City of Neenah

City of Neenah

Request for Proposal to Provide Computer Assisted Mass Appraisal (CAMA) Software

Request for Proposal and Demonstration

April 11, 2013

April 11, 2013

Prospective Contractors

Dear Sir or Madam,

The City of Neenah is now entertaining proposals to replace their current Computer Assisted Mass Appraisal (CAMA) system, which was installed in 1983. It is anticipated that the start date of this project will be July 1, 2013 with completion to occur on or before August 30, 2013.

All proposals are due by April 26, 2013 at 3pm and shall be labeled and submitted as specified herein. If selected you will be required to provide a demonstration of your product as outlined in this document. Please feel free to turn in any preliminary contracts that you may wish to include with your proposal to expedite the contract signing process.

The City reserves the right to reject any or all bids, waive any informality in bidding, and award a contract in the best interest of the City, in its sole discretion.

Thank you for your attention and if you have any questions, please feel free to contact me.

Sincerely,

Joseph L. Wenninger

Director of Information Systems

City of Neenah

Voice: (920) 886-6174

FAX: (920) 886-6069

TABLE OF CONTENTS

A. General Information

B. Technology Information

C. Scope of Project

D. Terms and Conditions

E. Technical Proposal Requirements and Proposal Format

F. Evaluation of Proposals

G. Contract

APPENDIX A - Software Vendor Executive Summary Response Chart

APPENDIX B – Vendor Exceptions to RFP

APPENDIX C – Functional Requirements Response

APPENDIX D – Permit and Inspection Application Information (Optional)

A. GENERAL INFORMATION

The City of Neenah, Wisconsin is entertaining proposals for the purpose of obtaining a Computer Assisted Mass Appraisal (CAMA) system and related implementation services to replace the City's current CAMA software system. All detailed information needs are outlined in subsequent sections of this request for proposal (RFP).

The City of Neenah is located in Winnebago County, in northeast Wisconsin. Incorporated on March 13, 1873, the City of Neenah covers 9.6 square miles and has a population of 25,723 (2012). The City operates under the Mayor-Council form of government. The nine aldermen represent three districts, serving three-year staggered terms. The Mayor is elected to serve a four-year term and serves as the City’s chief executive and administrative officer.

The City’s 2012 Equalized Value (including manufacturing) is $1,760,097,900. The City has four active Tax Incremental Financing Districts. The last citywide revaluation was completed in 2011.

The Assessment function is housed in the Community Development and Assessment Office. There is one part-time Assessment Technician, two Property Appraisers, and a contracted firm that provides Statutory Assessor services (Associated Appraisal).

2012 Parcel Information
Total Residential Parcels / 8,942
Residential Parcels Improved / 8,555
Waterfront/Waterview Parcels / 115
Total Residential Equalized Value / $1,223,151,900
Total Commercial Parcels / 611
Commercial Parcels Improved / 570
Total Commercial Equalized Value / $403,408,000
Total Manufacturing Parcels / 76
Total Manufacturing Equalized Value / $155,476,300
Personal Property (excluding manufacturing) / 1,173
Personal Property Value / $43,729,034
2012 Assessment Ratio / 101.2
Total Assessed Value (excluding manufacturing) / $1,670,698,934

Neenah provides a full range of services typical of municipal governments, including police and fire; public works activities such as street maintenance, refuse and recycling collection, water utility and wastewater treatment services; public library; 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).

As of the most recent debt issue in February, 2013, the City continues to maintain an Aa2 rating from Moody’s Investor’s Service, Inc. The City government includes 11 departments, and employs approximately 230 full time equivalent (excluding temporary) employees. The City’s fiscal year ends on December 31.

Key Dates of the CAMA Software Project Timeline

April 10, 2013 Issuance of RFP Date

April 26, 2013 – 3:00 PM RFP Due Date

June 20, 2013 Contract Award Date

July 1, 2013 Anticipated Project Start Date

August 30, 2013 Anticipated Project Completion Date

1.  Response Format Specifications

Four (4) hard copies and one (1) digital copy of the response are required.

The response must contain a cover letter transmitting the response to the City.

Include the proposer name and address, and the name, title, address and telephone number of the person authorized to represent the proposer for any questions during evaluation.

The City is looking for total cost responses to include equipment, installation, maintenance, training, etc. We are encouraging Vendors to submit their best pricing. Pricing must be included in appendices where specified. Pricing on items not included in the appendices must be included on a summary sheet provided by the Vendor.

References - Provide a minimum of three (3) governmental references of similar size to the City securing a signed release if that is required by the referenced organization. It is the proposer's responsibility to identify references that can answer questions freely.

Implementation Staff - Provide the following information on each staff member expected to participate in this project:

·  Staff member name:

·  Position with company:

·  Length of time in position:

·  Length of time with company:

• Education and Certifications:

Attachments - Proposer may submit brochures, sales materials and other relevant information only in a separately bound attachment to the response. This information will be considered informational only and will not be subject to evaluation.

Ownership of Responses - All responses submitted on time become the property of the City upon submission, and the responses will not be returned to the Vendors. By submitting a response, the Responder agrees that the City may copy the response for purposes of facilitating the evaluation.

Responses must be received on or before 3:00 PM on April 26, 2013. Any responses received after this time will not be accepted

2.  Questions Regarding This RFP

Any changes, clarifications, or other interpretations regarding the RFP will be e-mailed or faxed to Vendors. Verbal interpretations and/or clarifications shall not be binding unless repeated in writing and communicated to Vendors. These communications will become part of the RFP. All questions regarding the RFP process should be directed to Joseph L. Wenninger at .

1. Rejection of Responses

The City of Neenah reserves the right to accept or reject any or all responses, or any part thereof, and to waive any irregularity in any response.

1. Non-Collusion/No Conflict of Interest Affidavit

Vendors must verify that they have not conspired with any other Vendor or agency in any manner with respect to this RFP and the responses submitted. In addition, Vendors must disclose the name of any officer, director, or agent who is an employee of the City.

1. Confidentiality

A submitted response is public record subject to public disclosure pursuant to the provisions of the Wisconsin Statutes, Regulations and Rules.

1. Cost of Response Development

The City disclaims any financial responsibility for any costs incurred by the Vendor in responding to this RFP, whether or not it is the successful Vendor.

1. Pricing

Any published price changes after the submission date will not be considered in the evaluation of responses. However, once a Vendor has been selected as the successful Vendor, the City reserves the right to apply the lower of the published prices with the proposed discounts applied or the response prices, whichever are lower. Prices are to be firm for 120 days from the time of the submission.

1. Change Orders

Once awarded, the City may authorize changes in plans or specifications, or allow substitutions. Supplemental software, hardware, or services may be requested by the City, from the successful Vendor, outside the scope of the RFP at additional cost to the City.

9.  Vendor Conduct

During the RFP Window (from release of this RFP to final award date), Vendors are not permitted to contact any City employees or Elected Officials regarding this RFP unless requested to do so by the City’s designated contact person. Violation of these conditions may constitute immediate disqualification.

10.  Maintenance/Support Agreements

Vendors are required to submit sample contracts for maintenance or support of all proposed items as required herein for review. The City desires a single source for all on-going support. If there are multiple Vendors involved through subcontractor provisions, there must be a provision for one Vendor to be the primary source for all support. Costs for this provision must be included in the proposed price for maintenance/support specified herein.

1. Vendor Demonstrations

Following reference checks, Vendors selected as finalists may be asked to make an on-site demonstration of the key elements of their response. Such demonstrations shall be per City-specified agenda. Vendors should be prepared to answer specific and detailed technical questions, which may have arisen from the reference checks, site visits, and previous demonstrations.

B. TECHNOLOGY INFORMATION

The City utilizes the following technology resources:

City-wide LAN and WAN of Windows-based desktop and laptop workstations running a mixture of Windows 7 (both 32 & 64 bit versions) and Windows XP, using Hewlett Packard and Cisco switches as a backbone. Office 2000 is used as the City’s primary office productivity application. Application servers are housed at City Hall, and connectivity between City Hall and remote locations is provided via fiber optics.

The City currently utilizes the following integrated applications:

Application / Vendor / Platform / OS
Financial Management
(Payroll, GL, AP, CR, AR) / SunGard / iSeries / IBM i
Utility Billing / Civic Systems / SQL/2005 / Windows 2003
Property Tax Billing / Developed In-House / iSeries / IBM i
Assessment Roll Processing / Developed In-House / iSeries / IBM i
Permits and Inspections / Developed In-House / iSeries / IBM i

C. SCOPE OF PROJECT

The Assessor’s office utilizes computer aided mass appraisal (CAMA) software from Tyler Technologies, Inc. to support property assessment activities. Data from the CAMA system is interfaced with the Assessment Roll Processing application to produce property tax statements and related billing records. Additional technology applications include a geographic information system using ESRI ArcGIS Desktop and Server, both version 10.1; Lotus Notes for email and document flow, running on the iSeries platform; and the City’s website developed internally with modx CMS. The City implemented a VMWare virtualized environment in 2008.

The City’s technology applications are supported by an information technology staff of 6, including the director, two system analyst/programmers, a network administrator, help desk technician (.67 fte helpdesk/.33 fte GIS) and the GIS coordinator.

The purpose of the City of Neenah software selection project is for the procurement of Computer Assisted Mass Appraisal (CAMA) solution containing the following functionality:

1.  Property Management Functions

Name and Address Information

Billing Data

Legal Descriptions

General Data

Assessed Value Data

Building Sketch capabilities

Shared Data – for use by other departments

User Defined Data

Change History

Notes Field

2.  Sales Analysis

Ownership History

Sales Ratio Studies

Various Sale Reports

3.  Valuation System

Land

Property Site Data

Inspection History

General Data

Acreage & Square Footage

Front Foot

Dimensions (more than 4)

Gross or Site

Unit

Use Value

Multi Zoning/Land Type

Adjustments (Influence Factors)

Land Valuation Summary

Residential

Permits and Percent Complete

Inspection History

General Data

Cost Approach

Dwelling Information

Living Area

Quality and Condition

Attachments

Detached Improvements

Features

Market Approach (Comparable Sales)

Adjustments (Influence Factors)

Commercial

Permits and Percent Complete

Inspection History

General Data

Cost Approach

Structure Information

Building / Section Area SF

Quality and Condition

Attachments

Detached Improvements

Features

Yard Improvements

Market Approach (Comparable Sales)

Income Approach

Direct Capitalization

GRM

Stabilized Income

Adjustments (Influence Factors)

Exempt

Permits and Percent Complete

Inspection History

General Data

Exemption Classification

Cost Approach

Structure Information

Building / Section Area SF

Quality and Condition

Attachments

Detached Improvements

Features

Yard Improvements

Manufacturing / Industrial

Permits and Percent Complete

Inspection History

General Data

Exemption Classification

Cost Approach

Structure Information

Building / Section Area SF

Quality and Condition

Attachments

Detached Improvements

Features

Yard Improvements

Personal Property

Permits and Percent Complete

Tenant Improvements

Inspection History

Schedules A, B, C, D, D1, D2, E, F, G, H

Doomages & Overrides

Adjustments

Lease Provisions

Rent Info supplied on PP Form

View All Accounts on a Specific Tax Key Number

Form follows state form

Print forms with last year’s values

Recalculation of Values

Land

Residential

Commercial

Exempt

Manufacturing

Personal Property

4.  Images

Documents

Photos

Scanned Images

GIS Interface

Oblique Image Interface

5.  Inquiry Functions

6.  System Defined Reports

Acreage Discrepancy Report

Assessment Change Notices

Assessment Roll

Change Report

Critical Change Report

Database Audit Report

Final Personal Property Report

Final Real Estate Report

Nightly -User Changes Report

Property Record Card

Residential

Commercial

Exempt

Manufacturing

Personal Property

State Reports

TID Final Report

Up/Down Report

7.  User Defined Reports and Queries

8.  System Setup and Administration

The City of Neenah desires an integrated CAMA system. It is important to have a system that is easy to use, maintain, and integrate with other disparate applications. Ad hoc reporting and simple querying is also required.

D. TERMS AND CONDITIONS

Insurance Requirements - Unless otherwise specified in this Agreement, the Firm shall, at its sole expense, maintain in effect at all time during the performance of the Work, insurance coverage with limits not less than those set forth below with insurers and under forms of policies set forth below.

Worker’s Compensation and Employers Liability Insurance – The Firm shall cover or insure under the applicable Wisconsin labor laws relating to worker’s compensation insurance, all of their employees in accordance with the law in the State of Wisconsin. The Firm shall provide statutory coverage for work related injuries and employer’s liability insurance with limits of $1,000,000 each accident, $1,000,000 disease policy limit, and $1,000,000 disease each employee.