4. ThirdWave ITSP — Costa Mesa City Council, March 4, 2025

1 THE MARIN COUNTY ASSESSOR RECORDER AND DEPARTMENT OF FINANCE REQUEST FOR PROPOSAL RFP #2832A

PROPERTY SYSTEMS BUSINESS PROCESS ANALYSIS
May 03, 2023
The County of Marin’s Assessor Recorder and Department of Finance departments is seeking to contract for property systems business process analysis services as described in this solicitation.

Proposal packages will be received through Wednesday June 21, 2023 UNTIL 2:00PM local time, at the Marin County Procurement Division, 3501 Civic Center Drive Room 304, San Rafael, Ca 94903 or through Bid Express®
Any proposer who wished their proposal to be considered is responsible for making certain that the completed proposal, including all RFP documents, is received in the Procurement office by the proper time. Proposals received after the scheduled submittal deadline will be returned unopened.

Copies, alternative formats and auxiliary aids of this RFP will be made available upon request by contacting Jorge Molina from the Procurement Division at [email protected] The County of Marin does not discriminate on the basis of race color, religion, creed, sec, age, marital status, national origin, mental or physical disability, political belief or affiliation, veteran status, sexual orientation, gender identity (including gender expression), genetic information, and any other class of individuals protected from discrimination under state or federal law in any of its activities or operations. This includes, but is not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, contractors, subcontractors, vendors and clients.

The County of Marin is committed to developing and supporting diverse, equitable, and inclusive values within all aspects of its operations. By conducting business for or with the County, you are representing your commitment to rejecting inequities in employment, services, and practices by ensuring fair and equitable treatment for all.

Attachment 4
2 TABLE OF CONTENTS
TABLE OF CONTENTS 2
INSTRUCTIONS TO PROPOSERS 5
General Project Description 5
Solicitation Questions 5
Submittal Requirements 5
Timeline of Events 6
Opening of Proposals 6
Informed Proposers/ Examination of Documents 6
Nomenclatures 7
Interpretation, Correction 7
Prices, Negotiations and Mistakes 7
Withdrawal of Proposal 7
Terms of the Offer 7
GENERAL PROVISIONS 8
Responsible Parties 8
Award of Contract 8
Award Evaluation Criteria 8
Preferences 9
Supplier Performance Management Program (SPMP) 9
Addenda 10
Change Orders 10
Invoicing and Payment 10
Assignment and Subcontracting 10
Force Majeure 10
Nondiscriminatory Employee 11
Fair Employment Provisions 11
Cancellation of Contract 11
Termination for Default – Time Extension for Delay 12
Termination for Convenience 12
3 Nuclear Free Zone 12
Damages 12
Living Wage 13
Cooperative Agreement 13
Joint Procurement 13
Independent Proposer 13
Non-Appropriation of Funds 13
Compliance or Deviation to Specifications 14
Governing Laws 14
Insurance 14
Debarment and Suspension Certification 14
Conformity with Law and Safety 15
Attorney’s Fees 15
Proposer Agreement to Terms and Conditions 15
Right to Audit 15
California Public Records Act (CPRA) 15
Taxes 16
Tax, California Non-Resident Income and Franchise Tax Withholding 16 PROJECT INFORMATION 17
Background 17
General Conditions 17
Submittal Requirements 17
Contract Term 17
Minimum Qualifications/Experience Requirement 17
Additional Requirements 18
SCOPE OF WORK 19
Project Specifics 19
Key Goals/Capabilities 19
Technical Requirements 19
Project Timeline 19
4 EXCEPTIONS TO THE SCOPE OF WORK 20
OFFER 21
SCHEDULE OF PROPOSED FEES 22
REFERENCES AND PERFORMANCE 23
STATEMENT OF QUALIFICATIONS 24
DEBARMENT AND SUSPENSION CERTIFICATION 25
NON COLLUSION DECLARATION 26
TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID 26
LOCAL BUSINESS PREFERENCE CERTIFICATION 27
WORKFORCE PREFERENCE CERTIFICATION 28
SOLICITATION DOCUMENTS TO BE RETURNED 30

5 INSTRUCTIONS TO PROPOSERS
General Project Description
The County of Marin is seeking a Business Analyst to gather high level business and system requirements to create an RFP for the potential replacement of the current property systems. These property systems include functionality from both the Assessor Recorder which includes but is not limited to property assessments and property recordings and the Department of Finance where the property taxes are collected.

Solicitation Questions
Proposers may submit written questions regarding this solicitation. All questions must be emailed and received by Friday, May 26, 2023 no later than 4:00 pm local time. Questions asked after this date and time will not be considered. All questions shall be submitted to Jorge Molina with the Procurement Department via email, [email protected] or through the Bid Express® online platform.

The subject line shall be: RFP 2832A – Property Systems Business Process Analysis Phone calls and faxed questions will not be accepted.

Answers to all written questions concerning this solicitation will be posted on the County of Marin Contracting Opportunities website and the Bid Express® online platform on Friday, June 02, 2023. It is the responsibility of all interested proposers to access the website(s) for this information.

Submittal Requirements
The Marin County Department of Public Works has transitioned its bidding processes to the Bid Express® online platform. Bidders can access current solicitations and a how-to guide for first-time Bid Express users County of Marin Bid Express home page at
https://www.bidexpress.com/businesses/53528/home. Bidders must register for a free Bid Express account to view project solicitations; download bid documents; see the plan holder’s list and submit bid RFIs.

Submitted responses must include the form(s) provided with this solicitation package. All items shall be filled in and the signatures of all persons signing shall be written and printed in longhand. All proposals submitted must have a completed Offer form signed by a duly authorized officer of the proposing contractor. Proposals not submitted on the form(s) provided, unless otherwise specified, may not be considered by the County of Marin Procurement Division.

Electronic submissions via Bid Express® OR one (1) written original (marked as such) and one (1) electronic copy proposal on a USB jump/thumb drive are due on Wednesday, June 21, 2023, no later than 2:00 pm local time. Sealed Proposals must be received by the due date and time. Once received, all original and/or copies of the proposal become property of the County of Marin and will not be returned. Proposals will be considered late if not received by the above due date and time, regardless of postmark date, and will be rejected and returned to the proposer unopened.

6 Delivery Address:

County of Marin Procurement Division
3501 Civic Center Drive – Room #304
San Rafael, CA 94901

All proposals shall be clearly marked “RFP 2832A – Property Systems Business Process Analysis - Do Not Open” on the outside of the proposal package.

The County of Marin reserves the right to reject any and all proposals and to elect not to enter into any contract for the services described in the scope of work. The County reserves the right to make multiple awards of this proposal. The County of Marin also reserves the right to request clarification of information from the proposer.

Timeline of Events
The County of Marin will make all attempts to adhere to the following timeline.

Release of RFP Thursday, May 03, 2023
Deadline to submit Questions Friday, May 26, 2023 – No Later than 4:00 PM Local Time Responses to Questions Friday, June 02, 2023
Proposal Submission Deadline Wednesday, June 21, 2023 – No Later than 2:00 PM Local Time Identification of Apparent Winner Week of June 26 2023 (Subject to Change) Tentative Board Award Date June/July2023 (if necessary) Tentative Contract Start Date Wednesday, July 03 (Subject to Change)

Opening of Proposals
Proposals will not be publicly opened or read.

Informed Proposers/ Examination of Documents
Before submitting a proposal, proposers must fully inform themselves of the conditions, requirements, and specifications of the work or materials to be furnished. Failure to do so will be at the proposer’s own risk.

It is the responsibility of the proposer to carefully and thoroughly examine and be familiar with legal and procedural documents, general conditions, all forms, specifications, addenda (if any), herein referred to as contract documents. Contractor shall satisfy themself as to the character, quantity, and quality of work to be performed and materials, labor, supervision, equipment and appurtenances necessary to perform the work as specified by the contract documents. The failure or neglect of the contractor to examine the documents shall in no way relieve them from any obligations with respect to the solicitation or contract.

The submission of a proposal shall constitute an acknowledgment upon which the County of Marin may rely that the contractor has thoroughly examined and is familiar with the contract documents. No claim 7 will be allowed for additional compensation that is based upon a lack of knowledge of any solicitation document.

Nomenclatures
The terms successful proposer, offeror, bidder, vendor, supplier and contractor may be used interchangeably in this solicitation and shall refer exclusively to the person, company, or corporation interested or submitting a proposal. The terms County of Marin and Department; quote, bid, proposal; contract, and purchase order, may be used interchangeably in this solicitation.

Interpretation, Correction
The Proposer must carefully examine the specifications, terms and conditions provided in the Request for Proposal and become fully informed as to the requirements set forth therein. If anyone planning to submit a proposal discovers any ambiguity, conflict, discrepancy, omission or error in the proposal, has any questions in relationship to the “Scope of Work”, or any other related matters, shall immediately notify the responsible party, Jorge Molina, of such concern in writing via email at [email protected] and request clarification or modification of the document(s) no later than the date specified in the RFP questions section.

Prices, Negotiations and Mistakes
All prices and notations must be in type or ink. Mistakes may be crossed out and corrections typed or printed adjacent to the mistake and initialed in ink by the person who signs the proposal. Prices shall be stated in dollars and quotations made separately on each item. Where there is a conflict between words and figures, words will govern.

Withdrawal of Proposal
Submitted proposals:
a) may not be withdrawn within 60 calendar days after the proposal opening b) may be withdrawn prior to the opening date only by written request of the proposer Terms of the Offer
Acceptance of proposer’s offer shall be limited to the terms herein unless expressly agreed in writing by the County of Marin. Proposers offering terms other than those shown herein will be declared non- responsive and will not be considered.

***END OF INSTRUCTIONS TO PROPOSERS***

8 GENERAL PROVISIONS
The provisions in this section, with the exception to the Evaluation Criteria and Invoicing address, cannot be altered without prior approval by County Counsel and Procurement Responsible Parties
Representing the County of Marin in all matters regarding the submission of this solicitation package shall be Jorge Molina of the Procurement Division, [email protected].

All inquiries shall be directed to the designated County staff person as shown. Contact with any other County personnel or any undue “badgering” of such County personnel by the proposer is prohibited.

Failure to comply with this request may be considered cause for disqualification of your proposal.

Award of Contract
Award of proposal, if awarded, will be made to the Proposer offering the most advantageous proposal after consideration of all Evaluation Criteria set forth below. The criteria are not listed in order of preferences.

An Evaluation Committee will be established by the County of Marin. The Committee will evaluate all proposals received in accordance with the Evaluation Criteria. The County of Marin reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. Evaluation scores will not be released until after award of proposal. The County of Marin shall not be obligated to accept the lowest priced proposal but will make an award in the best interests of the County after all factors have been evaluated.

Receipt of the official Contract shall indicate award of the proposal. Award of proposal shall be made by the County of Marin to the responsible Proposer who meets the provisions and specifications of this proposal after consideration of all evaluation criteria to provide the services as described in this request. The County reserves the right to make a multiple award of this proposal Award Evaluation Criteria
The Evaluation Criteria that will be used to evaluate all received proposals are listed on Page 9.

A selection committee will evaluate each submission and determine which individuals, firms, corporations, organizations, or teams will be invited to enter into a Contract.

The Selection Committee may also contact and evaluate the proposer’s references; contact any Proposer to clarify any response; contact any current users of a proposer’s services; solicit information from any available source concerning any aspect of a proposal; and/or seek and review any other information deemed pertinent to the evaluation process. The Evaluation Committee is not obligated to accept the lowest priced proposal but shall make an award in the best interest of the County of Marin, reject any and all proposals, and to waive any informalities and minor irregularities in the proposals.

Discussions/interviews may, at the County of Marin’s sole option, be conducted with responsible Proposers who submit proposals determined to be reasonably susceptible of being selected for an award.

Discussions/interviews may be for the purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and written revision of proposals. Revisions may be 9 permitted after submissions and before award for obtaining best and final proposals. In conducting discussions/interviews, the County of Marin will not disclose information derived from proposals submitted by competing Proposers.

EVALUATION CRITERIA PERCENTAGE
Qualifications and Experience 55%
References/Performance History 25%
Proposal submission – quality completeness and understanding of the project as outlined in description given in the Request for Proposal. 10% Cost 10%
Total 100%

Preferences
Whenever the County of Marin acquires services or supplies by purchase order and/or contract, the Purchasing Agent, in evaluating the price or proposal, shall award preferences based upon the following preferences. In no case shall the total of all preferences which a bid is eligible exceed fifteen (15.0) percent.

1. Local Business Preference - In accordance with County of Marin Code 3.10 there shall be a five (5.0) percent preference on the price submitted by a local county business.

2. Workforce Development Preference - In accordance with County of Marin Code 2.50.070 Ordinance # 3435 there shall be a five (5.0) percent preference to contractors that can certify that at least 50 percent of the workforce under the service contract will be Marin County Residents.

3. Recycled Product Preference - In accordance with County of Marin Code 3.08 there shall be a fifteen (15.0) percent preference on the price submitted involving recycled products.

This section shall not apply to transactions in which the allowance of these preferences are otherwise prohibited by state or federal statutes or regulation.

Supplier Performance Management Program (SPMP)
The Supplier Performance Management Program may be used to evaluate and assess contractor performance. This program may include but is not limited to: scheduled contract review, scorecards to measure performance on contract specific metrics, and periodic meetings to review performance and address any corrective action that may need to be taken. The intent is to be mutually beneficial, not only to ensure the supplier/contractor is meeting our expectations, but that the County is communicating our expectations to the supplier/contractor.
10 Addenda
Any changes, additions, deletions or clarifications to this proposal package shall be made by written addendum, issued by the County of Marin. Addenda will be sent to all known entities in receipt of the solicitation and shall be incorporated in the proposal. The proposer shall sign and date the addendum and submit with their response to the solicitation.

Addenda issued within five (5) calendar days of the proposal opening date/time shall be cause for extension of the opening date, if so determined by the Purchasing Agent, in order to allow prospective Proposers sufficient time to prepare their proposals.

Change Orders
The County of Marin may at any time, without notice to any sureties, make any change in the work specified in the resulting Contract by issuing a change order, including but not limited to changes:

1. In the terms and conditions of the Contract

2. In the written specifications

NO ORDER, STATEMENT OR CONDUCT, WRITTEN OR ORAL, SHALL BE TREATED AS A CHANGE ORDER UNLESS IN WRITING AND SIGNED BY BOTH PARTIES.

Invoicing and Payment
Payment by the County of Marin to vendor shall be made in full, per invoice within 30 calendar days after receipt of a correct invoice. Invoices shall be made per division. Invoices shall be mailed through the postal service. Purchase Orders are required for each order placed and invoices should reference the associated purchase order.

Depending on originating charges vendor shall submit an invoice only after services have been rendered to an address provided by the County upon awarding agreement.

Assignment and Subcontracting
The proposer shall have no right, authority or power to sell, mortgage or assign the resulting contract and/or purchase order or any interest herein, or any right, power or authority to allow or permit any other person or persons or organizations to have any interest in or use any part of the rights or obligations granted hereunder for any purpose whatsoever without the prior written consent of the County of Marin. Neither the contract and/or purchase order nor any interest created thereby shall pass by operation of law to any trustee or receiver in bankruptcy or to any other receiver or assignee for the benefit of creditors or any claim hereunder to any other party or parties, except as expressly authorized by the County of Marin.

Force Majeure
Time extension for delay may be allowed for the Proposer by the County of Marin for any delay in the completion/delivery of specified items which arises from unforeseeable causes beyond the control of the proposer and without fault or negligence of the proposer, including but not restricted to such causes as the act or negligence of the County of Marin, stormy or inclement weather in which specified work cannot be done, strikes, boycotts, acts of God, acts of the public enemy, acts of government, fire, flood, epidemics, freight embargo, delays of suppliers which arise from unforeseeable causes beyond the control and without the fault or negligence of both the proposer and supplier. 11 Nondiscriminatory Employee
The County of Marin does not discriminate on the basis of race color, religion, creed, sex, age, marital status, national origin, mental or physical disability, political belief or affiliation, veteran status, sexual orientation, gender identity (including gender expression), genetic information, and any other class of individuals protected from discrimination under state or federal law in any of its activities or operations.

This includes, but is not limited to, hiring and firing of staff, selection or volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, clients, volunteers, contractors, subcontractors, vendors and clients.

Fair Employment Provisions
The contractor awarded this proposal and doing the work herein specified shall not knowingly fail to hire or allow to be dismissed from employment thereon any persons because of race, color, sex, religion, national origin, or creed. The hiring of all labor for the work included in this contract shall be in accordance with applicable directives of the Department of Fair Employment and Housing of the State of California.

The contractor shall comply fully with Titles I and II of the Americans with Disabilities Act (ADA), Sections 508 and 504 of the 1973 Rehabilitation Act as amended in 1998 in that the contractor’s hiring practices do not discriminate against disabled persons.

The contractor shall cooperate fully with the County and affiliated unions to promote and ensure the maximum employment of minorities and other protected group members with particular emphasis on residents of Marin County, in all phases and at all levels of the work. The contractor shall encourage maximum utilization of apprenticeship and other on-the-job training programs to achieve this goal.

Contractor and/or any permitted subcontractor shall not unlawfully harass nor discriminate against any individual based on race, religious creed, color, national origin, ancestry, medical condition, marital status, sex, sexual orientation, age or condition of disability. Contractor and/or any permitted subcontractor understands and agrees that Contractor and/or any permitted subcontractor is bound by and will comply with the nondiscrimination mandates of all Federal, State and local statutes, regulations and ordinances.

A County representative will be available to advise and assist in implementation of the foregoing.

The Contractor shall comply with any and all federal, state and local laws (including, but not limited to the County of Marin Nuclear Free Zone and Living Wage Ordinance) affecting the services provided by the contractor.

Cancellation of Contract
Without CAUSE, the County of Marin may cancel this contract at any time with thirty (30) days written notice to the supplier/contractor. With CAUSE, the County of Marin may cancel this contract at any time with five (5) days written notice to the Proposer. Cancellation for cause shall be at the discretion of the County of Marin and shall be, but is not limited to, failure to supply the materials, equipment or service specified within the time allowed or within the terms, conditions or provisions of this contract. The Successful Proposer may not cancel this contract without prior written consent of the County of Marin Purchasing Agent.
12 Termination for Default – Time Extension for Delay
If the proposer fails or refuses to prosecute the work, or any separable part thereof, so as to ensure that the items specified will not be completed and/or delivered within the time specified in the proposal documents and Purchase Order, the County of Marin, may, by written notice to the proposer, terminate its right to proceed with the work or such part of the work as to which there has been a delay at the County’s option. The proposer and its sureties shall be liable to the County of Marin for liquidated damages, or if no liquidated damages are so provided, then for any damages to the County of Marin resulting from the proposer’s failure or refusal to complete/deliver the items within the specified time.

Termination for Convenience
The County reserves the right to terminate the contract at any time, for the convenience of the County of Marin, without penalty or recourse, by giving written notice to the Contractor at least thirty (30) calendar days prior to the effective date of such termination. The Contractor shall be entitled to receive just and equitable compensation for services and/or supplies delivered to and accepted by the County pursuant to the contract prior to the effective date of termination. Termination compensation cannot exceed the monthly service fee, and the termination nullifies the remaining months of the contract.

1. Termination for lack of funding: The County reserves the right to terminate any contract in any user agency if said agency loses funding during the term of the contract.

2. Termination for non-performance: The County may terminate the contract in whole or in part if delivery or performance is repeatedly unsatisfactory. Unsatisfactory performance includes but is not limited to:

a. Repeated failure to respond within requested time-frame b. Failure to perform services when promised or expected c. Inability to reach Contractor contact; lack of customer service Nuclear Free Zone
The County of Marin is a nuclear free zone in which work on nuclear weapons and/or the storage or transportation of weapons related components and nuclear material is prohibited or appropriately restricted. The County is prohibited or restricted from contracting for services or products with, or investing County funds in, any nuclear weapons proposer (Marin County Ordinance, Chapter 23.12 Nuclear-Free Zone).

https://www.marincounty.org/depts/bs/boards-and-commissions/commissions/peaceconversion Damages
The proposer shall be held responsible for damage to existing facilities/sites, or to completed new work, that may be caused by the proposer's work or workmen. Proposer shall properly repair damage or remove and replace damaged property as appropriate at the proposer’s expense as required by the County of Marin.

13 Living Wage
This contract is subject to the County of Marin Living Wage Ordinance #3435 [(part), 2005]. The ordinance requires the payment of a living wage to all covered employees engaged in providing services pursuant to a service contract as defined in section 2.50.030 (F). Proposer specifically agrees that should the County of Marin investigate allegations of non-compliance with the Living Wage Ordinance, proposer shall make available for audits its books and records relating to the service contract, as well as the books and records of its subcontractors and proposer will make available employees in furtherance of its investigation.

Misrepresentation during the procurement or contracting process in order to secure the contract will disqualify a contractor or subcontractor from further consideration in the procurement or contracting process. Failure to comply once a contract has been awarded will constitute a material breach of the contract and may result, among other things, in the suspension or termination of the affected contract opportunities for a period not to exceed three years. (Marin County Ordinance, Chapter 2.50 Living Wage)

http://www.marincounty.org/depts/ad/divisions/management-and-budget/living-wage-ordinance Cooperative Agreement
Agreement may be used by other governmental agencies, school districts, and special districts upon mutual consent of both parties. The proposer shall provide firm fixed pricing for all items or services, as specified herein, and allow agencies to purchase said goods or services at any time during the effective period of the resulting County of Marin Contract and/or Purchase Order.

Joint Procurement
In accordance with 2 C.F.R §200.318(e) Intergovernmental agreements for procurement or use of common goods and services is encouraged by federal procurement guidelines. Joint procurement is a contracting method in which two or more agencies agree from the outset to use a single solicitation document and enter into a single contract for goods or services. The proposer understands in providing a response to this solicitation, that a single contract will be issued for the benefit of all agencies identified within the solicitation.

Independent Proposer
The proposer agrees and certifies that they or any of their agents, servants, or employees is not an agent or employee of the County of Marin. The proposer is an independent solely responsible for proposer’s acts. The resulting Contract and/or Purchase Order shall not be construed as an agreement for employment with the County. The Non-Collusion Affidavit shall be signed and returned with the submitted proposal.

Non-Appropriation of Funds
The County of Marin warrants that it has funds available to remit payments on the resulting County Purchase Order at the time the purchase order is executed. Should appropriated funds during the term of the Purchase Order become unavailable for the purpose of the Contract and/or Purchase Order, the County may cancel the agreement by providing the proposer with written notice. Such notice shall release both the County and proposer from all obligations under the Contract and/or Purchase Order, and proposer shall refund the County the balance of any advance payment made for orders of goods and/or services which are outstanding, or which have not been received by the County. 14 Compliance or Deviation to Specifications
Proposer hereby agrees that the material, equipment or services offered will meet all the requirements of the specifications in this solicitation unless deviations are clearly indicated in the proposer’s response and listed as such under Exceptions to the Scope of Work.

Governing Laws
This Request for Proposal and the resulting purchase order and/or contract shall be governed by all applicable federal, state, and local laws, codes, ordinances, and regulations including, but not limited to, those promulgated by the Federal Emergency Management Agency (FEMA), Homeland Security, CAL- OSHA, FED-OSHA, Environmental Protection Agency (EPA), Equal Employment Opportunity Commission (EEOC), California Department of Fair Employment and Housing (DFEH), the California State Department of Health and Human Services (CalHHS) and the County of Marin Environmental Health Department, the Federal Migratory Bird Treaty Act of 1918, the California Department of Fish and Wildlife codes 3503, 3503.5, 3513, and Marin County Code 23.16.010 for Pacheco Pond Wildlife area. This contract shall be in accordance with the substantive and procedural laws of the State of California.

Insurance
Successful proposer shall be required to furnish and maintain insurance as follows:

Commercial General Liability:

The Contractor shall maintain a commercial general liability insurance policy in the amount of $1,000,000 ($2,000,000 aggregate). The County shall be named as an additional insured on the commercial general liability policy.

Commercial Automobile Liability:

Where the services to be provided under this Contract involve or require the use of any type of vehicle by Contractor, Contractor shall provide comprehensive business or commercial automobile liability coverage, including non-owned and hired automobile liability, in the amount of $1,000,000.00.

Workers’ Compensation:

The Contractor acknowledges the State of California requires every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of the Labor Code. If Contractor has employees, a copy of the certificate evidencing such insurance, a letter of self- insurance, or a copy of the Certificate of Consent to Self-Insure shall be provided to County prior to commencement of work.

Debarment and Suspension Certification
Title 49, Code of Federal Regulations, Part 29
The bidder, under penalty of perjury, certifies that, except as noted below, he/she or any other person associated therewith in the capacity of owner, partner, director, officer, and manager:
 is not currently under suspension, debarment, voluntary exclusion, or determination of ineligibility by any Federal agency;
 has not been suspended, debarred, voluntarily excluded or determined ineligible by any Federal agency within the past 3 years;
 does not have a proposed debarment pending; and
15  has not been indicted, convicted, or had a civil judgment rendered against it by a court of competent jurisdiction in any matter involving fraud or official misconduct within the past 3 years.

Note: Providing false information may result in criminal prosecution or administrative sanctions. The above certification is part of the Bid. Signing this bid on the signature portion thereof shall also constitute signature of the Certification.

Conformity with Law and Safety
Vendor shall observe and comply with all applicable laws, ordinances, codes and regulations of governmental agencies, including Federal, State, Municipal and Local Governing Bodies having jurisdiction over the scope of services or any part hereof, including all provisions of the Occupation Safety and Health Act of 1979 and all amendments thereto, and applicable Federal, State and Local Government Safety Regulations. All services performed by Vendor must be in accordance with these laws, ordinances, codes and regulations. Vendor shall indemnify and save County harmless from any and all liability, fines, penalties and consequences arising from any non-compliance of violations of such laws, ordinances, codes and regulations.

Accidents: If a death, serious personal injury, or substantial property damage occurs in connection with the performance of this agreement, Vendor shall immediately notify the County by telephone. Vendor shall promptly submit to County a written report, in such form as may be required by County, of all accidents which occur in connection with this agreement. This report must include all of the following information:

(1) Name and address of the injured or deceased person, and (2) Name and address of Proposer’s subcontractor (if any), and (3) Name and address of Proposer’s Liability Insurance Carrier, and (4) A detailed description of accident and whether any of County’s equipment or material was involved.

Attorney’s Fees
If any action at law or inequity is brought to enforce or interrupt the provisions of this agreement, the prevailing party shall be entitled to reasonable attorney’s fees in addition to any other relief to which it may be entitled.

Proposer Agreement to Terms and Conditions
Submission of a signed proposal will be interpreted to mean Proposer has agreed to all the terms and conditions set forth in the pages of this solicitation.

Right to Audit
County shall have the right of audit and inspection of the Vendor’s business records at any time during the term of this agreement. Vendor shall have readily available all records related to the performance of the agreement and shall provide office space as may be required for County to audit these records.

California Public Records Act (CPRA)
Applicants acknowledge and agree that the County is a public agency subject to the disclosure requirements of the California Public Records Act (“CPRA”). If Applicant’s proprietary information is contained in documents or information submitted to the County, and Applicant claims that such 16 information falls within one or more CPRA exemption, the Applicant must clearly mark such information “CONFIDENTIAL AND PROPRIETARY” and identify the specific lines containing such information.

In the event of a request for such information, County will make reasonable efforts to provide notice to Applicant prior to any disclosure. If Applicant contends that any documents are exempt from the CPRA and wishes to prevent disclosure, then Applicant is required to obtain a protective order, injunctive relief or other appropriate remedy from a court of law in Marin County before the County’s deadline to respond to the CPRA request. If Applicant fails to obtain such remedy, County may disclose the requested information without penalty or liability.

Applicant further agrees that it shall defend, indemnify and hold County harmless against any claim, action or litigation (including but not limited to all judgments, costs, fees and attorneys’ fees) that may result from deniable by County of a CPRA request for information arising from any representation, or any action (or inaction) by the Applicant.

Taxes
Successful Proposer shall pay all federal, state and local taxes, levies, duties and assessments of every nature due in connection with any work under the contract and shall indemnify and hold harmless the County of Marin from any liability on account of any and all such taxes, levies, duties, assessments and deductions.

Tax, California Non-Resident Income and Franchise Tax Withholding The California Franchise Tax Board through the California Revenue and Taxation Code (R&TC) Section 18662 and the related regulations requires the withholding of California income and franchise taxes from payment made to nonresident California vendors performing services in this state. A withholding of 7% (the 2011 rate which is applicable to change) of all service-related invoices will be withheld and remitted to the state; there is no required withholding on goods provided. In addition, there are higher applicable rates that apply to nonresident foreign non-corporate partners, corporate partners and foreign bank (including financial institution partners).

***END OF GENERAL PROVISIONS***
17 PROJECT INFORMATION
Background
The County’s Property system, which supports the County’s Finance and Assessor is functional on aging architecture/programming language (Cobol, VB6, ASP.NET, etc) and the intent is to replace/modernize the systems with newer technologies. As a result of this individual departments continue to employ workarounds for those areas that were not accessible. This request for proposals is to identify and gather the high-level business and system requirements, processes and procedures in order to provide future recommendations regarding the County’s current Property System.

The County’s current priority in moving the organization forward is to evaluate and redesign the Property system Assessment and Tax collection functions identified. This is a business project, not a technology project. It is a necessary assessment to identify current issues, regardless of any systems decision or direction.

General Conditions
The issuance of this solicitation constitutes only an invitation to present responses. The County reserves the right, at its sole discretion, to determine whether or not any aspect of the response satisfactorily meets the criteria established in the solicitation. The County reserves the right to seek additional information and/or clarification from the respondent, the right to confer with any respondent submitting a response and the right to reject any or all responses with or without cause. The County reserves the right to reject any and all responses for failure to meet the requirements contained herein, to waive any technicalities and to select the responses, which, in the County’s sole judgment, best meets the requirement of the project. In the event that the solicitation is withdrawn by the County for any reason, the County shall have no liability to any respondent for any costs or expense incurred with the preparation of a response to this solicitation or related work. The County reserves the right, at its sole discretion, to waive any irregularities or informality.

An example of the County of Marin Professional Services Agreement [PSC] is attached to this solicitation.

By submitting a response without exceptions, the contracting firm accepts all terms and conditions contained in the Sample Professional Services Agreement [PSC]attached. Additional terms and conditions may be required and may be negotiated after award.

Submittal Requirements
Electronic submissions via Bid Express® OR one (1) written original (marked as such) and 1 electronic copy proposal on a USB/thumb drive etc.

Contract Term
It is the County’s intent to award this contract with an initial contract term of 1 year. The County reserves the right to extend the contract pending project completion.

Minimum Qualifications/Experience Requirement
Proposers are required to have a minimum of five (5) years of experience in business systems consulting and analysis. Any proposer who cannot provide verifiable references for this minimum experience requirement may be considered non-responsive.
18 Additional Requirements
Proposers are required to adhere to the regulations and policy set by County of Marin IST Security team, which is responsible for all aspects of Information Security at the County of Marin, including assets, systems, applications, data, and workforce security.

***END OF PROJECT INFORMATION***

19 SCOPE OF WORK
Project Specifics
Today, the County’s Property system, which supports the County’s Finance and Assessor is functional on aging architecture/programming language and the intent is to replace/modernize the systems with newer technologies. As a result of this individual departments continue to employ workarounds for those areas that were not accessible.

The County’s first step and current priority in moving the organization forward is to evaluate the Property system Assessment and Tax collection functions.

Process:
(A) Review and document current process ownership as well as procedures related to the Property System.
(B) Identify and document current configuration of programming language. (C) Suggest opportunities for key process improvement.

Software:
(A) Identify and document integration points “workarounds”. (B) Identify available unused module capabilities of the current County’s Property system. (C) Identify opportunities on how the Property system can be optimized and enhanced to better facilitate County business processes.
a. Provide a report and/or plan for implementing the recommended changes for potential software solution enhancements. To be based on the current business process analysis.

Key Goals/Capabilities
The goal of this project:

1. Documentation of the County’s current business processes

2. Operational improvements, including findings and recommendations for change that should be made before the software selection.

Technical Requirements
A plan for implementing the recommended changes for potential software solution will be determined based on the business analysis.

Project Timeline
Currently this project is scheduled to be completed one year from the start of the project. The County reserves the right to extend the contract pending project completion.

***END OF SCOPE OF WORK***
20 EXCEPTIONS TO THE SCOPE OF WORK
Contractors shall fully describe any exceptions to the written requirements and/or scope, in the space provided below. Attach an additional sheet if more space is necessary. Any exception taken shall be fully described to allow the County of Marin to evaluate its acceptance.

Section or
Page number Description of exception
============= ==================================================================

_____________ _________________________________________________________________

***END OF EXCEPTIONS***
21 OFFER

In compliance with the solicitation, the undersigned offers and agrees, if this bid is accepted within sixty (60) calendar days from date of opening, to furnish any or all of the items upon which prices are quoted, at the price set opposite each item, delivered at the designated point within the time specified. Discounts will not be considered in the evaluation of any quotation, unless otherwise stated in this invitation.

REPRESENTATIONS AND CERTIFICATIONS
Proposer certifies the following
That they are a: _______ Certified Dealer/Vendor for the Items in this Bid ________ Manufacturer of the Items in this Bid
Business is operated as: ________ an Individual
________ a Partnership
________ a Corporation
Incorporated in the
State of ______________________

Company Name: ____________________________________________ Company Address: ____________________________________________ ____________________________________________
Company Phone: ____________________________________________ Company Website: ____________________________________________

Signature of person authorized to sign bid: x____________________________________________ Printed name: _____________________________________________ Title: _____________________________________________
Date: _____________________________________________
E-mail address: _____________________________________________ 22 SCHEDULE OF PROPOSED FEES

Schedule of Proposed Fees
Task Description/Deliverables Price
Review and Document current
County processes
► Documentation/reporting/mapping etc. of
County current business processes as it relates
to the current Property System
► Identify and document integration points
“workarounds”
$
Review and document current
configuration of programming
language
► Documentation/reporting/mapping etc. of
County current configuration of programming
language
$
Business Process Improvement
Suggestions
► Provide a report and/or plan for implementing
the recommended changes for potential
software solution enhancements. To be based
on the current business process analysis
► Identify and suggest available unused module
capabilities of the current County’s Property
system.
► Operational improvements, including findings
and recommendations for change that should be
made before the software selection
$
Additional Tasks Identified
[Not Listed within solicitation]
►
►
►
$
$
$
TOTAL PROJECT COST $

23 REFERENCES AND PERFORMANCE

Proposers shall provide the following information which will be used by the County in evaluating the proposal.

Proposer must provide three former (within the past five years) or present clients for whom these individuals have performed contracting services related to each of the categories for which your firm is offering services.

1. Number of years in business: _________________________________

2. Current average number of employees: _________________________

3. List 3 Former or Current accounts for contact as reference.

Name: ___________________________________________________ Address: __________________________________________________ Contact Person: ____________________________________________ Phone number: _____________________________________________

24 STATEMENT OF QUALIFICATIONS

Proposers shall provide up to a one-page narrative as to supplier’s interests, particular abilities and qualifications related to this solicitation. Please include examples: knowledge, expertise and/or experience with other related work. Please attach statement or use space below.

_____________________________________________________________________________________

_____________ ________________________________________________________________________