe the user interface and navigation features.

15. Describe user help features.

16. A complete and competitive proposal should include sample copies of the…