SEVIER COUNTY, TENNESSEE REQUEST FOR PROPOSAL
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1 SEVIER COUNTY, TENNESSEE PROPERTY ASSESSOR REQUEST FOR PROPOSAL FOR Computer-Assisted Mass Appraisal (CAMA) System MAY 2014
2 Introduction The Sevier County Government (the County ) is requesting proposals for a Computer Assisted Mass Appraisal System, hereinafter referred to as CAMA for the Sevier County Property Assessor, located at 125 Court Avenue, Suite 210W, Sevierville, Tennessee General Information I Proposal Package All sealed proposal packages must include all the following, when applicable. Any sealed proposals shall be rejected as a non-conforming bid if any applicable item is missing. Proposals, bids, or responses will be accepted by Sevier County no later than 9 a.m., June 6, 2014 (local time). Each proposal must be enclosed in an envelope clearly marked CAMA System proposal. 1. Include an original as well as one digital copy (.pdf format) 2. Evidence of a valid State of Tennessee Business License and/or Sevier County Business License 3. Evidence of compliance with the Sevier County Government s Insurance Requirements, if work is performed on Sevier County Property 4. Signed and completed Statement of Non-collusion (Attachment 1) 5. Properly completed Internal Revenue Service Form W-9 6. If bid is in excess of $25,000 a certification of non-debarment must be completed (Attachment 2) Certification Regarding Debarment, Suspension, and Other Responsibility Matters All proposals shall be submitted to the following address: Sevier County Mayor s Office Attn: Perrin Anderson 125 Court Avenue, Suite 103E Sevierville, TN 37862
3 Responses may be hand delivered or sent by mail, and must address the specifications set forth in this request. Any response, bid, or proposal received after the deadline shall be considered late, and will not be opened or considered. When the bid is awarded, all proposals will be subject to the Tennessee Open Records Act and the proposals will be available upon written request to the public. Any party interested in attending the bid opening may do so by notifying Perrin Anderson via at least three days prior to the bid closing. Proposal Timeline Sevier County reserves the right to modify this timeline at any time. If the due date for proposals is changed all prospective proposers shall be notified. Request for Proposals Released: May 30, 2014 Proposal Due Date and Time: June 6, 9 a.m. Approval The actual acceptance of any proposal may be delayed. Therefore, all bid responses must remain valid for a period of no less than six (6) months. Any exclusion to this shall be indicated in the response to this request. Insurance Requirements and Liability Each bidder or respondent to the RFP, who may have employees, contractors or agents working in Sevier County properties or any other county in Tennessee shall provide copies of current certificate for general, as well as professional liability insurance, and workers compensation of a minimum of $250, The owner or principal of each respondent must also be insured by workers compensation if they perform any of the services in Sevier County. There will be no exceptions to the insurance requirement. Bond Requirements Sevier County requires a bond, or letter of credit, for any Construction projects that exceed $25, upon bid award. A performance bond may be required as directed by the awarding county.
4 Payments Invoices that are submitted by the awarded bidder are required to provide accurate and current addresses. Payment terms shall be specified in the bid response, including any discounts for early payment. The Finance Department of Sevier County discourages the practice of picking up checks in person, unless there is an emergency situation. Invoices are to be submitted to: Sevier County Property Assessor Sevier County Government 125 Court Avenue, Suite 210W Sevierville, TN Invoicing & Terms of Payment: The contractor must provide an invoice upon completion of the specified requested services, and acceptance by Sevier County Government. All invoices shall clearly indicate payment terms and any prepayment discounts. II STATEMENT OF INTENT AND DESCRIPTION OF SERVICES REQUESTED A. Statement of Intent: The Property Assessor for Sevier County, Tennessee, hereinafter referred to as the Assessor and/or the County respectively, is soliciting proposals that will utilize a combination of software, hardware and professional services that will result in the: Installation and implementation of a data-base driven, comprehensive Computer-Assisted Mass Appraisal (CAMA) System that addresses ALL identified needs of the Property Assessor, including both real and personal property components; Acquisition and conversion of Sevier County s as well as other Tennessee counties property data from the current CNL mainframe system; and Provision of the training and other support/maintenance necessary to ensure that the selected CAMA solution will always operate at maximum levels of efficiency and effectiveness while in-service for the County.
5 B. The purpose of this Request for Proposal (RFP) is to define the County s minimum requirements, solicit proposals and gain adequate information from which the County can evaluate the CAMA solution you propose to provide. C. Description of Services Requested: The Assessor s intention for this RFP is to solicit proposals from qualified, experienced firms that clearly demonstrate a costeffective response for delivering, implementing and servicing the Assessor s requirements for a Computer-Assisted Mass Appraisal System for Sevier County. D. Volumes: The following reflect current, pertinent volume-related data that the Assessor believes may be helpful to potential proposers when developing an understanding of the scope of operations associated with his office: Real Property Parcels: 80,015 Exempt Parcels: 1,572 Personal Property Records: 15,921 Grand Total: 97,508 While other counties may not reflect the same volume, it is understood that pricing shall be available regardless of parcel count. E. Information Infrastructure: Sevier County provides a Windows 2000 network utilizing MS-SQL, Windows Servers with fire-walled access to the Internet. F. Pricing: In an effort to meet the current budgetary demands of local government, it is imperative that this system be developed and implemented with no initial investment of Sevier County. All costs for a base system should be dispersed on a per parcel schedule and any value added options should be clearly itemized and clearly articulated for review.
6 III GENERAL INSTRUCTIONS AND REQUIREMENTS A. Point of Contact: This RFP is issued by the Sevier County, Tennessee Assessor of Property. The sole point of contact for this RFP shall be: Johnny D. King Sevier County Property Assessor 125 Court Avenue, Suite 210W Sevierville, TN The sole point of contact shall hereinafter be referred to as the RFP Coordinator. B. Interpretation and Clarification: No oral interpretation or clarification will be made to any firm or any individual as to the meaning of the RFP document. Requests for interpretation or clarification shall be made in writing ( will be acceptable) and delivered to the RFP Coordinator. A response will be issued in the form of an addendum to the RFP in clarification is in order. IV SUBMISSION OF PROPOSALS The proposer must deliver an original as well as one digital copy of its proposal by Friday, June 6, 2014 to Sevier County at the address specified below: Sevier County Mayor s Office Attn: Perrin Anderson 125 Court Avenue, Suite 103E Sevierville, TN The proposer shall clearly mark its response envelopes as CAMA SYSTEM PROPOSAL It is the sole responsibility of the proposer to ensure that its proposal is delivered on or before the date, time and at the place specified in this RFP. Any proposal received contrary to this requirement will be returned to the proposer unopened. The proposal filing deadline is important. Any proposals submitted at or after the moment designated for proposal opening will be deemed to be late and will not be accepted.
7 Proposals shall be signed by an authorized representative of the Offeror. All information requested must be submitted. Failure to submit all information requested may result in the County s requiring prompt submission of missing information and/or giving a lowered evaluation of the proposal. V OPENING OF PROPOSALS FOR EVALUATION Proposals are scheduled to be opened for evaluation on June 6, Therefore, no proposal submissions will be accepted once the opening time has arrived. VI PROPOSAL AMENDMENT AND RULES FOR WITHDRAWAL A proposal may be withdrawn prior to the proposal due date by submitting a written request for its withdrawal to the County, signed by the proposer and delivered to the Sevier County Property Assessor. VII ACCEPTANCE OF PROPOSALS All properly submitted proposals shall be accepted for evaluation. However, the participating County reserves the right to request clarifications or corrections to proposals, reject any or all proposals received, cancel or withdraw this RFP, according to the best interest of the County. Where the County may waive variances, such waiver shall not modify other RFP requirements or excuse the proposer from full compliance with the remainder of RFP specifications and other contract requirements if the proposer is awarded a contract. VIII RIGHT TO FURTHER NEGOTIATE The County reserves the right to further negotiate, after proposals are opened, with any proposer, if such is deemed necessary in the discretion of the County. Any submitted proposal shall remain a valid proposal for six months after the proposal due date. Mandated requirements are those required by law or such that they cannot be waived and are not subject to negotiation.
8 IX ASSIGNMENT AND SUBCONTRACTING Subcontracting will not be allowed for any services in this RFP without prior written authorization by the County accepting this proposal. X INCURRING COSTS All costs incurred by the Proposer in preparing its proposal shall be borne by the proposer. XI DISCLOSURE OF PROPOSAL CONTENT All proposals and other materials submitted in response to this RFP become the property of Sevier County, Tennessee. Selection or rejection of a proposal does not affect this right. All proposal information, including detailed budget information, shall be held in confidence during the evaluation process. Only upon the completion of the evaluation of proposals shall the proposals and associated materials be open for review. By submitting a proposal, the Proposer acknowledges and accepts that the full contents of the proposal and associated documents may become open to inspection. XII CONFIDENTIALITY OF PROJECT INFORMATION The Assessor required that the selected proposer and their staff assigned to this project keep all information learned about the Assessor s operation and other sensitive topics confidential. Disclosure of any information gathered as part of the assessment has the potential to disqualify a proposer. XIII MANDATORY QUALIFICATIONS Proposals shall provide responses and documentation, as required, which indicate that the Proposer has met the following Mandatory Proposer Qualifications requirements. The Proposer s CAMA system must operate on a Microsoft SQL server with a minimum version of SQL Server The Proposer s CAMA System must be able to seamlessly integrate with existing ESRI-based GIS system The Proposer s CAMA system must be able to seamlessly integrate with existing or proposed Trustee tax-billing system
9 The Proposer s CAMA system must be developed in a server-based environment with the Proposer providing a dependable server environment to securely host eh county s data. It is expressly understood that all data is the property of the county and absolutely no costs would be incurred to transfer or retrieve the data at any time. There must be written confirmation that the Proposer shall comply with all of the provisions in this RFP. The written certification and assurance shall affirm the Proposer s compliance with: --the laws of the State of Tennessee and Sevier County; --Title VI of the Federal Civil Rights Act of 1964; --the Equal Employment Opportunity Act and the regulation issued thereunder by the federal government; --the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government; --the condition that the submitted proposal was independently arrived at, without collusion, under penalty of perjury; --the condition that no amount shall be paid directly or indirectly to an employee or official of Sevier County as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor or consultant to the Proposer in connection with the procurement under this RFP; XIV CONTRACT FOR SERVICES The successful proposer will be required to enter into a contract with the Sevier County Property Assessor to satisfy the requirements of this RFP. XV STANDARD CONTRACT INFORMATION C Sample Contract A sample contract should be provided with the proposal D Contract Approval The RFP and the contractor selection processes do not obligate the County and do not create rights, interests, or claims or entitlement in the apparent bestevaluated Proposer or any vendor. A legally binding contract shall be established
10 only after the contract is signed by the Contractor, the head of the procuring County agency and/or the County Mayor or other County Officials as required by applicable state and local laws and regulations. E Contract Payments Contract payments shall be made in accordance with the Payment Terms and Conditions Section of the final contract. No payments shall be made to the Contractor until the contract is established as required by state laws and regulations. Further, the County shall be liable for work performed, services rendered or materials purchased and/or provided before the contract is established as required by applicable state laws and the Purchasing Rules of Sevier County. F RFP and Proposal Incorporated into Final Contract This RFP and the successful proposal shall be incorporated into the final contract to include a performance bond.
11 Attachment 1 STATEMENT OF NON-COLLUSION The undersigned affirms that they are dully authorized to execute this contract, that this company, corporation, firm, partnership or individual has not prepared this proposal in collusion with any other respondent, and that the contents of this proposal as to prices, terms, or conditions of said proposal have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this proposal. Company Address Phone Fax Respondent (Signature) Respondent (Print Name and Title) Authorized Company Official (Print Name)
12 Attachment 2 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS The prospective participant certifies, to the best of its knowledge and belief, that it and its principals: 1. Are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in transactions under federal non-procurement programs by any federal department or agency; 2. Have not, within the three year period preceding the proposal, had one or more public transactions (federal, state or local) terminated for cause or default; and 3. Are not presently indicated or otherwise criminally or civilly charged by government entity (federal, state or local) and have not, within the three year period preceding the bid, been convicted or had a civil judgment rendered against it A. For the commission of fraud or criminal offense in connection with obtaining, attempting to obtain, or performing a public transaction (federal, state or local) or a procurement contract under such a public transaction. B. For the commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property I understand that a false statement on this certification may be grounds for the rejection of this proposal or the termination of the award. In addition, under 18 U.S.C. Section 1001, a false statement may results in a fine of up to $10,00.00 or imprisonment for up to five years, or both. Name of Participant Agency Name and Title of Authorized Representative Signature of Authorized Representative and Date I am unable to certify to the above statement. Attached is my explanation
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