Horry County Government PROCUREMENT DEPARTMENT www.horrycounty.org Horry County Office of Procurement 3230 Hwy. 319 E. Conway, South Carolina 29526 Phone 843.915.5380 Fax 843.365.9861 TO: FROM: ALL INTERESTED PARTIES Kimberly Massie, CPPB DATE: May 23, 2018 SUBJECT: ADDENDUM #2_RFP # 2017-18-613 Computer Mass Appraisal (CAMA) Software for HC Assessor Department ADDENDUM #2 This Addendum forms a part of the Proposal Documents (RFP) for this project and modifies/amends/clarifies/adds to the original Proposal Documents as described below. Acknowledgement of receipt and inclusion of the effects of this addendum shall be included on each offeror s form of proposal. QUESTIONS/ANSWERS Question #1: Please clarify if Horry County is looking for the vendor to provide professional services to deliver Sketch Conversion and Georeferencing or if the County is looking for software application tools for doing the Sketch Conversion and Georeferencing itself, or both? Preference is for the conversion, secondary option would be the tools. Question #2: Please clarify if a subcontractor can partner with different CAMA vendors on multiple bids for one of the solution components, i.e. Sketch Conversion and Georeferencing and also, in addition, can that subcontractor company submit its own bid directly for that component to Horry County? Yes, a subcontractor could partner with multiple vendors. Since we prefer a package solution, we would prefer not to accept only parts of the RFP. Question #3: Please confirm; if a company decides to propose only one component of the solution, i.e. Sketch Conversion and Georeferencing, to be compliant, would they still have to provide all the complete detailed responses as presented in the guidelines of the RFP? Reference response to Question #2. Question #4: If Horry County seeks a Turnkey system, must hardware pricing be included for all components? Hardware would not need to be included as part of the proposal, but a detailed hardware and OS requirements document would be good to include. 05.23.2018 Addendum 2 RFP# 2017-18-613 Page 1 of 10
Question #5: In the Proposal Response Format on page 23 of the RFP section 8 is the Functional System Requirements. This Excel Workbook is to be electronically submitted based on the Proposal Submission instructions on Page of the RFP. Should the Excel Workbook also be printed and included in printed submission as Section 8 or is the electronic submission of the Workbook all that is required? Reference RFP document section Proposal Submission instructions on Page 2: Question #6: The Vendor Forms separate document contains all vendor forms including items 7.6 through 7.13. Those items are particularly noted as forms that the instructions say to include in appropriate response areas of the RFP. May these forms be filled in and submitted in the relevant sections of the RFP response only or should they be duplicated and also submitted, filled in, in the Vendor Forms document? These forms may be filled-in and submitted in the relevant sections of the RFP response as stated within the RFP solicitation document, section 3 Proposal Response Format. Question #7: From the Specifications spreadsheet, Discover Identify tab, item 66 Ability to provide user defined residential property characteristics supporting different approaches to valuation (See Appendix: Characteristics Samples of the Residential Properties), can the County please provide the Appendix: Characteristics Sample of the Residential Properties? The functionality discussed in this item will allow the end user to manage characteristics descriptions that directly impact values to residential properties. As an example, in our market, outdoor kitchens are becoming more common. This functionality would allow us to create and define a characteristic to value outdoor kitchens by a pricing method of our choosing, examples of which could be a rate per square foot or unit valuation. There is no appendix attached to RFP. Please disregard this statement. Question #8: From the Specifications spreadsheet, Discover Identify tab, item 177, Ability change parcel characteristics on property record that will effect market value but will allow cap value to remain stable, can the County please clarify this question or provide an example of when the County would need to do this? Need the ability to recalculate market value for land or building components without adjusting the 15% statuary cap value. These types of changes are made when working an appeal or revaluing for reassessment Question #9: We ship via UPS which doesn t deliver to P.O. Boxes, is there an alternate address we can use other than Plante & Moran, PLLC, Attn: Ms. Kim Szlachetka, 27400 Northwestern Hwy, P.O. Box 307 Southfield, MI 48037-0307? You may use Plante & Moran, PLLC, Attn: Ms. Kim Szlachetka, 27400 Northwestern Hwy, Southfield, MI 48037. 05.23.2018 Addendum 2 RFP# 2017-18-613 Page 2 of 10
Referencing section 4.2 Technical of the RFP document Question # 10: 65. The system shall support the ability to add new fields to the database without requiring reorganization of the database. Specifically, all primary tables shall have a minimum of five (5) columns that can be user defined by an administrative user. The columns may reside in the primary table which they serve or may be linked to another table by a primary key. All columns shall have the following properties: 1) The user shall be able to define the datatype of the column. 2) The user shall be able to define a field in the user interface on a least one display screen. 3) The user shall be able to define which users may update that field based on user security. 4) The user shall be able to define that label associated with the field on any screen where the user-defined column can be displayed or updated. 5) The user shall be able to define one or more valid values for the field that can be selected from a drop-down list. Please provide an explanation or an example of what the user is attempting to construct in this scenario. This requirement exists to provide for a minimum of 5 optional user-defined columns (fields) for every primary table. Administrative users may, at their discretion, choose to enable all or none of this fields. The optional fields shall be used as necessary to maintain data associated with a primary table that is not provided by the vendor or that becomes necessary at some future date. Ideally, the administrative user should be able to specify a datatype for the field (e.g. integer number, decimal number or an alphanumeric field of at least 256 bytes). The system shall allow one or more of these fields (up to 5) to be enabled on at least one screen that is associated with the primary table for input, update and display. The user should be able to define the label that shall be used to identify the field on the screen and associate a list of valid values for each of the optional fields that can be selected for input or update via a drop down list or menu. The underlying technical implementation is vendorspecific and may consist of predefined columns in each primary table, one or more tables that can be linked to the primary table or any other implementation that will provide this functionality provided the implementation is fully integrated with the application and does not require database changes or reorganization. Access to the optional fields shall be controlled through the user security provided by the vendor, meaning some users will be restricted to 1) display only, 2) input and display or 3) full access including update. Referencing section 4.4 Admin Adjust of the RFP document Question #11: 3. Ability to associate multiple owners/entities to a single parcel. When you mention multiple owners/entities to a single parcel, would this scenario result in separate assessments and separate tax bills for each owner/entity? No, this scenario would not result in separate assessments or tax bills for each owner. Each owner of a particular parcel would be added and searchable in the system. Example: if parcel had 5 owners, may all five owners be added and identified as an owner of parcel and be searchable in the system. This is also for determining % of ownership such as in tenants in common so we are also looking for the ability to enter % of ownership interest. Question #12: 43. Ability to retain data related to a request for change (e.g. who submitted the request, reason, status). Please provide an explanation or an example of this scenario. Example: If a property owner requests a mailing address change is there a place or the ability to retain a copy of that request and who requested whether through scanning or creation of forms in the system. 05.23.2018 Addendum 2 RFP# 2017-18-613 Page 3 of 10
Question #13: 74. Ability to define the indexing identifier for a recorded document so the pertinent conveyance and land record information can be associated with a parcel record. This identifier needs to configurable alphanumeric data of a variable length. Please explain this process further. Does the system allow for entering the deed book and deed page that is identified by the Register of Deeds office for a recorded document. And may it contain both alpha and numerical data. Question #14: 75. Ability to capture the recording type code for a recorded instrument (e.g. alphanumeric field requirement, deed, sheriff's sale, mortgage discharge, lien, etc.) and associate it with both the recorded document and indexing identifier. Please explain this process further. Does the system allow for entering the deed type of a recorded document. Such as Warranty, Bargin and Sale, Quit Claim, etc. and if so are they able to be omitted or changed. Question #15: 79. The solution shall have the capability to autofill all city and state input fields utilizing 5-digit USPS zip codes. The solution shall automatically update domestic 5-digit zip codes to 9-digit codes. The solution shall provide for update of existing zip codes and inclusion of new zip codes. What process is currently used in Horry County to verify 9-digit zip code? How often does the county update to 9-digit zip codes? Current system has a zip code verification table that when we enter a zip code it auto populates and allows for choice via a drop down menu of all cities available for that zip code. It allows for both 5 and 9 digit zip codes. We are also able to add to that table when we verify a city or zip through the USPS. If the address has a 9 digit zip we utilize that. We do not update to the 9 digit unless the document we are using for address has the 9 digit zip. Question #16: 82. Ability for users to manage a master street name index, allowing street name codes to be associated with each name in the index. What is the definition of street name code? Please provide explanation or example. This specification requirement was listed in error. Please disregard. Question #17: 133. Ability to notify evaluators when a change to a property record is made through a reporting lookup. Please explain this process for 'reporting lookup'. Ability to report on any characteristic change made to a property s land or buildings by way of a report or a software program that will highlight changes so they can be easily reviewed. 05.23.2018 Addendum 2 RFP# 2017-18-613 Page 4 of 10
Question #18: 146. Shall have the ability for user to create mobile forms for online and in office use in a format that may easily be printed, placed on web, or IPAD. Please provide example or further explanation. Forms such as updating a mailing address, applying for a special assessment (legal residence, agricultural use, multi-lot discount, requesting a value appeal, or registering a mobile home, campground transfer. Also see attachment. Question #19: 150. The system shall allow users to unlink legal parties maintain data and business logic integrity. Please provide example or further explanation. Our new system should allow us to make changes such as owner address change to a single parcel even if the owner is linked to several parcels. An example of this in our current system: Developer subdivides 20 parcels out of a large acre tract and is listed as the sole owner for all 20 parcels. These 20 parcels are linked to the same owner. The developer wants to update a mailing address for just one of these parcels. In our current system we are forced to create a false transfer to unlink that parcel from the owner. This creates inaccurate data in our records system. We are wanting to avoid this in our new system. Question #20: 153. The system solution shall have the capability to load performance standards and to report on those standards. Please provide example or further explanation. The ability to audit tasks completed by staff members with the possibility of indicating our office performance standard so the audit can function as a work load calendar dash board. Question #21: 169. Ability to pick dates to initiate workflows during the year (4) that bulk property transfers between Neighborhoods. Please briefly describe the workflow process needed for this requirement and specifically the process for bulk property transfers within neighborhoods. This functionality would allow us to group transfers by neighborhood based on specific date ranges determined by the end user. The workflow could be similar to: 1. Receive transfer detail through virtual integration. 2. Determine date range to initiate virtual workflow by neighborhood. 3. Validate transfer using acceptable criteria furnished by SCDOR 4. Appraiser reviews data characteristics and values. Makes necessary changes. 5. Changes are automatically sent to our Quality Control division for certification. The workflow should be initiated and tracked within the solution. Question #22: 170. Ability to set up workflows to manage Neighborhood transfers using the accepted transfer criteria as the standard for acceptance in the workflow. Please briefly describe the workflow process needed to manage Neighborhood. 05.23.2018 Addendum 2 RFP# 2017-18-613 Page 5 of 10
This functionality would provide a workflow within the solution for the appraisal team to work the assessable transfers of interest. The workflow could be similar to: 1. Receive transfer detail through virtual integration. 2. Validate transfer using acceptable criteria furnished by SCDOR 3. Appraiser reviews data characteristics and values. Makes necessary changes. 4. Changes are automatically sent to our Quality Control division for certification. The workflow should be initiated and tracked within the solution. Question #23: 171. Ability to change/redefine property acceptance criteria with the appropriate workflow. Please explain your meaning of property acceptance criteria. (Similar request for #170) This appears to be a typo. It should be property transfer criteria, as mentioned in #170. This functionality would allow the end user to make a change to transfer data, which would automatically adjust the workflow for that item, if necessary. Question #24: 172. Ability to launch a workflow to initiate a site visit for all changes in zoning. Please briefly describe the workflow process needed for this requirement of site visits. The solution should be equipped to trigger a work flow for the appraiser to work the assessable transfer of interest based on a zoning change. The workflow could be something like: 1. Receive zoning changes through virtual integration. 2. Zoning change automatically creates a task in appraiser s work queue for review. 3. Appraiser reviews zoning change and updates our records. 4. Change is automatically sent to our Quality Control division for certification. All of this should be generated and tracked within the solution. Question #25: 173. Ability to maintain geographic market area (GMA) codes for all properties in the CAMA solution. Is your concept of the term GMA the same as a Neighborhood? Very similar. The geographic market areas are based on their actual geographic location in the county. An example could be a township or a large community. Question #26: 174. Ability to assign evaluators to one or more GMA codes. By evaluators, do you mean Factors (positive or negative adjustments)? In this question, an evaluator is an appraiser Referencing section 4.5 Discover Identify of the RFP document Question #27: 16. Ability to automatically calculate property value changes and store new value based on updated property description. 05.23.2018 Addendum 2 RFP# 2017-18-613 Page 6 of 10
Please provide further explanation of this function. The product must be equipped to generate a value based on changes to the parcel details without manual intervention. All changes in parcel details, including characteristic/descriptive changes, as well as revised values must be stored within the solution. Question #28: 33. Ability to allow for adjustment codes to be configured and associated with an individual neighborhood or market area. Please provide example or further explanation. This feature will provide the capability of assigning neighborhood modifiers or market modifiers that will apply to pricing of all parcels within the boundaries of the neighborhood or market. Question #29: 34. Ability to accommodate a sunset date with each adjustment. Please define what a sunset date is. The date the adjustment expires. Perhaps a way to wipe out all intermediate modifiers at the reassessment date without having to manually do so. Question #30: 66. Ability to provide user defined residential property characteristics supporting different approaches to valuation. (See Appendix: Characteristics - Samples for Residential Properties). Where can the appendix be found that is referenced in this statement? There is no appendix attached to RFP. Please disregard this statement. Question #31: 89. Ability to identify mobile home location on both land parcel and mobile home parcel with ability to easily change this identifier via the transfer process. Please provide further explanation. Is the County attempting to link the relationship between mobile home and land in the system OR is the County looking to have separate, unique identifiers? Both. Mobile homes should have unique identifiers however be able to easily identify the parcel that they are located on. For instance the ability to use an identifier for a parcel, say 123-45-1234 and the unique identifier for the mobile home to be 123-45-1234.1 Or some similar schema. Question #32: 97. Allow cost tables to be calibrated by evaluators and support interpolation between areas in cost tables. Provide these tables on-line for viewing and use. Maintain tables for current and past years for on-line reference. Please explain what is meant by evaluators for your county. In this question, an evaluator is an appraiser Question #33: 114. Ability for administrative end-users to configure all value tables, including the ability to: 1) add or 05.23.2018 Addendum 2 RFP# 2017-18-613 Page 7 of 10
remove characteristic details for value, 2) add or remove land types/descriptions associated with value, 3) add or remove pricing methods and building types. The solution shall provide the capability to: 1) add or remove and 2) rename or redescribe standard features. What is the source for the county cost tables? Is it Marshall and Swift? County generated? The County s current cost tables are supplied by the company that supports our CAMA software. The tables are similar to Marshall and Swift, but are not a direct copy. The company provides a basic model, to which we make adjustments. Our adjustments are based on our market research, which allows us to create a base model that is indicative to our local market. Question #34: 17. Ability to accept payment information and account for monies received for property listings, sales listings, etc. For the example that is provided, is the payment applied to a specific parcel OR is this a general payment and maintained in a separate spreadsheet, system, or ledger? This would be a general payment currently maintained in a separate spreadsheet/ledger. Question #35: 18. Ability to maintain transactions for collections and create reports. For the example that is provided, is the payment applied to a specific parcel OR is this a general payment and maintained in a separate spreadsheet, system, or ledger? Payment per parcel for collection of mobile home licensing fees. Ability to report of monies collected etc. Referencing section 4.7 Appeals of the RFP document Question #36: 19. Ability for the online attaching of documents for the appeals process. This feature must be able to be turned on or off by the administrators of the CAMA solution with no programmatical support. Please provide further explanation of this scenario. This requirement would allow the owner or agent filing the appeal to upload documents through an online website or portal that would directly integrate with the CAMA solution without manual intervention. The CAMA administrator must have access to turn the owner s access to this web service on or off. Question #37: 20. Ability to provide online viewing of all status, correspondence, and final orders within a portal environment by the property owner or agent. This feature must be able to be turned on or off by the administrators of the CAMA solution. Please provide further explanation of this scenario. This requirement would allow the property owner or agent to access the individual appeal progress through an online portal. Information the owner/agent would have access to view would include the current status of the appeal, along with any documents or correspondence associated with the appeal, including final orders. The CAMA administrator must have access to turn the owner s access to this web service on or off. Question #38: Given the Memorial Day Holiday, would the County consider extending the deadline for RFP # 2017-18-613? 05.23.2018 Addendum 2 RFP# 2017-18-613 Page 8 of 10
No. Question #39: Minimum Criteria: Will the County accept an on-site solution that is Oracle based? If not, will the County accept a SaaS solution? No neither solution is acceptable. Question #40: Functional Requirements, 4.6 Annual Process, Item 24: Can the County provide details (i.e., the specifications or references) regarding the South Carolina mandated format for the notice of assessment and notice of adjustment forms? We did not find these available on the SCDOR website. South Carolina Code of Laws SECTION 12-60-2510. Property tax assessment notice; contents; written notice of objection. (A)(1) In the case of property tax assessments made by the county assessor, whenever the assessor increases the fair market value or special use value in making a property tax assessment by one thousand dollars or more, or whenever the first property tax assessment is made on the property by a county assessor, the assessor, by July first in the year in which the property tax assessment is made, or as soon after as is practical, shall send the taxpayer a property tax assessment notice. In years when real property is appraised and assessed under a countywide equalization program, substantially all property tax assessment notices must be mailed by October first of the implementation year. In these reassessment years, if substantially all of the tax assessment notices are not mailed by October first, the prior year's property tax assessment must be the basis for all property tax assessments for the current tax year. A property tax assessment notice under this subsection must be in writing and must include:(a) the fair market value; (b) value as limited by Article 25, Chapter 37, Title 12; (c) the special use value, if applicable; (d) the assessment ratio; (e) the property tax assessment; (f) the number of acres or lots; (g) the location of the property; (h) the tax map number; and (i) the appeal procedure. (2) The notice must be served upon the taxpayer personally or by mailing it to the taxpayer at his last known place of residence which may be determined from the most recent listing in the applicable telephone directory, the Department of Motor Vehicles' motor vehicle registration list, county treasurer's records, or official notice from the property taxpayer. (3) In years when there is a notice of property tax assessment, the property taxpayer, within ninety days after the assessor mails the property tax assessment notice, must give the assessor written notice of objection to one or more of the following: the fair market value, the special use value, the assessment ratio, and the property tax assessment. (4) In years when there is no notice of property tax assessment, the property taxpayer may appeal the fair market value, the special use value, the assessment ratio, and the property tax assessment of a parcel of property at any time. The appeal must be submitted in writing to the assessor. An appeal submitted before the first penalty date applies for the property tax year for which that penalty would apply. An appeal submitted on or after the first penalty date applies for the succeeding property tax year. (B) The department shall prescribe a standard property tax assessment notice designed to contain the information required in subsection (A) in a manner that may be easily understood. 05.23.2018 Addendum 2 RFP# 2017-18-613 Page 9 of 10
Functional Requirements, 4.7 Appeals, Item 29: Question #41: Can the County provide specific requirements for the docketing statement and/or provide a sample document? The docketing statement is a schedule for appeal hearings. It should include the date, time, PIN number, owner name, appraiser name, hearing type, and location. Minimal selection criteria for generating the report should include date, PIN number, appraiser name, and location. Schedules should include hearing specifics for conferences (both phone and office), Board of Assessment Appeals Hearings, and Administrative Law Court scheduled hearings. Question #42: Please confirm if there may be a few mistyped words in the Abate Exempt tab or can the County please provide a definition of what you mean by Exception as it relates to Abatements and Exemptions. Please confirm. This is a typo and should be exemption. This Addendum does not change the date or any other terms and conditions of the proposal solicitation. 05.23.2018 Addendum 2 RFP# 2017-18-613 Page 10 of 10