Sec. 35-172. Reserved.
Ord. No. NS-2860, § 10, adopted December 9, 2014, repealed § 35-172 in its entirety. Former § 35-172 pertained to maximum tax amount payable under the utility users tax, and was derived from Ord. No. NS -2436, § 2, adopted August 4, 2000.
Sec. 35-173. Right to administrative hearing; appeals.
(a) If any service user or service supplier (hereinafter "applicant" in this subsection) is aggrieved by any decision, administrative assessment, or administrative ruling of the tax administrator, or with the failure to grant a refund or exemption as provided for under this code, such applicant may appeal to the tax administrator in writing for an administrative hearing. If application by the applicant for an administrative hearing is not made within the time prescribed, the prior decision of the tax administrator shall become final. If such application is made, the tax administrator shall give at least five (5) days' written notice scheduling a date, time and place for a hearing. Such notice shall be given through personal service or by depositing it in the United States mail, addressed to the applicant's last known address. The applicant may appear before the tax administrator and/or the tax administrator's authorized administrative hearing officer (hereinafter "hearing officer" in this subsection) and offer evidence appealing the tax administrator's decision. After such hearing the "hearing officer" shall make a determination and give written notice to the applicant regarding his or her determination. The determination of the "hearing officer" shall become final and shall render any subsequent appeal null and void and shall further act as a waiver against future action, unless an appeal is taken pursuant to Chapter 3 of the Santa Ana Municipal Code. (b) A timely request for an administrative hearing and attendance is required in accordance with subsection (a) above shall be a prerequisite for an appeal made pursuant to Chapter 3 of the Santa Ana Municipal Code.
The determination of an applicant's appeal made pursuant to Chapter 3 of the Santa Ana Municipal Code shall be final.
(Ord. No. NS-2436, § 2, 8-4-00)
Sec. 35-174. Nonpayment of tax—Bar to writ of mandate or other legal or equitable process.
No injunction or writ of mandate or other legal or equitable process shall issue in any suit, action, or proceeding in any court against this city or against any officer of the city to prevent or enjoin the collection under this code of any tax or any amount of tax required to be collected and/or remitted. (Ord. No. NS-2436, § 2, 8-4-00)
Sec. 35-175. Saving clause.
Neither the adoption of this code nor its superseding of any portion of any other code shall in any manner be construed to affect prosecution for violation of any chapter, article, code, or ordinance prior to the effective date hereof, nor be construed as a waiver of any tax or any penal provision applicable to any such violation, and all rights and obligations thereunto appertaining shall continue in full force and effect. (Ord. No. NS-2436, § 2, 8-4-00)
City of Santa Ana
RFP No. 23-165
Sec. 35-176. Severability.
If any section, subsection, subdivision, paragraph, sentence, clause or phrase of this code or any part thereof is for any reason held to be unconstitutional, such decision, and the decision not to enforce such, shall not affect the validity of the remaining portion of this code or any part thereof. The city council hereby declares that it would have passed each section, subsection, subdivision, paragraph, sentence, cla use or phrase thereof, irrespective of the fact that any one (1) or more sections, subsections, subdivisions, paragraphs, sentences, clauses or phrases be declared unconstitutional.
(Ord. No. NS-2436, § 2, 8-4-00)
Sec. 35-177. Notice of changes to utility users tax code.
If a tax under this code is added, repealed, increased, reduced, or the tax base is changed, the tax administrator shall follow the notice requirements of state Public Utilities Code Section 799. Prior to the effective date of the code change, the service supplier shall provide the tax administrator with a copy of any written procedures describing the information that the service supplier needs to implement the code change. If the service provider fails to provide such written instructions, the tax administrator, or his or her agent, shall send, by first class mail, a copy of the code change to all collectors and remitters of the city's utility users taxes according to the latest payment records of the tax administrator.
(Ord. No. NS-2436, § 2, 8-4-00)
Sec. 35-178. Effect of state and federal reference/authorization.
Unless specifically provided otherwise, any reference to a state or federal statute in this article shall mean such statute as it may be amended from time to time, provided that such reference to a statute herein shall not include any subsequent amendment thereto, or to any subsequent change of interpretation thereto by a state or federal agency or court of law with the duty to interpret such law, to the extent that such amendment or change of interpretation would require voter approval under California law, or to the extent that such change would result in a tax decrease (as a result of excluding all or a part of a utility service, or charge therefor, from taxation). Only to the extent voter approval would otherwise be required or a tax decrease would result, the prior version of the statute (or interpretation) shall remain applicable; for any application or situation that would not require voter approval or result in a decrease of a tax, provisions of the amended statute (or new interpretation) shall be applicable to the maximum possible extent.
To the extent that the city's authorization to collect or impose any tax imposed under this article is expanded or limited as a result of changes in state or federal law, no amendment or modification of this article shall be required to conform the tax to those changes, and the tax shall be imposed and collected to the full extent of the authorization up to the full amount of the tax imposed under this article. ( Ord. No. NS-2860, § 11, 12-9-14 )
Sec. 35-179. No increase in tax percentage or change in methodology without voter approval; amendment or repeal.
This article of the Santa Ana Municipal Code may be repealed or amended by the city council without a vote of the people. However, as required by Chapter XIIIC of the California Constitution, voter approval is required for any amendment provision that would increase the rate of any tax levied pursuant to this article. The people of the City of Santa Ana affirm that the following actions shall not constitute an increase of the rate of a tax:
City of Santa Ana
RFP No. 23-165
(1) The restoration of the rate of the tax to a rate that is no higher than that set by this article, if the city council has acted to reduce the rate of the tax;
(2) An administrative or legislative action that interprets or clarifies the methodology of the tax, or any definition applicable to the tax, so long as such interpretation or clarification (even if contrary to some prior interpretation or clarification) is not inconsistent with the language of this article; (3) The establishment a class of persons or class of service that is exempt or excepted from the tax or the discontinuation of any such exemption or exception (other than the discontinuation of an exemption or exception specifically set forth in this article); or (4) The collection of the tax imposed by this article, even if the city had, for some period of time, failed to collect the tax.
( Ord. No. NS-2860, § 12, 12-9-14 )
Sec. 35-180. Remedies cumulative.
All remedies and penalties prescribed by this article or which are available under any other provision of law or equity, including but not limited to the California False Claims Act (Government Code Section 12650 et seq.) and the California Unfair Practices Act (Business and Professions Code Section 17070 et seq.), are cumulative. The use of one (1) or more remedies by the city shall not bar the use of any other remedy for the pur pose of enforcing the provisions of this article.
( Ord. No. NS-2860, § 13, 12-9-14 )
Sec. 35-181. Interaction with prior tax.
(a) Collection of tax by service providers. Service providers shall begin to collect the tax imposed by this amended article as soon as feasible after the effective date of this article, but in no event later than permitted by Section 799 of the California Public Utilities Code. (b) Satisfaction of tax obligation by service users. Prior to April 1, 2015, any person who pays the tax levied pursuant to this article, as it existed prior to its amendment as provided herein, with respect to any charge for a service shall be deemed to have satisfied his or her obligation to pay the tax levied pursuant to this article as amended herein, with respect to that charge. The intent of this paragraph is to prevent the imposition of multiple taxes upon a single utility charge during the transition period from the prior Utility Users' Tax Code to the amended Utility Users' Tax Ordinance (which transition period ends April 1, 2015) and to permit service providers or other persons with an obligation to remit the tax hereunder, during that transition period, to satisfy their collection obligations by collecting either tax. (c) Satisfaction of tax obligation by service users paying the prior maximum utility users tax. Prior to July 1, 2015, any person who pays the maximum tax amount payable under the utility users tax pursuant to this article, as it existed prior to its amendment as provided herein, shall be deemed to have satisfied his or her obligation to pay the tax levied pursuant to this article as amended herein for the period of July 1, 2014 through June 30, 2015.
(d) In the event that a final court order should determine that the election enacting this article (as amended herein) is invalid for whatever reason, or that any tax imposed under this article (as amended herein) is invalid in whole or in part, then the taxes imposed under this article, as it existed prior to its amendment as provided herein, shall automatically continue to apply with respect to any service for which the tax levied pursuant to this article has been determined to be invalid. Such automatic cont inuation shall be effective beginning as of the first date of service (or billing date) for which the tax imposed by this article is not valid.
City of Santa Ana
RFP No. 23-165
However, in the event of an invalidation, any tax (other than a tax that is ordered refunded by the court or is otherwise refunded by the city) paid by a person with respect to a service and calculated pursuant to this article (as amended herein) shall be deemed to satisfy the tax imposed under this article, as it existed prior to its amendment as provided herein, on that service, so long as the tax is paid with respect to a service provided no later than six (6) months subsequent to the date on which the final court order is published. ( Ord. No. NS-2860, § 14, 12-9-14 )
Sec. 35-182. Ratification of prior tax.
The voters of the City of Santa Ana hereby ratify and approve the past collection of the utility users tax as imposed by Chapter 35, Article VI, of this Code as it existed prior to the effective date of this Ordinance. ( Ord. No. NS-2860, § 15, 12-9-14 )
Secs. 35-183—35-199. Reserved.
City of Santa Ana
RFP No. 23-165
Certification - I certify that I have read, understand and agree to the terms and conditions of this Request for Proposals. I have examined the Scope of Services (Exhibit I ) and am qualified to provide services being requested as specified herein. I understand and agree that I am responsible for reporting any errors, omissions or discrepancies to the City for clarification prior to the submission of my proposal.
PROPOSER’S STATEMENT: I have read, understood and agree to the terms and conditions on all pages of the Request for Proposals. Upon request, I will transfer and deliver goods or services to the City in accordance with said terms and conditions.
__________________________________________________________________________________
LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS
__________________________________________________________________________________
BUSINESS ADDRESS
__________________________________________________________________________________
PRINTED NAME OF AUTHORIZED AGENT TITLE
__________________________________________________________________________________
SIGNATURE OF AUTHORIZED AGENT DATE E- MAIL ADDRESS
__________________________________________________________________________________
FEDERAL ID NUMBER (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IFAPPLICABLE)
__________________________________________________________________________________
CITY OF SANTA ANA BUSINESS LICENSE NUMBER
(PLEASE PROVIDE IF AVAILABLE, BUT NOT REQUIRED UNTIL AND IF AN AWARD IS MADE TO PROPOSER.)
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
ATTACHMENT A
PROPOSER’S CERTIFICATION, PROPOSAL PRICING
City of Santa Ana
RFP No. 23-165
List and describe fully the contracts performed by your firm which demonstrate your ability to provide the supplies, equipment or services included in the scope of the proposal specifications . Attach additional pages if required . The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications.
REFERENCE
Customer Name:_________________________Contact Individual: ____________________________
Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________
Contract Amount: ________________________Year: ______________________________________
Description of supplies, equipment, or services provided:
__________________________________________________________________________________
REFERENCE
Customer Name:_________________________Contact Individual: ____________________________
Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________
Contract Amount: ________________________Year: ______________________________________
Description of supplies, equipment, or services provided:
__________________________________________________________________________________
REFERENCE
Customer Name:_________________________Contact Individual: ____________________________
Address: ________________________________Phone Number:
_______________________________ EMAIL: ____________________________________
Contract Amount: ________________________Year: ______________________________________
Description of supplies, equipment, or services provided:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
ATTACHMENT B
REFERENCES
City of Santa Ana
RFP No. 23-165
Proposer understands and agrees that this written RFP (or any part thereof specifically designated and accepted by the City of Santa Ana, hereinafter City) shall constitute the entire agreement between proposer and the City only after it has been accepted by the City Council, endorsed by the Clerk of the Council with her signature and official seal noting hereon the action of approval of the Council, signed by the Executive Director or his duly authorized agent, and signed by the City Attorney, denoting his approval of the form of this document, and its execution, and when it or an exact copy of it has been either delivered to proposer or deposited with the United States Postal Service properly addressed to the proposer with the correct postage affixed thereto.
Proposer further agrees that upon delivery (as defined above) of the accepted agreement he/she will furnish City all required bonds and certificate of liability insurance within ten (10) days (excluding Saturdays, Sundays and City’s legal holidays), or the funds, check, draft, or proposer’s bond substituted in lieu thereof accompanying this proposal shall become the property of the City and shall be considered as payment of damages due to the delay and other causes suffered by City because of the failure to furnish the necessary bonds and because it is distinctly agreed that the proof of damages actually suffered by City is difficult to ascertain; otherwise said funds, check drafts, or proposer’s bond substituted in lieu thereof shall be returned to the undersigned.
Proposer understands that a proposal is required for the entire work, that the estimated quantities set forth in the RFP schedule are solely for the purpose of comparing proposals, and that final compensation under the contract will be based upon the actual quantities of work satisfactorily completed.
All terms contained in the specifications, the certification of nondiscrimination by contractors, and the required insurance certificates are to be incorporated by reference into this agreement and are made specifically as part of this RFP.
Firm________________________________________________________________________________
Signed and Printed Name: ______________________________________________________________
Title ________________________________________________________________________________
Date
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
ATTACHMENT C
PROPOSER’S STATEMENT
City of Santa Ana
RFP No. 23-165
(Title 23 United States Code Section 112 and Public Contract Code Section 7106)
To the CITY OF SANTA ANA
In accordance with Title 23 United States Code Section 112 and Public Contract Code 7106 the proposer declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived or agreed with any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from bidding; that the proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the proposer or any proposer, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other proposer, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham proposal.
Note: The above non- collusion affidavit is part of the proposal . Signing this proposal on the signature portion thereof shall also constitute signature of this non-collusion affidavit. Proposers are cautioned that making a false certification may subject the certifier to criminal prosecution.
Signed____________________________________________________________________________
State of ________, County of __________________________________________________________
Subscribed and sworn to (or affirmed) before me on this________ day of_____________, 20____, by ________________________, proved to me on the basis of satisfactory evidence to be the person(s) who appeared before me.
________________________
Notary Public Signature Notary Public Seal
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
ATTACHMENT D
NON-COLLUSION AFFIDAVIT
City of Santa Ana
RFP No. 23-165
The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that:
(1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.
(2) If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form -LLL, "Disclosure of Lobbying Activities," in conformance with its instructions.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
The prospective participant also agrees by submitting his or her bid or proposal that he or she shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such subrecipients shall certify and disclose accordingly.
Signed:
Title:
Firm:
Date:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
ATTACHMENT E
NON-LOBBYING CERTIFICATION
City of Santa Ana
RFP No. 23-165
The undersigned consultant or corporate officer, during the performance of this contract, certifies as follows:
1. The Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The Consultant shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without, regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.
2. The Consultant shall, in all solicitations or advertisements for employees placed by or on behalf of the Consultant, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, or national origin.
3. The Consultant shall send to each labor union or representative of workers with which he/she has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers’ representatives of the Consultant’s commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.
4. The Consultant shall comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.
5. The Consultant shall furnish all information and reports required by Executive Order 11246 of September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his/her books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation, to ascertain compliance with such rules, regulations, and orders.
6. In the event of the Consultant’s non-compliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, the contract may be canceled, terminated, or suspended in whole or in part and the Consultant may be declared ineligible for further Government contracts or federally assisted construction contracts in accordance with procedures authorized in Execution Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulations, or order of the Secretary of Labor, or as otherwise provided by law.
7. The Consultant shall include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontract
ATTACHMENT F
NON-DISCRIMINATION CERTIFICATION
City of Santa Ana
RFP No. 23-165
or purchase order as the administering agency may direct as means of enforcing such provisions, including sanctions for noncompliance; provided, however, that in the event the Consultant becomes involved in, or is threatened with, litigation with a subconsultant or vendor as a result of such direction by the administering agency, the Consultant may request that the United States enter into such litigation to protect the interests of the United States.
8. Pursuant to California Labor Code Section 1735, as added by Chapter 643 Stats. 1939, and as amended, no discrimination shall be made in the employment of persons upon public works because of race, religious creed, color, national origin, ancestry, physical handicaps, mental condition, marital status, or sex of such persons, except as provided in Section 1420, and any consultant of public works violating this Section is subject to all the penalties imposed for a violation of the Chapter.
Signed:
Title:
Firm:
Date:
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
City of Santa Ana
RFP No. 23-165
NOTE: The numbers in this table correspond with the numbers listed in the Scope of Services. A “YES” response indicates the proposed system addresses all the detailed elements and functionalities identified in the Scope of Services. A “NO” response indicates that the system does not address all the functionalities. Proposers may include QUALIFIED responses to items they marked “NO,” but suspect may fulfill the needs of the City through other means within the proposed system. Space for QUALIFIED responses may be attached at the end of these tables.
Proposers may attach additional pages on letterhead if more space is needed for this purpose.
SEC. A GENERAL SYSTEM / SOFTWARE REQUIREMENTS YES NO
A1 System possesses the ability to integrate with various City & Third -Party solutions, including but not limited to the City’s incoming LMS (Clariti) and the City’s Treasury Services payment modules (System Innovators iNovah application & City of Santa Ana’s PAY application), and the Ci ty’s current Enterprise Resource Planning (ERP) system, Infor Lawson.
A2 Support for an automatic registration capability to convert qualified pre -licensing accounts to active business license tax accounts ready for receipt/business license certificate issuance or variance/penalty billing.
A3 Support for a competent in arrears original delinquency penalty abatement calculation/billing capability and incorporate a flexible installment agreement function with tracking.
A4 Support for pre-licensing and license renewal “pop-up” calculators.
A5 System supports filing, reporting, and payment tracking modules for the City’s tax programs for registration, renewal, payment, and collection needs.
A6 System automates the application, renewal, and payment business process of City of Santa Ana tax and assessment accounts.
A7 System can calculate standard or special taxes, fees, and assessments (in addition to penalties and interests) from City-defined formulas or rates with the ability for authorized City staff to override and amend the amounts charged.
A8 The ability to associate a payoff order/sequence to fees, taxes, interests, penalties, and any other charges within the system.
A9 System can re cord and associate accounts with invoice identifiers, receipts (including date and time of payment), and revenue account numbers for each tax and fee transaction.
A10 System can categorize and group accounts by appropriate record elements, particularly by business type, and apply the appropriate estimated taxation based on the license type category and related tax assessment.
A11 System allows for records to be searched, tracked, logged, and monitored based on different record elements, such as active/inactive status, age, location/GIS code, and business type.
A12 System allows for City staff to insert comments and notes on any account and place flags or warnings to accounts based on special comments/conditions, with timestamps and logs stored for each entry or transaction, including staff name plus ID number.
A13 System generates consistent and accurate reports in standard or customizable formats on a scheduled or as-needed basis.
A14 Proposer will migrate data from the City’s current software(s) to the awarded software system.
ATTACHMENT G
PROPOSERS’ QUESTIONNAIRE
City of Santa Ana
RFP No. 23-165
A15 Proposer will p rovide continuous updates or allow for the configuration of rules within the system to meet the City’s changes in legislative requirements, technology needs, and operational demands, in addition to complying with Federal and State of California laws and regulations.
A16 System supports Section 508 Accessibility Standards.
A17 Proposer can a pply the City of Santa Ana logo and other branding elements where appropriate.
ITEM # QUALIFIED RESPONSE (IF “NO” WAS MARKED)
SEC. B TECHNICAL SYSTEM / SOFTWARE REQUIREMENTS YES NO
B1 System can f unction in a web -based environment with support for multiple browsers including Microsoft Edge Chromium Edition and Google Chrome browsers on Windows versions 10 and 11.
B2 Proposer will provide automatic file backups with daily continuity and disaster recovery.
B3 System can p rovide or integrate with a GIS/GEO code address master to ensure applicants seeking licensure as in-city businesses have both a City of Santa Ana postal designation as well as function at a validated physical location within the City’s formal boundaries.
B4 System can integrate with the City’s incoming LMS (Clariti) to properly link licenses with the City’s real estate records. The proposed system must be able to automatically suppress issuance of a formal business license tax certificate when unapproved or pending requirements are noted in Clariti.
B5 System supports County of Orange tax lien and City of Santa Ana administrative citation processes.
B6 System handles Standard Industrial Classification (SIC) Code assignments / North American Industrial Classification System (NAICS) Code selections as part of the initial business licensing process.
B7 System e nsures data integrity, accuracy, and complet eness with standard or configurable validation rules for data fields.
B8 System possesses the ability for bulk data entry that triggers workflow processes within the system.
B9 System possesses the ability to export account records in bulk with mail merge printing capabilities.
B10 System possesses the ability to send mass to select email addresses on record.
City of Santa Ana
RFP No. 23-165
B11 System can a utomatically generate and distribute invoices/billing statements and filing forms via email for business license renewals on a monthly, quarterly, semi- annual, annual, or as-needed basis based on the business type or other defined characteristics.
B12 System possesses the ability to export financial records or contain a General Ledger interface that communicates with the City’s existing or future financial systems and other City software systems.
B13 System accepts payments by cash, check, credit, ACH/EFT with the ability to accept payments online including partial payments and mixed tender payments (combination of check, credit, and cash).
B14 System permits staff to adjust payments (e.g. payment submitted to wr ong account or fee and adjustments are needed) with record of transactional changes within the system.
B15 System issues a paper receipt or an online receipt upon receiving a completed payment.
B16 System t racks account deposits and credits that may be applied to future business license renewals.
B17 System s upports a City -controlled carry -forward function to carry unpaid balances forward into a future tax year.
B18 System processes payment refunds, issue credits, and void payments transactions.
B19 System imposes a fee for payments returned as a result of insufficient funds.
B20 System a utomatically generate s and place s warnings and/or holds on noncompliant accounts as a result of delinquency, license expiration, returned payments (i.e., bounced checks), partial payments not approved, and other City-defined characteristics.
B21 System supports the ability to place specific business type accounts in a nonrenewal “suspense” state if the license is not renewed within a twelve (12) month period.
B22 System will remain in compliance with industry-standard payment security protocols and regulations, including Payment Card Industry Data Security Standards (PCI DDS).
B23 System allows an authorized staff member to manually release an automatic “Hold” on an account to permit issuance of a business license tax certificate.
B24 System co ntains or implement s security measures to protect the confidentiality and integrity of information on record.
B25 System supports a single sign-on from within the City of Santa Ana’s internal network or support LDAP authentication via Active Directory.
B26 For on-premises hosting, the proposed solution is compatible with Microsoft Windows Server (2022).
B27 For on-premises hosting, the proposed solution is compatible with Microsoft SQL Server 2017 or 2019.
B28 System i ntegrates with Microsoft Exchange Server 2016 or later for system functionalities requiring City infrastructure to send and receive emails.
B29 The proposer understands that the proposed system must provide updates for current and future versions of integrated City software at no additional cost, except cost incorporated in an annual base support and maintenance fee.
ITEM # QUALIFIED RESPONSE (IF “NO” WAS MARKED)
City of Santa Ana
RFP No. 23-165
SEC. C PUBLIC PORTAL / CITIZEN ACCESS REQUIREMENTS YES NO C1 The Public Portal / Citizen Access component(s) support s multiple browsers and their versions, and multiple operating systems in desktop or scalable mobile formats (i.e. tablet, smartphone, laptop, etc.).
C2 System supports translations within the system itself or through integrated tools, such as Google Translate, with specialized expert (City defined) language translations as needed.
C3 System e nables members of the public to submit inquiries and complaints online, without requiring access credentials should submitters desire to remain anonymous.
C4 System controls information visibility and limit public access to internal information with the City able to determine what is viewable by the public.
ITEM # QUALIFIED RESPONSE (IF “NO” WAS MARKED)
SEC. D UNLICENSED BUSINESS LEAD DEVELOPMENT REQUIREMENTS YES NO D1 System a ctively support s the conversion process of guiding leads towards business license registration which may include the upload of external data to be compared with City of Santa Ana data to identify unlicensed businesses within the City’s boundaries.
D2 System possesses the ability to search, filter, and categorize leads to view and process by source, business license type, campaign category, and other relevant attributes.
D3 System p ossesses the ability to export bulk lead records with mail merge printing capabilities to allow for the creation and revision of licensing notices and other letters/memorandums/documents generated with predefined document templates, including archiving final notices based on campaign type and requestor ID.
ITEM # QUALIFIED RESPONSE (IF “NO” WAS MARKED)
SEC. E IMPLEMENTATION REQUIREMENTS YES NO
E1 The proposer understands the City expects f ull implementation, release, and acceptance by mid- to late-2025.
City of Santa Ana
RFP No. 23-165
E2 Proposer understands they must provide projected software customization, testing, data migration, implementation, parallel operation and final release and acceptance timelines.
E3 Proposer understands they must provide unlimited phone and email support to the City of Santa Ana during the City’s regular business hours. The City operates from 7:30 A.M. – 5:30 P.M. Monday through Thursday, and 8:00 A.M. – 5:00 P.M. every other Friday.
E4 Proposer can provide emergency support after regular business hours that may be charged separately.
E5 Proposers possesses the ability to provide remote desktop support.
E6 City staff will have the ability to view Support and Enhancement Requests (including individual and City-wide request tickets) via reports and/or portal access.
E7 Proposer will provide a testing environment for implementation of the new system that will remain available at all times during the term of the contract.
E8 Proposer understands they must own, lead, manage, and coordinate all aspects of the project to migrate from the City’s current taxation software to the awarded application.
E9 Proposer understands they must own and manage the entirety of the historical data conversion from the current system to the awarded application.
E10 Proposer understands they are responsible for the cleansing, extraction, translation, and upload of the City’s data.
E11 Proposer understands that City staff’s responsibility will be limited to providing general feedback on the data conversion.
E12 Proposer understands they must provide comprehensive software training that does not employ a train-the-trainer approach.
ITEM # QUALIFIED RESPONSE (IF “NO” WAS MARKED)
SEC. F OPTIONAL OFFERINGS YES NO
F1 Proposed system can offer a module for the administration of the PREP, including a public interface, with the ability to perform primary and variance/penalty billing utilizing the same business rules as the Business License Taxation Software.
THIS FORM MUST BE COMPLETED AND INCLUDED WITH THE PROPOSAL.
PROPOSALS THAT DO NOT CONTAIN THIS FORM WILL BE CONSIDERED NONRESPONSIVE.
City of Santa Ana
RFP No. 23-165