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State of Nebraska (State Purchasing Bureau)(1)

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State of Nebraska (State Purchasing Bureau)(1)

    RETURN TO: State of Nebraska (State Purchasing Bureau) State Purchasing Bureau

    301 Centennial Mall South, 1st Fl REQUEST FOR PROPOSAL FOR Lincoln, Nebraska 68508

    OR CONTRACTUAL SERVICES FORM P.O. Box 94847

    Lincoln, Nebraska 68509-4847

    Phone: 402-471-2401

    Fax: 402-471-2089

    SOLICITATION NUMBER RELEASE DATE

    RFP 3105Z1 November 9, 2009

    OPENING DATE AND TIME PROCUREMENT CONTACT

    January 15, 2010 2:00 p.m. Central Time Todd Dlouhy

    This form is part of the specification package and must be signed and returned, along with proposal documents,

    by the opening date and time specified.

    PLEASE READ CAREFULLY!

    The State of Nebraska, Administrative Services (AS), Materiel Division, Purchasing Bureau, is issuing this Request for Proposal, RFP Number 3105Z1 for the purpose of selecting a qualified contractor to provide a PTAS/CAMA System.

Written questions are due no later than December 2, 2009, and should be submitted via e-mail to

    matpurch.dasmat@nebraska.gov. Written questions may also be sent by facsimile to (402) 471-2089.

    Bidder should submit one (1) original and five (5) copies of the entire proposal. In the event of any inconsistencies among the proposals, the language contained in the original proposal shall govern. Proposals must be submitted by the proposal due date and time.

PROPOSALS MUST MEET THE REQUIREMENTS OUTLINED IN THIS REQUEST FOR PROPOSAL TO BE

    CONSIDERED VALID. PROPOSALS WILL BE REJECTED IF NOT IN COMPLIANCE WITH THESE REQUIREMENTS.

    1. Sealed proposals must be received in State Purchasing by the date and time of proposal opening indicated above.

    No late proposals will be accepted. No electronic, e-mail, fax, voice, or telephone proposals will be accepted. 2. This form “REQUEST FOR PROPOSAL FOR CONTRACTUAL SERVICES” MUST be manually signed, in ink, and

    returned by the proposal opening date and time along with bidders proposal and any other requirements as specified

    in the Request for Proposal in order to be considered for an award.

    3. It is the responsibility of the bidder to check the website for all information relevant to this solicitation to include

    addenda and/or amendments issued prior to the opening date. Website address is as follows:

    http://www.das.state.ne.us/materiel/purchasing/

    4. It is understood by the parties that in the State of Nebraska’s opinion, any limitation on the contractor’s liability is

    unconstitutional under the Nebraska State Constitution, Article XIII, Section 3, and that any limitation of liability shall

    not be binding on the State of Nebraska despite inclusion of such language in documents supplied with the

    contractor’s bid or in the final contract.

    By signing this Request For Proposal For Contractual Services form, the bidder guarantees compliance with the provisions stated in this Request for Proposal, agrees to the terms and conditions (see Section III) and certifies bidder maintains a drug free work place environment.

FIRM:

    COMPLETE ADDRESS:

    TELEPHONE NUMBER: FAX NUMBER:

    SIGNATURE: DATE:

    TYPED NAME & TITLE OF SIGNER:

    TABLE OF CONTENTS

    REQUEST FOR PROPOSAL FOR CONTRACTUAL SERVICES FORM .......................................................... i

    TABLE OF CONTENTS .................................................................................................................................... ii

    GLOSSARY OF TERMS ................................................................................................................................... v

    I. SCOPE OF THE REQUEST FOR PROPOSAL ..................................................................................... 1 A. SCHEDULE OF EVENTS ........................................................................................................... 1

    II. PROCUREMENT PROCEDURES ......................................................................................................... 2 A. PROCURING OFFICE AND CONTACT PERSON ..................................................................... 2 B. GENERAL INFORMATION ........................................................................................................ 2 C. COMMUNICATION WITH STATE STAFF .................................................................................. 2 D. WRITTEN QUESTIONS AND ANSWERS .................................................................................. 3 E. ORAL INTERVIEWS/PRESENTATIONS AND/OR DEMONSTRATIONS ................................... 3 F. SUBMISSION OF PROPOSALS ................................................................................................ 4 G. PROPOSAL OPENING .............................................................................................................. 4 H. LATE PROPOSALS ................................................................................................................... 4 I. REJECTION OF PROPOSALS .................................................................................................. 5 J. EVALUATION OF PROPOSALS ................................................................................................ 5 K. EVALUATION COMMITTEE ...................................................................................................... 5 L. MANDATORY REQUIREMENTS ............................................................................................... 6 M. REFERENCE CHECKS.............................................................................................................. 6 N. SECRETARY OF STATE/TAX COMMISSIONER REGISTRATION REQUIREMENTS.............. 6 O. VIOLATION OF TERMS AND CONDITIONS ............................................................................. 6

    III. TERMS AND CONDITIONS .................................................................................................................. 7 A. GENERAL .................................................................................................................................. 7 B. AWARD ...................................................................................................................................... 7 C. COMPLIANCE WITH CIVIL RIGHTS LAWS AND EQUAL OPPORTUNITY EMPLOYMENT /

    NONDISCRIMINATION .............................................................................................................. 8 D. PERMITS, REGULATIONS, LAWS ............................................................................................ 8 E. OWNERSHIP OF INFORMATION AND DATA ........................................................................... 8 F. INSURANCE REQUIREMENTS ................................................................................................. 8 G. COOPERATION WITH OTHER CONTRACTORS ................................................................... 10 H. INDEPENDENT CONTRACTOR .............................................................................................. 10 I. CONTRACTOR RESPONSIBILITY .......................................................................................... 10 J. CONTRACTOR PERSONNEL ................................................................................................. 11 K. STATE OF NEBRASKA PERSONNEL RECRUITMENT PROHIBITION .................................. 11 L. CONFLICT OF INTEREST ....................................................................................................... 11 M. PROPOSAL PREPARATION COSTS ...................................................................................... 12 N. ERRORS AND OMISSIONS .................................................................................................... 12 O. BEGINNING OF WORK ........................................................................................................... 12 P. ASSIGNMENT BY THE STATE................................................................................................ 12 Q. ASSIGNMENT BY THE CONTRACTOR .................................................................................. 12 R. DEVIATIONS FROM THE REQUEST FOR PROPOSAL ......................................................... 12 S. GOVERNING LAW ................................................................................................................... 12

    Revised: 09/25/09 ii

    T. ATTORNEY'S FEES................................................................................................................. 12 U. ADVERTISING ......................................................................................................................... 13 V. STATE PROPERTY ................................................................................................................. 13 W. SITE RULES AND REGULATIONS .......................................................................................... 13 X. NOTIFICATION ........................................................................................................................ 13 Y. EARLY TERMINATION ............................................................................................................ 14 Z. FUNDING OUT CLAUSE OR LOSS OF APPROPRIATIONS................................................... 14 AA. BREACH BY CONTRACTOR ................................................................................................... 15 BB. ASSURANCES BEFORE BREACH ......................................................................................... 15 CC. PENALTY ................................................................................................................................. 15 DD. PERFORMANCE BOND .......................................................................................................... 15 EE. FORCE MAJEURE ................................................................................................................... 15 FF. PROHIBITION AGAINST ADVANCE PAYMENT...................................................................... 16 GG. PAYMENT ................................................................................................................................ 16 HH. INVOICES ................................................................................................................................ 16 II. AUDIT REQUIREMENTS ......................................................................................................... 16 JJ. TAXES ..................................................................................................................................... 16 KK. INSPECTION AND APPROVAL ............................................................................................... 16 LL. CHANGES IN SCOPE/CHANGE ORDERS.............................................................................. 17 MM. SEVERABILITY ........................................................................................................................ 17 NN. CONFIDENTIALITY .................................................................................................................. 17 OO. PROPRIETARY INFORMATION .............................................................................................. 17 PP. CERTIFICATION OF INDEPENDENT PRICE DETERMINATION/COLLUSIVE BIDDING ....... 18 QQ. PRICES .................................................................................................................................... 18 RR. BEST AND FINAL OFFER ....................................................................................................... 19 SS. ETHICS IN PUBLIC CONTRACTING ....................................................................................... 19 TT. INDEMNIFICATION .................................................................................................................. 19 UU. NEBRASKA TECHNOLOGY ACCESS STANDARDS .............................................................. 20 VV. ANTITRUST ............................................................................................................................. 20 WW. DISASTER RECOVERY/BACK UP PLAN ................................................................................ 20 XX. TIME IS OF THE ESSENCE .................................................................................................... 20 YY. RECYCLING ............................................................................................................................ 20 ZZ. DRUG POLICY ......................................................................................................................... 20 AAA. NEW EMPLOYEE WORK ELIGIBILITY STATUS ..................................................................... 21

    IV. PROJECT DESCRIPTION AND SCOPE OF WORK ........................................................................... 22 A. BUSINESS SCOPE OF WORK ................................................................................................ 22 B. GENERAL INFORMATION ...................................................................................................... 22 C. DEPARTMENT OF REVENUE, PROPERTY ASSESSMENT DIVISION .................................. 23 D. DESCRIPTION OF THE CURRENT TECHNICAL ENVIRONMENT ......................................... 25 E. DESCRIPTION OF THE CURRENT APPLICATIONS .............................................................. 26 F. PROJECT MANAGEMENT AND PERSONNEL ....................................................................... 27 G. DETAILED FUNCTIONAL REQUIREMENTS ........................................................................... 44

    V. PROPOSAL INSTRUCTIONS ........................................................................................................... 139 A. TECHNICAL PROPOSAL....................................................................................................... 139 B. COST PROPOSAL REQUIREMENTS ................................................................................... 142 C. PAYMENT SCHEDULE .......................................................................................................... 143

    Revised: 09/25/09 iii

Form A Bidder Contact Sheet .................................................................................................................... 144

Revised: 09/25/09 iv

    GLOSSARY OF TERMS

Form 521 Real Estate Transfer Statement Electronic Transfer: The ability for the new

    PTAS/CAMA system to electronically export form 521 Real Estate Transfer Statement, supplemental data and property record card information for both sold and unsold parcels from a predefined schema.

    Acceptance Test Procedure: Benchmarks and other performance criteria, developed by the State of Nebraska or other sources of testing standards, for measuring the effectiveness of products or services and the means used for testing such performance.

Addendum: Something added or deleted.

    Agency: Any state agency, board, or commission other than the University of Nebraska, the Nebraska State colleges, the courts, the Legislature, or any officer or agency established by the Constitution of Nebraska.

    Agent: A person authorized by a superior or organization to act on their behalf.

    Amend: To alter or change by adding, subtracting, or substituting. A contract can be amended only by the parties participating in the contract. A written contract can only be amended in writing.

Amendment: Written correction or alteration.

    Appropriation: Legislative authorization to expend public funds for a specific purpose. Money set apart for a specific use.

    Award: All purchases, leases, or contracts which are based on competitive proposals will be awarded according to the provisions in the Request for Proposal. The State reserves the right to reject any or all proposals, wholly or in part, or to award to multiple bidders in whole or in part. The State reserves the right to waive any deviations or errors that are not material, do not invalidate the legitimacy of the proposal, and do not improve the bidder’s competitive position. All awards will be

    made in a manner deemed in the best interest of the State.

Best and Final Offer (BAFO): A second-stage bid in a public procurement for services.

    Bid: The executed document submitted by a bidder in response to a Request for Proposal.

    Bid Bond: A bond given by a surety on behalf of the bidder to ensure that the bidder will enter into the contract as bid and is retained by the State from the date of the bid opening to the date of contract signing.

    Bidder: Any person or entity submitting a competitive bid response to a solicitation.

    Business: Any corporation, partnership, individual, sole proprietorship, joint-stock company, joint venture, or any other private legal entity.

Business Day: Any weekday, excepting public holidays.

    Calendar Day: Every day shown on the calendar; Saturdays, Sundays and State/Federal holidays included. Not to be confused with “Work Day”.

    Revised: 09/25/09 v

    Collusion: A secret agreement or cooperation between two or more persons or entities to accomplish a fraudulent, deceitful or unlawful purpose.

    Competition: The process by which two or more vendors vie to secure the business of a purchaser by offering the most favorable terms as to price, quality, delivery and/or service.

Confidential Information: Unless otherwise defined below, “Confidential Information” shall also

    mean proprietary trade secrets, academic and scientific research work which is in progress and unpublished, and other information which if released would give advantage to business competitors and serve no public purpose (see Neb. Rev. Stat. ?84-712.05(3)). In accordance with Nebraska Attorney General Opinions 92068 and 97033, proof that information is proprietary requires identification of specific, named competitor(s) who would be advantaged by release of the information and the specific advantage the competitor(s) would provide.

    Contract: An agreement between two or more persons to perform a specific act or acts.

    Contract Administration: The Management of various facets of contracts to assure that the contractors total performance is in accordance with the contractual commitments and obligations to the purchaser are fulfilled.

    Contract Management: Includes reviewing and approving of changes, executing renewals, handling disciplinary actions, adding additional users, and any other form of action that could change the contract.

Contractor: Any person or entity that supplies goods and/or services.

    Conversion Period: A period of time not to exceed six (6) months, during which the State converts to a new Operating System under “Conversion” as per this RFP.

    Copyright: A grant to a writer/artist that recognizes sole authorship/creation of a work and protects the creator’s interest(s) therein.

    CPU: Any computer or computer system that is used by the State to store, process, or retrieve data or perform other functions using Operating Systems and applications software.

    Critical Program Error: Any Program Error, whether or not known to the State, which prohibits or significantly impairs use of the Licensed Software as set forth in the documentation and intended in the contract.

Default: The omission or failure to perform a contractual duty.

    Deviation: Any proposed change(s) or alteration(s) to either the contractual language or deliverables within the scope of this Request for Proposal.

    Documentation: The user manuals and any other materials in any form or medium customarily provided by the contractor to the users of the Licensed Software which will provide the State with sufficient information to operate, diagnose, and maintain the Licensed Software properly, safely, and efficiently.

    Evaluation Committee: A committee (or committees) appointed by the requesting agency that advises and assists the procuring office in the evaluation of proposals.

    Revised: 09/25/09 vi

    Evaluation of Proposal: The process of examining a proposal after opening to determine the bidder’s responsibility, responsiveness to requirements, and to ascertain other characteristics of the proposal that relate to determination of the successful bidder.

    Extension: A provision, or exercise of a provision, of a contract that allows a continuance of the contract (at the option of the State of Nebraska) for an additional time according to contract conditions. Not to be confused with “Renewals.”

    F.O.B. Destination: Free on Board. The delivery charges have been included in the quoted price and prepaid by the vendor. Vendor is responsible for all claims associated with damages during delivery of product.

    Foreign Corporation: A foreign corporation is a corporation that was formed (i.e. incorporated) in another state but transacting business in Nebraska pursuant to a certificate of authority issued by the Nebraska Secretary of State.

Installation Date: The date when the procedures described in “Installation by Contractor, and

    Installation by State”, as found in the RFP, are completed.

    Late Proposal: A proposal received at the place specified in the solicitation after the date and time designated for all proposals to be received.

    Licensed Software: Any and all software and documentation by which the State acquires or is granted any rights under the contract.

Mandatory: Required, compulsory or obligatory.

May: Denotes discretion.

    Module: A collection of routines and data structures that perform a specific function of the Licensed Software.

Must: Denotes the imperative, required, compulsory or obligatory.

OCIO: Office of the Chief Information Officer

    Opening Date: Specified date and time for the public opening of received, labeled and sealed formal proposals. Not to be confused with “Release Date”.

    Operating System: The control program in a computer that provides the interface to the computer hardware and peripheral devices, and the usage and allocation of memory resources, processor resources, input/output resources, and security resources.

    Outsourcing: Acquiring computing or related services from a source outside of the State of Nebraska which may include programming and/or executing the State’s Licensed Software on the

    State’s CPU’s, programming, and/or executing the State’s programs and Licensed Software on the contractor’s CPU’s or any mix thereof.

    Outsourcing Company: A company that provides Outsourcing Services under contract to the State.

    PAD: The State of Nebraska Department of Revenue, Property Assessment Division, under the authority of the Property Tax Administrator.

    Revised: 09/25/09 vii

    Performance Bond: A bond given by a surety on behalf of the contractor to ensure the timely and proper (in sole estimation of the State) performance of a contract.

    Platform: A specific hardware and Operating System combination that is different from other hardware and Operating System combinations to the extent that a different version of the Licensed Software product is required to execute properly in the environment established by such hardware and Operating System combination.

    Pre-Proposal Conference: A meeting scheduled for the purpose of providing clarification regarding a Request for Proposal and related expectations.

    Product: A module, a system, or any other software-related item provided by the contractor to the State.

    Program Error: Code in Licensed Software which produces unintended results or actions, or which produces results or actions other than those described in the specifications. A program error includes, without limitation, any “Critical Program Error.”

    Program Set: The group of programs and products, including the Licensed Software specified in the RFP, plus any additional programs and products licensed by the State under the contract for use by the State.

    Project: The total of all software, documentation, and services to be provided by the contractor under this contract.

    Proposal: The executed document submitted by a bidder in response to a Request for Proposal.

    Proprietary Information: Proprietary information is defined as trade secrets, academic and scientific research work which is in progress and unpublished, and other information which if released would give advantage to business competitors and serve no public purpose (see Neb. Rev. Stat. ?84-712.05(3)). In accordance with Attorney General Opinions 92068 and 97033, proof that information is proprietary requires identification of specific, named competitor(s) who would be advantaged by release of the information and the specific advantage the competitor(s) would receive.

    Protest: A complaint about a governmental action or decision related to a Request for Proposal or the resultant contract, brought by a prospective bidder, a bidder, a contractor, or other interested party to AS Materiel Division or another designated agency with the intention of achieving a remedial result.

    PTAS/CAMA: Property Tax Administration System and Computer Assisted Mass Appraisal.

    Public Proposal Opening: The process of opening proposals, conducted at the time and place specified in the Request for Proposal, and in the presence of anyone who wishes to attend.

Recommended Hardware Configuration: The data processing hardware (including all terminals,

    auxiliary storage, communication, and other peripheral devices) to the extent utilized by the State as recommended by the contractor.

    Release Date: Date of release of the Request for Proposal to the public for submission of proposal responses. Not to be confused with “Opening Date”.

    Renewal: Continuance of a contract for an additional term after a formal signing by the parties.

    Revised: 09/25/09 viii

    Representative: Includes an agent, an officer of a corporation or association, a trustee, executor or administrator of an estate, or any other person legally empowered to act for another.

    Request for Proposal (RFP): All documents, whether attached or incorporated by reference, utilized for soliciting competitive proposals.

    Responsible bidder: A bidder who has the capability in all respects to perform fully all requirements with integrity and reliability to assure good faith performance.

    Responsive bidder: A bidder who has submitted a bid which conforms in all respects to the solicitation document.

Shall: Denotes the imperative, required, compulsory or obligatory.

Should: Indicates an expectation.

    Solicitation: The process of notifying prospective bidders or offerors that the State of Nebraska wishes to receive proposals for furnishing services. The process may consist of public advertising, posting notices, or mailing Request for Proposals and/or Request for Proposal announcement letter to prospective bidders, or all of these.

Solicitation Document: Request for Proposal.

    Specifications: The information provided by or on behalf of the contractor that fully describes the capabilities and functionality of the Licensed Software as set forth in any material provided by the contractor, including the documentation and User’s Manuals described herein.

SPSS: Statistical Packages for the Social Sciences.

    System: Any collection or aggregation of two (2) or more Modules that is designed to function, or is represented by the contractor as functioning or being capable of functioning as an entity.

    Termination: Occurs when either party pursuant to a power created by agreement or law puts an end to the contract. All obligations which are still executory on both sides are discharged but any right based on prior breach or performance survives.

    Trademark: A distinguishing sign, symbol, mark, word, or arrangement of words in the form of a label or other indication, that is adopted and used by a manufacturer or distributor to designate its particular goods and which no other person has the legal right to use.

    Trade Secret: Information, including, but not limited to, a drawing, formula, pattern, compilation, program, device, method, technique, code, or process that; (a) derives independent economic value, actual or potential, from not being known to, and not being ascertainable by proper means, other persons who can obtain economic value from its disclosure or use; and (b) is the subject of efforts that are reasonable under the circumstances to maintain its secrecy (see Neb. Rev. Stat. ?87-502(4)).

    Upgrade: Any improvement or change in the Software that improves or alters its basic function.

Vendor: An actual or potential contractor; a contractor.

Will: Denotes the imperative, required, compulsory or obligatory.

    Revised: 09/25/09 ix

I. SCOPE OF THE REQUEST FOR PROPOSAL

The State of Nebraska, Administrative Services (AS), Materiel Division, Purchasing Bureau (hereafter

    known as State Purchasing Bureau), is issuing this Request for Proposal, RFP Number 3105Z1 for

    the purpose of selecting a qualified contractor to provide a PTAS/CAMA System.

A contract resulting from this Request for Proposal will be issued for a period of ten (10) years

    effective from contract award date through June 30, 2020 with the option to renew in one (1) year

    increments as mutually agreed upon by both parties.

    ALL INFORMATION PERTINENT TO THIS REQUEST FOR PROPOSAL CAN BE FOUND ON THE INTERNET AT: http://www.das.state.ne.us/materiel/purchasing/rfp.htm

A. SCHEDULE OF EVENTS

    The State expects to adhere to the tentative procurement schedule shown below. It should be

    noted, however, that some dates are approximate and subject to change.

    ACTIVITY DATE/TIME

    1. Release Request for Proposal1 November 9, 2009

    .

    2. Last day to submit written questions December 2, 2009

    3. State 1 responds to written questions through Request for December 11, 2009

    Proposal Addendum and/or Amendment to be posted to

    the Internet at:

    http://www.das.state.ne.us/materiel/purchasing/rfp.htm

    4. Last day to submit second round written questions December 23, 2009

    5. State responds to second round written questions through December 31, 2009

    Request for Proposal Addendum and/or Amendment to be

    posted to the Internet at:

    http://www.das.state.ne.us/materiel/purchasing/rfp.htm

    6. Proposal 1 opening January 15, 2010

    Location: Nebraska State Office Building 2:00 PM

     State Purchasing Bureau Central Time

     301 Centennial Mall South, Mall Level

     Lincoln, NE 68508

    7. Review for 1 conformance of mandatory requirements January 15, 2010

    8. Evaluation 1 period January 15-29, 2010

    9. Oral Interviews/Presentations and1 /or Demonstrations (if February 8-12, 2010

    required)

    10. Post 1 Letter of Intent to Contract to Internet at: February 26, 2010

    http://www.das.state.ne.us/materiel/purchasing/rfp.htm

    11. Performance bond submission1 May 3, 2010

    12. Contract 1 award May 3, 2010

    13. Contractor 2 start date May 17, 2010

    Page 1

    Revised: 09/25/09

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