RFP 102717

RFP# ASR2017-01 Property Assessment Solution Page 1 of 27 City and County of San Francisco Office of the Assessor-Recorder REQUEST FOR PROPOSALS FOR Property Assessment Solution RFP# ASR2017-01 CONTACT: Steve Kim, (415) 554-9954, [email protected] Background San Francisco is the fourth largest city in California and serves as a center for business, commerce and culture for the West Coast. The City and County of San Francisco (the “City”) established by Charter in 1850, is a legal subdivision of the State of California with the governmental powers of both a city and a county under California law. The City’s powers are exercised through a Board of Supervisors serving as the legislative authority, and a Mayor and other independent elected officials serving as the executive authority. The City’s Office of the Assessor-Recorder (ASR) is responsible for administering property assessment pursuant to state law. At a high level, the areas of responsibility ASR are: recording public documents, tracking ownership and changes of ownership related to property, assessing the value of property, approving and applying exemptions, and preparing the annual assessment roll. The City’s current central property assessment system is EZ Access, which has been in place for more than 15 years. EZ Access is a COBOL, DB2 database AS400 system that is maintained by the original developer, Hamer, Inc., for ASR. EZ Access primarily functions as the system of record for the City’s property and assessment information, interfacing with the property tax system of the Offices of the Controller and Treasurer & Tax Collector. Although EZ Access supports department operations, the system lacks modern day technology and ASR is looking for more robust tools to support their business needs. The purpose of this request for proposal (RFP) is to select a Proposer to provide a Property Assessment Solution that supports the needs of the City’s Office of the Assessor-Recorder’s property assessment functions including all services related to the managed configuration, implementation, and ongoing support of the solution. Intent of this RFP The services listed below will be provided through one or more deliverable based contract(s) as negotiated between ASR and the selected Proposer. It is imperative that the proposed system be compatible and integrated with the Office of the Controller and Treasurer & Tax Collector system that is currently in procurement in RFP# TTX2017-09. Software, Professional Services, and Maintenance and Operations Services Sought ASR seeks qualified proposals to provide the following products and services: 1. Software (Required) 2. Professional Services (Required) a. Project Initiation and Planning b. System, Interface and Data Conversion Design c. System Development /Configuration d. System Testing e. Project Training f. Deployment g. Implementation Closeout 3. Ongoing Maintenance and Operations (Required) 4. Hardware or Hosting (Optional) Anticipated Contract Term The anticipated contract term for (A) the implementation services agreement is three (3) years with five (5) options to extend for one (1) year at the City’s sole and absolute discretion, and (B) the perpetual or subscription software license and maintenance agreement is five (5) years with four additional one (1) year options to extend at the City’s sole and absolute discretion. Subcontracting Requirement The S.F. Administrative Code Chapter 14B Local Business Enterprise (LBE) sub contracting goal for this RFP is four percent (4%) of the total value of the goods and/or services procured. In order to be responsive, Proposers must meet the LBE goal. Contractors Unable to do Business with the City Contractors that do not comply with laws set forth in San Francisco’s Municipal Codes may be unable to enter into a contract with the City. Some of the laws are included in this RFP, or in the sample terms and conditions attached. Companies Headquartered in the Certain States -This Contract is subject to the requirements of Administrative Code Chapter 12X, which prohibits the City from entering into contracts with companies headquartered in states with laws that perpetuate discrimination against LGBT populations or where any or all of the work on the contract will be performed in any of those states. Proposers are hereby advised that Proposers which have their United States headquarters in a state on the Covered State List, as that term is defined in Administrative Code Section 12X.3, or where any or all of the work on the contract will be performed in a state on the Covered State List may not enter into contracts with the City. A list of states on the Covered State List is available at the website of the City Administrator. http://sfgov.org/oca/qualify-do-business RFP# ASR2017-01 Property Assessment Solution Page 2 of 27 Schedule* RFP issued October, 27 2017 Deadline for Initial RFP questions 3:00 pm, Nov. 13, 2017 Answers to Initial RFP questions posted online November 29, 2017 Deadline for Final RFP questions 3:00 pm, Dec. 8, 2017 Answers to Final RFP questions posted online December 22, 2017 Letter of Intent to Bid 3:00 pm, Dec. 13, 2017 Deadline for Proposals 3:00 pm, Jan. 12, 2018 Stage 1 Notification Week of Feb. 9, 2018 Proposer Software Demonstrations and Selection Interviews Week of Mar. 12, 2018 Stage 2 Notification Week of March 30 , 2018 *RFP Schedule subject to change. City-Proposer Communications Any communications and questions regarding the RFP must be directed to Steve Kim in writing to [email protected] Proposers are specifically directed NOT to contact any other employees or officials of the City regarding the RFP. Unauthorized contact may be cause for rejection of Proposals at the City’s sole and absolute discretion. A summary of the substantive information and all questions and answers pertaining to this RFP will be posted on the City’s Office of Contract Administration (OCA) website at http://mission.sfgov.org/OCABidPublication and click on the “Consultants and Professional Services” category. Office of Assessor-Recorder ? City Hall, Room 190 ? 1 Dr. Carlton B. Goodlett Place ? San Francisco, CA 94102 ? (415) 554-5596 ? http://www.sfassessor.org/ RFP# ASR2017-01 Property Assessment Solution Page 3 of 27 PROPOSAL CHECKLIST Requirements Description Submitted Proposal will need to include all of the following: Letter of Intent to Bid by December 13, 2017, per Section 3.1. (Due prior to proposal deadline and is mandatory prerequisite to the submission of a Proposal.) Letter of Intent to Bid should e-mailed to [email protected] One original copy of Submission Coversheet with signatures (Attachment M). One original set copy of signed CMD forms (Attachment K): (1) Form 2A-CMD Contract Participation Form (2) Form 2B-CMD “Good Faith Outreach” Requirements (3) Form 3-CMD Non-Discrimination Affidavit (4) Form 4-CMD Joint Venture Form (if applicable), and (5) Form 5-CMD Employment Form Ten (10) hard copy sets of the proposals (excluding Contract Monitoring Division Compliance Forms) with an electronic version of the proposal and the Contract Monitoring Division Compliance Forms on a USB stick, must be submitted by mail or in person to the Office of the Assessor-Recorder, at City Hall, Room 190. Proposer Response Templates (Required) Template A Minimum Qualifications Template B Proposer Experience Template C Staff Experience Template D Requirements Template E Functional Approach Template F Technical Approach Template G Implementation Approach Template H Joint System Integration Plan Template I Maintenance and Operations Approach Template J Cost Workbook Template K Reference Verification Form RFP# ASR2017-01 Property Assessment Solution Page 4 of 27 Compliance Attachments (Complete and Submit for Processing) Attachment J Standard Forms: Listing and Internet Addresses of Forms Relating to Taxpayer Identification Number and Certification, To Business Tax Declaration, and to Chapters 12B and 12C, and 14B of the S.F. Administrative Code Attachment K Chapter 14B CMD Attachment 2 -Requirements for Architecture, Engineering, & Professional Services Contracts Attachment L Chapter 12X – Administrative Code Memorandum Attachment M Submission Coversheet w/Certification of Headquarters in Accordance with Administrative Code Chapter 12X Informational Attachments (Not Scored) Attachment A Glossary of Terms Used in the RFP Attachment B Detailed Statement of Work Attachment C Assessor Process Flows Attachment D Assessor Use Cases Attachment E Sample Deliverables Expectations Document Attachment F Joint System Integration Plan Attachment G Conceptual Data Model Attachment H Professional Services Sample Template (P-600) Attachment I SaaS Sample Template (P-648) RFP# ASR2017-01 Property Assessment Solution Page 5 of 27 TABLE OF CONTENT 1 INTRODUCTION ................................................................................................................. 6 1.1 GLOSSARY OF TERMS USED IN THE RFP 6 1.2 CITY /OFFICE OF THE ASSESSOR-RECORDER OVERVIEW 6 1.3 CALIFORNIA PROPERTY ASSESSMENT AND TAX LANDSCAPE 7 1.4 BACKGROUND 7 1.5 ISSUES WITH CURRENT ENVIRONMENT 8 1.6 CITY BUSINESS GOALS 8 1.7 OFFICE OF THE ASSESSOR-RECORDER GOALS 8 1.8 STATEMENT OF NEED 9 1.9 SOFTWARE, PROFESSIONAL SERVICES, MAINTENANCE AND OPERATIONS SERVICES SOUGHT 9 2 SCOPE OF WORK .............................................................................................................. 10 2.1 SCOPE 10 2.2 STATEMENT OF WORK 10 2.3 QUALITY ASSURANCE (QA) /INDEPENDENT VERIFICATION AND VALIDATION (IV&V) VENDOR SUPPORT 12 3 EVALUATION AND SELECTION CRITERIA ........................................................................... 13 3.1 LETTER OF INTENT 13 3.2 MINIMUM QUALIFICATIONS AND CONTRACT MONITORING DIVISION REQUIREMENTS 13 3.3 EVALUATION 14 3.4 INTENT TO AWARD AND CONTRACT NEGOTIATIONS; OTHER TERMS AND CONDITIONS 15 4 PROPOSER RESPONSE INFORMATION .............................................................................. 17 4.1 USE OF SUBCONTRACTOR 17 4.2 LETTER OF INTENT TO BID 17 4.3 TIME AND PLACE FOR SUBMISSION OF PROPOSALS 17 4.4 REFERENCES 18 5 SIGNIFICANT RFP DUE DATES AND INSTRUCTIONS ........................................................... 19 5.1 RFP SCHEDULE* 19 5.2 ISSUING AGENT 19 5.3 ADDENDA TO THE RFP 19 6 TERMS AND CONDITIONS FOR RECEIPT OF PROPOSALS ................................................... 20 7 CONTRACT REQUIREMENTS ............................................................................................. 25 8 PROTEST PROCEDURES .................................................................................................... 26 RFP# ASR2017-01 Property Assessment Solution Page 6 of 27 1 Introduction 1.1 Glossary of Terms Used in the RFP See Attachment A for the Glossary of Terms used in this RFP. 1.2 City /Office of the Assessor-Recorder Overview San Francisco is the fourth largest city in California and serves as a center for business, commerce, and culture for the West Coast. The City and County of San Francisco (the “City”) established by Charter in 1850, is a legal subdivision of the State of California with the governmental powers of both a city and a county under California law. The City’s powers are exercised through a Board of Supervisors serving as the legislative authority, and a Mayor and other independent elected officials serving as the executive authority. The City consists of over 50 departments and agencies and has an annual budget of over $10 billion. The City’s Offices of the Assessor-Recorder, Controller, and Treasury & Tax Collector are responsible for administering property assessment and taxation pursuant to state law. These offices are led by the elected Assessor-Recorder, appointed Controller, and elected Treasurer, respectively. Of the estimated $2.5 billion in 2016 property tax revenue, 64% is allocated to City services and 36% to schools and other public services, making property tax revenue a highly visible and critical source of City funding. The City has recognized the need to procure new software to support the property assessment and tax processes executed by the City Offices. At a high level, the area of responsibilities for each Office are: 1. The Office of the Assessor-Recorder (ASR) is responsible for carrying out property assessment related functions mandated by the State, including identifying property and ownership, assessing the value of property, approving and applying exemptions, and preparing the assessment roll. As a combined Assessor-Recorder office, is also responsible for maintaining public recoded documents and levying transfer tax. 2. The Office of the Controller applies the appropriate tax rates, which include the general tax levy, locally voted special taxes, and any City or district direct assessments. After applying the tax rates, the Controller calculates the total tax amount. The Office of the Controller also apportions and distributes the property taxes that are collected. 3. The Office of the Treasurer & Tax Collector is responsible for printing and mailing out the property tax bills, collecting property tax payments and delinquent taxes, and conducting the sale of tax defaulted properties. This RFP represents the culmination of ASR’s multi-year efforts to identify and address how ASR can replace aging legacy systems and provide more effective and efficient services to both the City’s departments and the public. ASR’s staff reviewed and analyzed the inner workings of the department’s existing processes and policies and determined that a technological upgrade and modernization of the existing systems would significantly improve both the Assessor-Recorder’s property assessment operations, as well as improve downstream tax operations for affected departments (e.g., Controller and Treasurer & Tax Collector). The purpose of this Request for Proposals (RFP) is to solicit proposals for a system which will support the property assessment processes executed by ASR. A separate RFP will be released in parallel to procure a system to support the property tax needs of the Offices of the Controller and the Treasurer & Tax Collector. Both systems will be expected to interface with each other to support the City’s property assessment and tax activities, and the selected Proposers of both RFPs will be responsible for ensuring the systems interface correctly. RFP# ASR2017-01 Property Assessment Solution Page 7 of 27 1.3 California Property Assessment and Tax Landscape Due to the distinct functionality required by California property assessment and tax activities under California’s Proposition 13 and other controlling legislation, most non-California property assessment software requires significant modification to meet the needs of California counties. Over the past two decades, the track record of California counties attempting to replace legacy assessment and tax systems has been mixed, with many counties continuing to rely on outdated legacy systems that require increasing levels of cost and effort to maintain and keep up to date. Some custom, county-developed systems have additionally highlighted the opportunity for a proven Proposer to emerge and provide the professional software development focus necessary to meet the specific needs of the California property assessment and tax market. 1.4 Background The primary Property Assessment System used by the City is EZ Access, which has been in place for more than 15 years. EZ Access is a COBOL, DB2 database AS400 system that is maintained by the original developer, Hamer, Inc., for ASR. EZ Access primarily functions as the system of record for the City’s property and assessment information. Although EZ Access provides some appraisal tools, the system generally lacks modern technology features. ASR has identified the need for more robust tools to support their business operations. EZ Access supports batch interfaces for certain property assessment activities. Interfaces to and from EZ Access include the reception of recorded documents from the Recorder System (CRiis), building permit data and information from the Department of Building Inspections (Accela), and ASR’s document management system (AIMS). EZ Access also sends files to and receives files from a number of other Proposers and sources, most notably, the Office sends the assessment rolls and associated information to the Controller and Treasurer & Tax Collector offices. ASR’s processing systems and reporting environments rely on EZ Access data to populate and update information for various appraisal and auditing functions, and end of year roll quality review and reporting. The Assessor also uses standalone systems, spreadsheets, and other tools to conduct, track, maintain, and report on various property assessment functions not available in EZ Access (e.g., Assessment Appeals activity tracking, commercial appraisals, workflow management, etc.). These systems and other tools are used to reconcile EZ Access data. A comprehensive list of the City’s inbound interfaces, outbound interfaces, and list of departmental systems is provided in Template H – Joint System Integration Plan The following tables present information about the City’s current EZ Access production environment: Table 1: Number of approximate accounts by module Real Property Business Personal Property Possessory Interest 210K 50K 2.6K Note: There are approximately 6,000,000 master real property records in the system which annually cumulate and currently represent 25+ years. Table 2: Assessable value by property type FY16/17 Secured Local Roll State Board of Equalization (SBE) Roll Unsecured Roll $202billion $3.1billion $14.6billion More information regarding the City’s property assessment activities can be found by reviewing ASR’s Annual Report, available at the following website: