PROPOSAL REQUEST

GIS E-Commerce Program

FOR THE

SUMNER COUNTY ASSESSOR OF PROPERTY

SUMNER COUNTY GOVERNMENT SUMNER COUNTY, TENNESSEE

BID # 04-121215

NOVEMBER , 2011

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Introduction

Sumner County Government is hereby requesting a proposal for a GIS E-Commerce Program for the Sumner County Assessor of Property, located at 355 North Belvedere Drive Room 206, Gallatin, Tennessee, 37066.

General Requirements

Proposals, bids, or responses will be accepted by Sumner County no later than 2:00 p.m., December 15, 2011 (local time). Every proposal must be enclosed in an envelope clearly marked GIS E-Commerce Program proposal, and shall include three (3) copies as well as a digital copy (.pdf format is sufficient) for future distribution if necessary.

All proposals shall be submitted to the following address:

Purchasing Department ATTN: GIS E-Commerce Program Bid Sumner County Government 355 North Belvedere Drive, Rm. 302 Gallatin, TN 37066 purchasing@sumnertn.org

All timely responses shall be reviewed by the appropriate Committee, and if necessary, the full Sumner County Commission prior to acceptance/bid award. 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 above 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 the Purchasing Director via email, at least three days prior to the bid closing.

Timeframe

The timeframe for all responses must be complete and in possession of Sumner County by 2:00 pm (local time) on December 15, 2011.

Proposals will be opened at an unspecified time after the deadline of 2:00 p.m. (local time). Each submission/proposal must be complete. Any incomplete/incorrect responses will be rejected.

All respondents will comply with this RFP as a basis for the award of the bid. 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

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Each bidder, or respondent to the RFP, who may have employees, contractors, or agents working on Sumner County properties or any other county in Tennessee, shall provide a W-9, and copies of current certificates for general, as well as professional liability insurance, and workers’ compensation of a minimum of $250,000.00. The owner or principal of each respondent must also be insured by workers’ compensation if they perform any of the services on Sumner County or any other Tennessee county properties. There will be no exceptions to the insurance requirement.

Bond Requirements

Sumner County requires a bond, or letter of credit, for any construction projects that exceed $25,000.00 upon bid award. A performance bond may be required as directed by the awarding county.

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 Sumner County discourages the practice of picking up checks in person, unless there is an emergency situation.

Invoices are to be submitted to: Sumner County Assessor Sumner County Government 355 North Belvedere Drive, Rm. 206 Gallatin, TN 37066 johnisbell@sumnertn.org

Invoicing & Terms of Payment: The contractor must provide an invoice upon completion of the specified requested services, and acceptance by Sumner County Government. All invoices shall indicate payment terms and any prepayment discounts.

I. STATEMENT OF INTENT AND DESCRIPTION OF SERVICES REQUESTED

a. Statement of Intent: The Assessor of Property for Sumner 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:

Data Processing/Hosting/Visualization with the ability to utilize the Services to charge customers for Geospatial and Non Geospatial data

Company will provide private data partition for the hosting of County’s GIS Data, Tax Data, Assessment Data, Property Sale’s data, and property attributes.

Provide at least 1TB of client provided data hosting capacity on company’s servers

Company will make client’s identified data sets available for purchase through online storefront and assume all payment gateway expenses

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 GIS E-Commerce Program solution you propose to provide.

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c. Description of Services Requested: The Assessor’s intention for this RFP is to solicit proposals

from qualified, experienced firms that clearly demonstrate a cost-effective response for delivering, implementing and servicing the Assessor’s requirements for a GIS E-Commerce Program for Sumner County.

d. Information Infrastructure: Sumner County provides a Windows 2000 network utilizing MS-SQL,

Windows Servers with fire-walled access to the Internet.

e. 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 Sumner County.

II. GENERAL INSTRUCTIONS AND REQUIREMENTS

a. Point of Contact: This RFP is issued by the Sumner County, Tennessee, Assessor of

Property. The sole point of contact for this RFP shall be: Sumner County Assessor Sumner County Government 355 North Belvedere Drive, Room 302 Gallatin, TN 37066 johnisbell@sumnertn.org

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 (email will be acceptable) and delivered to the RFP Coordinator. A response will be issued in the form of an addendum to the RFP if clarification is in order.

III. SUBMISSION OF PROPOSALS

The proposer must deliver an original and three (3) copies as well as one digital copy of its proposal by December 15, 2011 to the Sumner County Finance Department at the address specified below

Purchasing Department Sumner County Government 355 North Belvedere Drive, Rm. 302 Gallatin, TN 37066 purchasing@sumnertn.org

The proposer shall clearly mark its response envelopes as PROPOSAL- GIS E-Commerce Program. 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.

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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. 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.

IV. OPENING OF PROPOSALS FOR EVALUATION Proposals are scheduled to be opened for evaluation on December 15, 2011. Therefore, no proposal submissions will be accepted once the opening time has arrived.

V. 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 Sumner County Finance Department.

VI. 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 interests 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.

VII. RIGHT TO FURTHER NEGOTIATE The County or any other 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 (6) 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.

VIII. ASSIGNMENT AND SUBCONTRACTING

Subcontracting will not be allowed for any services in this RFP without prior written authorization by the County or another county accepting this proposal.

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IX. INCURRING COSTS

All costs incurred by the proposer in preparing its proposal shall be borne by the proposer.

X. DISCLOSURE OF PROPOSAL CONTENT All proposals and other materials submitted in response to this RFP become the property of Sumner 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.

XI. PROPOSAL FORMAT AND CONTENT

All Proposals shall be submitted in accordance with the instructions provided in the Official Response Document that accompanies this RFP document.

XII. CONFIDENTIALITY OF PROJECT INFORMATION The Assessor requires 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 proposed.

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 GIS E-Commerce Program must provide unlimited access to the secure and public interface.

The Proposer’s GIS E-Commerce Program must publish the data in open source OGC compliant service.

The Proposer’s GIS E-Commerce Program must provide unlimited use of the company’s online cloud interface.

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 Sumner County; --Title VI of the Federal Civil Rights Act of 1964;

--the Equal Employment Opportunity Act and the regulations 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;

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--the condition that no amount shall be paid directly or indirectly to an employee or official of Sumner 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;

--the drug free workplace statement

(NOTE: Section V of the Official Response Document shall be completed and returned as evidence that the preceding compliance requirements will be accepted and followed.)

XIV. CONTRACT FOR SERVICES

The successful proposer will be required to enter into a contract with the Sumner County Assessor of Property or other county to satisfy the requirements of this RFP.

XV. STANDARD CONTRACT INFORMATION

a. Sample Contract

A sample contract should be provided with the proposal.

b. Contract Approval

The RFP and the contractor selection processes do not obligate the County and do not create rights, interests, or claims of entitlement in the apparent best-evaluated Proposer or any vendor. A legally binding contract shall be established 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.

c. 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 not 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 Sumner County.

d. 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.

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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)

_______________________________________________________________

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ATTACHMENT 2

DRUG-FREE WORKPLACE Sumner County Government is committed to maintaining a safe and productive work environment for its employees and to providing high quality service to its citizens. The goal of this policy is for Sumner County employees and contractors to remain, or become and remain, drug-free. Abuse and dependency on alcohol and/or drugs can seriously affect the health of employees, contractors and citizens, jeopardize personal safety, impact the safety of others and impair job performance. Drug-Free Workplace Act of 1988 – Sumner County Government is governed by the Drug-Free Workplace Act of 1988 (Pub. L. 100-690, Title V, Subtitle D). Omnibus Transportation Employee Testing Act of 1991 – Sumner County Government is governed by the Omnibus Transportation Employee Testing Act of 1991 (Pub. L. 102-143, Title V). Right to an Alcohol and Drug-Free Workplace - Employees have the right to work in an alcohol and drug-free environment and to work with persons free from the effects of alcohol and/or drugs. Required Alcohol and Drug Tests - Alcohol and drug testing for safety sensitive employees shall be in accordance with the provisions contained in the Sumner County Alcohol and Drug Policy adopted by departments which have safety sensitive positions. Contracts – Any contractors providing goods or services to Sumner County must comply with all State and Federal drug free workplace laws, rules and regulations and so certify this compliance by completion of the DRUG-FREE WORKPLACE AFFIDAVIT (attached page 2).

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DRUG-FREE WORKPLACE AFFIDAVIT (page 2) STATE OF __________________ COUNTY OF __________________ The undersigned, principal officer of ______________________________, an employer of five (5) or more employees contracting with Sumner County, TN to provide goods or services, hereby states under oath as follows: 1. The undersigned is a principal officer of _______________________________________ (hereinafter referred to as the “Company”) and is duly authorized to execute this Affidavit on behalf of the Company. 2. The Company submits this Affidavit because it shall be receiving pay pursuant to a contract with the state or any local government to provide goods or services. 3. The Company is in compliance with all State and Federal Laws, Rules and Regulations requiring a drug-free workplace program. Further affiant saith not. Principal Officer:_________________________________________ STATE OF ___________________ COUNTY OF ___________________ Before me personally appeared ___________________________, with whom I am personally acquainted (or proved to me on the basis of satisfactory evidence) and who acknowledged that such person executed the foregoing affidavit for the purposes therein contained. Witness my hand and seal at office this ____________ day of ____________________, 20____. ________________________________________________ Notary Public My commission expires: _______________________

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ATTACHMENT 3

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 indicted or otherwise criminally or civilly charged by a 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 a 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 violation of federal or state antitrust statutes, including those proscribing price fixing

between competitors, the allocation of customers between competitors, or bid rigging; or

C. 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. § 1001, a false statement may result in a fine of up to $10,000 or imprisonment for up to five years, or both. Name of Participant Agency Name and Title of Authorized Representative Signature of Authorized Representative Date _____ I am unable to certify to the above statement. Attached is my explanation.

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ATTACHMENT 4 CERTIFICATION BY CONTRACTOR

I, the undersigned, certify that on behalf of Contractor, I am authorized to attest and obligate the above certification and to legally bind Contractor to these terms, conditions and obligations. __________________________________________ Title __________________________________________Name __________________________________________ Date __________________________________________Witness

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SUMNER COUNTY, TENNESSEE

Request for Proposal

For

GIS E-Commerce Program

for

THE SUMNER COUNTY ASSESSOR OF PROPERTY

OFFICIAL RESPONSE DOCUMENT

Please use this document when responding to Sumner County’s

Request for Proposal

This original form and one digital copy are to be returned when your response is submitted to the County. (For

complete instructions concerning submission of Proposal responses, see the Request for Proposals document that

accompanied this form.)

In order to ensure full consideration of your proposal, please complete the following sections of this document with

special attention given to following instructions shown for each section:

SECTION I. Qualifications of Firm and Staff

SECTION II. Technical Inquiries

SECTION III. Application Inquiries

SECTION IV. Financial Proposal

SECTION V. Certificate of Compliance

SUMNER COUNTY, TENNESSEE

REQUEST FOR PROPOSAL

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OFFICIAL RESPONSE DOCUMENT

Section I. Qualifications of Firm and Staff.

Organizational Capacity: Staff, Organization, and Experience

1. Describe the relationship management team that will service the account, as well as their functional

responsibilities.

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________

2. Contact information: List names, titles, phone and fax numbers and e-mail addresses and provide brief

biographies of relationship management contacts for this proposal.

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

____________________________________________

3. How long have you offered GIS E-Commerce systems and services?

______________________________________________________________________________________

______________________________________________________________________________________

4. Provide any additional information that is relevant to this RFP and your capabilities to provide the services

requested.

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

END OF SECTION I

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SUMNER COUNTY, TENNESSEE

REQUEST FOR PROPOSAL

OFFICIAL RESPONSE DOCUMENT

Section II--- Technical Inquiries

(Attach additional sheets if necessary to provide appropriate response to the inquiries in this Section)

1. Does your system operate in a Windows Client/Server environment? Yes ___ No ___

2. Is your database platform Microsoft SQL Server with a minimum version of SQL Server 2005?

Yes ___ No____

3. Is your database platform Oracle? Yes___ No____

4. What was the original database platform your system was designed to operate from?

_____________________________________________________________________________________

5. Does your system store digital imaging files outside the database? Yes___ No____

6. Does your system have a Disaster Recovery Plan? Yes___ No____ (If

“yes”, attach a description of the process.)

7. What are the current and previous programming platforms used to design and run all components of the

system?

______________________________________________________________________________________

______________________________________________________________________________________

_____________________________________________________________________________________

8. Please provide a complete list of ALL installations of the application, including contact information.

______________________________________________________________________________________

______________________________________________________________________________________

9. List the third-party development software and other development environment tools used.

a) Third-party development software--

___________________________________________________________________________________

___________________________________________________________________________________

___________________________________________________________________________________

b) Other development environmental tools--

___________________________________________________________________________________

___________________________________________________________________________________

___________________________________________________________________________________

10. List other third party licenses that may be required for the County to use and maintain this software:

_____________________________________________________________________________________

_____________________________________________________________________________________

_____________________________________________________________________________________

END OF SECTION II.

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SUMNER COUNTY, TENNESSEE

REQUEST FOR PROPOSAL

OFFICIAL RESPONSE DOCUMENT

Section III--- FINANCIAL PROPOSAL

Our price for delivering and installing the system we are proposing in response to this Request for Proposal

for a GIS E-Commerce Program for Sumner County’s Assessor of Property is:

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

Other recurring costs (if any), the County should expect if we are the successful proposer are (please

itemize):

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

Proposer (Firm/Organization) name: ____________________________________

Authorized signature: ________________________________________________

Date: _____________________________________________________________

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SUMNER COUNTY, TENNESSEE

REQUEST FOR PROPOSAL

OFFICIAL RESPONSE DOCUMENT

Section V---- Certification of Compliance

Proposer Name: _____________________________________________

By indication of the authorized signature below, the Proposer does hereby make certification and assurance

of the Proposer’s compliance with:

1. The laws of the State of Tennessee and Sumner County;

2. Title VI of the Civil Rights Act of 1964;

3. The Equal Employment Opportunity Act and the regulations issued thereunder by the federal

government;

4. The Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal

government;

5. The Drug Free Workplace statement;

6. The condition that the submitted proposal was independently arrived at, without collusion, under

penalty of perjury; and,

7. The condition that no amount shall be paid directly or indirectly to an employee or official of

Sumner 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.

Company name: ______________________________

Authorized signature: ______________________________

Date: ______________________________