RFP – Real Property Reassessment Project

Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 1 Lackawanna County Commissioners REQUEST FOR PROPOSAL Real Property Reassessment Project RFP# 266-21-100 Issue Date: August 16, 2021 Response Date: 11:00AM September 23, 2021 Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 2 Announcement NOTICE IS HEREBY GIVEN that pursuant to a fair and open process, proposal submissions will be received by the Lackawanna County Board of Commissioners, on Thursday September 23, 2021, until 11:00AM for the Real Property Reassessment Project. Vendors with interest in providing these services are invited to attend a Mandatory Pre- Proposal Conference on September 2, 2021, 10:00AM in the Commissioner’ Conference Room 5th Floor Lackawanna County Government Center, 123 Wyoming Avenue, Scranton, PA 18503. Masks are required to worn on all Lackawanna County properties. The meeting is intended to provide clarification of this RFP, where needed, and

to respond to all technical inquiries. To attend the Pre-Proposal Conference, please confirm attendance by emailing wechslerj@lackawannacounty.org by August 30, 2021, 4:00PM. All questions concerning these specifications shall be emailed to wechslerj@lackawannacounty.org prior to September 9, 2021. Answers shall be posted on the Lackawanna County Website. Vendors desiring to provide reassessment services according to this RFP must deliver 4 (four) sealed copies of their proposal to Lackawanna County Chief of Staff, 123 Wyoming Avenue 6th Floor, Scranton, PA 18503 no later than September 23, 2021, 11:00AM. Vendors must also submit one electronic proposal to hartet@lackawannacounty.org no later than September 23,2021, 11:00AM. Proposals shall be marked with Project Name, RFP #, and Company Name. Proposals received after this specified time will not be considered by the County. The County assumes no liability for the costs incurred by a Vendor in preparing its proposal for professional services in response to this RFP. The County reserves the right to reject any or all proposals. Only vendors who have attended the Pre-Bid Conference shall be allowed to submit proposals. Submitted proposal shall be good for 60 Days. The County reserves the right to request that submitted proposals be extended for a longer period. No substantive changes will be allowed after the submission of the proposals. Interviews will be held for Vendors that submit proposals at the discretion of the County. Proposal clarification and explanation will be the primary purpose of the interview; therefore, Vendors are encouraged to have their prospective project directors actively participate in this process. If the Project Administrator determines that, due to the fault of the Vendor, the project is not progressing satisfactorily on schedule, an additional twenty percent (20%) of the bill will be retained. The Project Administrator will provide the Vendor with written justification for the additional retainage and define an acceptable resolution to the situation. If the problem has been rectified to the satisfaction of the Project Administrator within thirty (30) calendar days, the twenty percent (20%) will be paid at that time. If the problem is not rectified within the thirty (30) day period, the Project Administrator will immediately determine whether the twenty percent (20%) will be retained until thirty (30) days after satisfactory completion of all terms of the contract; or, whether the County will exercise the option of having the work satisfactorily completed at its own expense and the cost thereof deducted from the retainage. The above percentages shall be finalized prior to contract award. In addition to the retainage provisions found in Section 8, a bid guaranty, a certified check, bank cashier's check, trust company treasurer's check, bid bond on the form provided and furnished with the Contract Documents, or other form of security permitted by applicable law in the amount of 10% of the Total Bid shall be submitted with each proposal as a guarantee that the bidder will execute the contract if awarded the same. Checks shall be made to the Treasurer of Lackawanna County. mailto:wechslerj@lackawannacounty.org mailto:hartet@lackawannacounty.org Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 3 Documentation and Information Required for Proposal Submission 1. Credit and Financial Reports……………………………………….. Page 18 2. Project Timetable……………………………………………………….. Page 26 3. Data Conversion…………………………………………………………. Page 34 4. Data Security……………………………………………………………… Page 61 5. Vendor Project Staffing and Organizational Chart………. Page 62 6. Vendor Staff Charges………………………………………………….. Page 63 7. Proposal Pricing………………………………………..Appendix A Section E 8. Non-collusion Affidavit……………………………………………Appendix J Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 4 PROPOSAL PROCESS SCHEDULE Event Date Time Issue RFP 8/16/2021 N/A Notification of Attendance to Pre-Bid Conference 8/30/2021 4;00PM Pre-Bid Conference 9/2/2021 10:00AM Issue Pre-proposal Meeting Summary 9/16/2021 4:00PM Receipt of Sealed response to the RFP including bid amount 9/23/2021 11:00 AM Conduct Vendor Interviews and demonstrations 10/23/2021 N/A (If necessary) (Tentative) Contract Award Date (Tentative) 11/22/2021 N/A Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 5 Table of Contents REQUEST FOR PROPOSAL .............................................................................................................................. 1 DOCUMENTAIO AND INFORMATION REQUIRED FOR SUBMISSION OF PROPOSAL ........................................ 2 PROPOSAL PROCESS SCHEDULE ................................................................................................................... 3 TABLE OF CONTENTS……………………………………………………………………………………………………………………………….7 - 8 DEFINITIONS………………………………………………………………………………………………………………………………………….9-15 SECTION 1 – INTRODUCTION…………………………………………………………………………………………………16-17 SECTION 2 – COUNTY PROFILE ..................................................................................................................................................... 18 SECTION 3 - COUNTY RESPONSIBILITIES ................................................................................................................................... 19 3.1 Project Management Team ............................................................................................................................. 19 3.2 Data Manager – Information Technology Representative .............................................................................. 19 3.3 Director of Assessment, Chief Assessor (or designee) Participation ............................................................... 19 3.4 Staff Involvement ............................................................................................................................................. 20 3.5 Clerical Function(s) .......................................................................................................................................... 20 3.6 Space and Equipment ...................................................................................................................................... 20 3.7 Documentation ................................................................................................................................................ 21 3.8 Property Record Cards ..................................................................................................................................... 22 3.9 Reconciliation of New Construction, Mapping, File Maintenance during Term of Contract .......................... 22 3.10 GIS Capacity and Availability .......................................................................................................................... 22 3.11 Software and Hardware Requirements ......................................................................................................... 23 Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 6 3.12 Payments to Vendors ..................................................................................................................................................... 23 3.13 Contract Monitoring ....................................................................................................................................................... 23 SECTION 4 - PROJECT REQUIREMENTS/VENDOR RESPONSIBILITIES............................................................................... 24 4.1 The Vendor shall do and perform the following work. .................................................................................... 24 4.2 Project Management……………………………………………………………………………………………………………………………………………………24 4.3 Project Timetable………………………………………………………………………………………………………………………………….25-27 4.4 Project Status Control ...................................................................................................................................... 27 4.5 Public Information/Relations…………………………………………………………………………………………………………………………………27-29 4.6 Local Staff Training ........................................................................................................................................... 29 4.6.1 Data Collector Training .................................................................................................................... 30 4.6.2 Training of County Staff & Assessors……………………………………………………………………………………30 -32 4.6.3 Board Training .................................................................................................................................. 32 4.7 Data Conversion ............................................................................................................................................... 33 4.8 Information Technology/ Data Processing ...................................................................................................... 33 4.8.1 Hardware ......................................................................................................................................... 34 4.8.2 Software………………………………………………………………………………………………………………………………..34-41 4.8.3 Data Obligations……………………………………………………………………………………………………………………41-42 4.9 Tax Map Data ................................................................................................................................................... 42 4.10 Property Owner Inquiry ................................................................................................................................. 42 4.11 Subject Inventory Data Collection ................................................................................................................. 43 4.11.1 Collection Instrument .................................................................................................................... 45 4.11.2 Parcel Entry .................................................................................................................................... 45 4.11.3 File Creation and Maintenance...................................................................................................... 45 4.11.4 Parcel Improvement Sketches ....................................................................................................... 46 Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 7 4.11.5 Data Collectors .............................................................................................................................................. 47 4.11.6 Data Quality Control ..................................................................................................................................... 47 4.11.7 Vacant and Agricultural Land ........................................................................................................................ 48 4.11.8 Public Utility Parcels and Railroad Parcels .................................................................................................... 48 4.11.9 Data Mailer ........................................................................................................................................... 48 4.12 Sales Inventory Collection and File Creation ................................................................................................................... 50 4.13 Data Edits ........................................................................................................................................................................ 50 4.14 Valuation ......................................................................................................................................................................... 51 4.14.1 Valuation of Land ........................................................................................................................................... 51 4.14.2 Neighborhood Delineations / Profiles ............................................................................................................ 51 4.14.3 Residential Improvements Valuation ............................................................................................................. 53 4.14.4 Farm Improvements Valuation ..................................................................................................................... 53 4.14.5 Commercial/Industrial/Public Utility Valuation ............................................................................................. 53 4.14.6 Unique and Highly Complex Parcels............................................................................................................... 53 4.14.7 Condominiums, Cooperatives and Planned Communities (as applicable) ..................................................... 54 4.14.8 Exempt Valuation and/or Immune Property ................................................................................................. 54 4.14.9 Valuation Summary Reports .......................................................................................................................... 54 4.15 Final Value Field Review .................................................................................................................................................. 55 4.16 Statistical Studies ............................................................................................................................................................ 55 4.17 Assessor’s Preliminary Value Review .............................................................................................................................. 56 4.18 Assessment Notification Options .................................................................................................................................... 57 4.19 Informal Review Process ................................................................................................................................................. 57 4.20 Certified Final Value Change Notice /Formal Determination of Value Notice ................................................................ 58 4.21 Formal Appeal Process; Formal Defense of Values ......................................................................................................... 58 4.22 Mass Mailing and Postage ............................................................................................................................................... 58 4.23 Data Entry ........................................................................................................................................................................ 59 4.24 Valuation Documentation ............................................................................................................................................... 59 4.25 Appraisal Manual ............................................................................................................................................................ 59 SECTION 5- DATA SECURITY ....................................................................................................................... 60 Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 8 SECTION 6 - VENDOR PROJECT STAFFING ................................................................... ................................. 61 6.1 Project Management and Technical Staff ......................................................................................................................... 61 6.2 Vendor Staff Charges Outside of this Agreement ............................................................................................................. 62 6.3 Staffing Changes ............................................................................................................................................................... 62 SECTION 7 - DELIVERABLE PRODUCTS……………………………………………………………………………………………………63-65 SECTION 8 - PAYMENT SCHEDULE AND PENALTY .................................................................................................................. 66 SECTION 9 - CONTRACTUAL REQUIREMENTS ............................................................................................... 67 9.1 Compliance with Laws, Regulations and Professional Standards .................................................................... 67 9.2 Nondiscrimination ........................................................................................................................................... 67 9.3 Changes in Contract ......................................................................................................................................... 67 9.4 Statement of Noncollusion .............................................................................................................................. 67 9.5 Insurance Requirements .................................................................................................................................. 68 9.6 Conflict of Interest ........................................................................................................................................... 68 9.7 Assignment of Contract ................................................................................................................................... 69 9.8 Compensation .................................................................................................................................................. 69 9.9 Ownership of Data and Work Products ........................................................................................................... 69 9.10 General Legal Responsibility .......................................................................................................................... 70 9.11 Instrument of Contract .................................................................................................................................. 70 9.12 Right-to-Know ................................................................................................................................................ 70 9.13 Default ........................................................................................................................................................... 71 9.14 Bid Bond…………………………………………………………………………………………………………………………………………………..71 SECTION 10 - PROJECT COST ITEMIZATION ................................................................................................... 72 Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 9 DEFINITIONS The following terms are used throughout these specifications and shall have that meaning expressly indicated below: “Assessed Value.” The assessment placed on real property by the County assessment office upon which all real estate taxes shall be calculated. “Act 319.” See Pennsylvania Farmland and Forest Land Assessment Act of 1974. “Act 515.” See Covenants to Preserve Land Use – Property Tax Assessments. “Agricultural Area Security Law.” The act of June 30, 1981, P.L. 128, No. 43 (3 P.S. 901 et seq.). “Arm’s-Length Sale/Transaction.” A sale in the open market between two unrelated parties, each of whom is reasonably knowledgeable of market conditions and under no undue pressure to buy or sell. (IAAO, Standard on Verification and Adjustment of Sales, November 2010). “ASA.” See Agricultural Area Security Law. “Assessment Laws.” Any of the following: The Consolidated County Assessment Law (53 Pa.C.S. 8801 et seq.). The General County Assessment Law (1933, P.L. 853, No. 155). The Second-Class County Assessment Law (1939, P.L. 1199, No. 404), the Second-Class County Code (1953, P.L. 723, No. 230); and applicable provisions of a home rule charter and administrative code established by a home rule County. An act related to Taxation; Board of Revision of Taxes in a County of the first class (1939, P.L. 1199, No. 404), and applicable provisions of a home rule charter and administrative code established by a home rule county/city. The Third-Class City Code (11 Pa.C.S., Ch. 125, Subch. A) (relating to assessment of property for taxation). “Assessors Certification Act.” Act of April 16, 1992, P.L. 155, No. 28. “Assessor.” See Certified Pennsylvania Evaluator. “Base Year.” The year upon which real property market values are based for the most recent Countywide revision of assessment of real property or other prior year upon which the market value of all real property of the County is based for assessment purposes. Real property market values shall be equalized within the County and any changes by the board shall be expressed in terms of base-year values. “Board.” Any of the following: "Board." As defined in the Consolidated County Assessment Law (53 Pa.C.S. Ch. 88), Section 8802 (relating to definitions). Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 10 The Board of Property Assessment, Appeals and Review in a County of the second class under the act of June 21, 1939 (P.L. 626, No. 294), referred to as the Second-Class County Assessment Law, or a similar body established by a home rule County. The Board of Revision of Taxes and Appeals in under 11 (Cities) of the Pa.C.S., Ch. 125, Subch. A. The Board of Revision of Taxes in a County of the first class under the act of June 27, 1939, (P.L. 1199, No. 404), relating to taxation. “Certification Date.” The statutory date by which formal real property valuations are certified by the county assessment office. In counties of the second-class A through eighth class, this date is November 15. See 53 Pa.C.S. § 8844 (f). “Certified Pennsylvania Evaluator (CPE).” A person responsible for the valuation of real property for ad valorem taxation purposes who has satisfied the qualifications for certification as a Certified Pennsylvania Evaluator pursuant to the Assessors Certification Act and the Professional and Vocational Standards under Title 49 Pa. Code, Ch. 36, Subch. C (Certified Pennsylvania Evaluators). “Clean and Green.” See The Pennsylvania Farmland and Forest Land Assessment Act of 1974. “Coefficient of Dispersion (COD).” The average deviation of a group of numbers from the median expressed as a percentage of the median. In ratio studies, the average percentage deviation from the median ratio. (IAAO, Standard on Ratio Studies, April 2013). “Common Level Ratio (CLR).” The ratio of assessed value to current market value used generally in the County and published by the State Tax Equalization Board on or before July 1 of the year prior to the tax year on ap- peal before the Board under the act of June 27, 1996, P.L. 403, No. 58. “Company.” See Vendor. “Computer-Assisted Mass Appraisal (CAMA).” A process that uses a system of integrated components and software tools necessary to support the appraisal of a universe of properties using mathematical models that represent the relationship between property value and supply/demand factors (IAAO, Standard on Ratio Studies, April 2013). “Contract Administrator.” The County official who represents the County in all legal and contractual matters regarding the reassessment project. “Contract Monitor(s).” An independent third party hired by the County to review the services and products provided under the contract. An effective monitor must be thoroughly familiar with the contract, RFP and successful bid and may also have served as consultant in the development of the RFP or selection of the successful bidder. The Contract Monitor must stay in close contact with the project and review major tasks in a timely manner. (Modified definition based on IAAO, Standard on Contracting for Assessment Services, Section 5.5, December 2008). “Cost Approach.” One of the three approaches to value, the cost approach is based on the principal of substitution—that a rational, informed purchaser will pay no more for a property than the cost of building an Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 11 acceptable substitute with like utility. The cost approach seeks to determine the replacement cost new of an improvement less depreciation plus land value; it is the method of estimating the value of property by: (a) estimating the cost of construction based on replacement or reproduction cost new or trended historic cost (often adjusted by a local multiplier), (b) subtracting depreciation, and (c) adding the estimated site value. The site value is most frequently determined by the sales comparison approach. “Countywide Revision of Assessment.” A change in the established predetermined ratio or revaluation of all real property within a County. “Covenants to Preserve Land Use—Property Tax Assessments.” The act of January 13, (1966) 1965, P.L. 1292, No. 515 (16 P.S. § 1191 et seq.). “Crew Chief.” The person(s) responsible for the recollection and/or field verification of data collected. The crew chief monitors and ensures the quality, consistency, and accuracy of all the data collected by data collectors. The crew chief must be a trained data collector and have a minimum of six months of prior experience as a data collector. “Data Collector.” An individual employed by a County or Vendor for the sole purpose of collecting real property characteristics. “Data Edit.” The process of examining recorded data to ensure that each element of data is reasonable and is consistent with others recorded for the same object such as a parcel of real estate (IAAO, Standard on Mass Appraisal of Real Property, April 2013). “Data Mailer.” A standardized report listing, enumerating, and describing specific property characteristics. “Desktop Review.” Digital imaging technology tools, recognized by the IAAO Standard on Mass Appraisal of Real Property, Section 3.3.5, July 1017, or the successor version, to supplement field reinspections with a computer-assisted office review. “Established Predetermined Ratio (EPR).” The ratio of assessed value to market value established by the Board of County Commissioners or comparable governing body in a home rule County and uniformly applied in determining assessed value in any year. “Farmstead Property Exclusion.” See Homestead Property Exclusion Program Act. “Field Review.” The process by which a crew chief or other qualified individual reviews the data collection documents and revisits select properties to ensure quality, consistency and accuracy of data collected by data collectors. This is done by an exterior inspection from the public right-of-way or roadway. See 4.11.6 (Data Quality Control). “Field Supervisor.” See Crew Chief. “Final Assessment Roll.” A document containing property owner(s) name, mailing address, property location and uniform parcel identifier, or reference to the tax map, and taxable status, and real property assessment of all parcels in a County. See Certification Date. “Final Reviewer.” A CPE with experience and knowledge of valuation techniques employed on this project for the property categories for which the CPE will be responsible. The final reviewer will use a site visit and/or Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 12 Desktop review and CAMA tools to review data completeness and value uniformity. A final reviewer must have completed training as set forth in the contract. See 4.15 (Final Value Field Review). “Final Value Field Review.” The process of verifying the accuracy and uniformity of individual property values conducted by a final reviewer via a site visit field review and/or desk-top review. See 4.15 (Final Value Field Review). “Geographic Information System (GIS).” (1) A database management system used to store, retrieve, manipulate, analyze, and display spatial information. (2) One type of computerized mapping system capable of integrating spatial data (land information) and attribute data among different layers on a base map. (IAAO Glossary for Property Appraisal and Assessment, Second Edition.) “Homestead Property Exclusion Program Act.” The act of May 5, 1998, P.L. 301, No. 50 (53 Pa.C.S. § 8581 et seq.). “Hybrid Project.” The County receives Vendor assistance with limited or specifically defined aspects of the reassessment. “Improvement of Deteriorating Real Property or Areas Tax Exemption Act.” The act of July 9, 1971, P.L. 206, No. 34 (72 P.S. § 4711-101 et seq.). “Income Approach to Value.” One of the three approaches to value, based on the concept that current value is the present worth of future benefits to be derived from the income produced by an asset over the remain- der of its economic life. The income approach uses a capitalization rate to convert the anticipated income stream into an estimate of present worth. (IAAO Standard on Automated Valuation Models, September 2003.) “International Association of Assessing Officers (IAAO).” A professional membership organization of government assessment officials and others interested in the administration of the property tax. “Keystone Opportunity Zone, Keystone Opportunity Expansion Zone and Keystone Opportunity Improvement Zone Act.” The act of October 6, 1998, P.L. 705, No. 2 (73 P.S. § 820.101 et seq.). “KOZ.” See Keystone Opportunity Zone, Keystone Opportunity Expansion Zone and Keystone Opportunity Improvement Zone Act. “KOEZ.” See Keystone Opportunity Zone, Keystone Opportunity Expansion Zone and Keystone Opportunity Improvement Zone Act. “KOIZ.” See Keystone Opportunity Zone, Keystone Opportunity Expansion Zone and Keystone Opportunity Improvement Zone Act. “LERTA.” See Local Economic Revitalization Tax Assistance Act. “Local Economic Revitalization Tax Assistance Act.” The act of December 1, 1977, P.L. 237, No. 76 (72 P.S. § 4722 et seq.). “Market Area.” A geographic area, typically encompassing a group of neighborhoods, defined on the basis that the properties within its boundaries are subject to similar economic forces and supply and demand factors. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 13 A separate valuation model is often developed for each market area. Smaller or midsized jurisdictions may constitute a single market area. “Market Value.” The price in a competitive market which a purchaser, willing but not obligated to buy, would pay an owner, willing but not obligated to sell, taking into consideration all the legal uses to which the property can be adapted and might be reasonably applied. [Pennsylvania appellate courts have defined market value. See Buhl Foundation v. Board of Property Assessment, Appeals and Review of Allegheny County, 407 Pa. 567, 180 A.2d 900 (1962); U.S. Steel Corp. v. Board of Assessment and Revision of Taxes of Bucks County, 422 Pa. 463, 223 A.2d 92 (1966).] “Neighborhood.” (1) The local environment of a subject property that has a direct and immediate effect on value. (2) A geographic area (in which there are typically fewer than several thousand properties) defined for some useful purpose, such as to ensure for later multiple regression modeling that the properties are relatively homogeneous and share important locational characteristics. (IAAO Standard on Mass Appraisal of Real Property, April 2013). “New Home Construction Local Tax Abatement Act.” The act of December 17, 1986, P.L. 693, No. 202 (72 P.S. § 4754-1 et seq.). “Pennsylvania Farmland and Forest Land Assessment Act of 1974.” The act of December 19, 1974, P.L. 973, No. 319 (72 P.S. § 5490.1 et seq.). “Orthophotography.” An orthophoto, orthophotograph or orthoimage, also known as “ortho,” is an aerial photograph geometrically corrected ("orthorectified") such that the scale is uniform: the photo has the same lack of distortion as a map. Unlike an uncorrected aerial photograph, an orthophotograph can be used to measure true distances because it is an accurate representation of the Earth's surface, having been adjusted for topographic relief, lens distortion, and camera tilt. “Oblique Aerial Photography.” Photographic images taken from an aircraft where the camera direction is at an angle to the ground beneath. “PRB.” (Coefficient of price-related bias.) An index of price -related bias obtained by regressing percentage deviations from the median ratio on percentage changes in a value proxy, which is obtained by giving equal weight to assessments and sales prices to minimize measurement biases. “PRD.” (Price-Related Differential). The mean divided by the weighted mean. The statistic has a slight bias upward. Price-related differentials above 1.03 tend to indicate assessment regressively; price-related differentials below 0.98 tend to indicate assessment progressivity. (IAAO, Standard on Ratio Studies, April 2013.) “Parcel.” A separate, tax map-designated piece or portion of all real property, taxable or nontaxable, or eligible for preferential assessments. “Preferential Assessments.” The total use value of land qualifying for assessment under the Pennsylvania Farmland and Forest Land Assessment Act of 1974 (commonly referred to as the Clean and Green Act, Act 319). “Preliminary Assessment Roll.” A roll of assessed values that are subject to appeal by a property owner before the Board. This roll becomes final upon certification by the county assessment office. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 14 “Project Administrator.” The individual designated by the County who is responsible for overall project management and analysis, and direct project coordination. This individual represents the County in all project administration matters. “Property Record Card including ‘ecard’.” A document, hard paper copy or electronic, detailing basic real property information and property improvement characteristics. “Project Director.” The Vendor staff member who will be responsible for Vendor project management and coordination of all Vendor activities, and who will represent the Vendor in all contracts and/or project administrative matters. “RFP.” This request for proposal which contains specifications for the contractual services phase of the County’s reassessment project and should be attached to the final contract for reference. The final contract serves as the master/primary contract work statement, and the basis for resolving disputes. “Ratio Study.” A study of the relationship between assessed values and market values. Indicators of market values may be either sales (sales ratio study) or independent “expert” appraisals (appraisal ratio study) (IAAO, Standard on Ratio Studies, April 2013). “Reassessment.” The mass appraisal of all property within a County. Also called a revaluation or reappraisal. (IAAO, Standard on Mass Appraisal of Real Property, April 2013, p. 21.) “Sales Comparison Approach.” – One of the three approaches to value, the sales comparison approach estimates a property’s value (or some other characteristic, such as its depreciation) by reference to comparable sales. Also known as the Comparable Sales Approach or Market Approach. (IAAO Standard on Automated Valuation Models, September 2003.) [For applications of the Sales Comparison Approach, see IAAO Standard on Mass Appraisal of Real Property, Section 4.3, April 2013, or successor version.] “Turnkey Project.” The Vendor delivers a completed reassessment project to the County in an agreed upon timeframe. (IAAO Glossary for Property Appraisal and Assessment, Second Edition.) “Uniform Standards of Professional Appraisal Practice (USPAP).” The purpose of the USPAP is to promote and maintain a high level of public trust in appraisal practice by establishing requirements for appraisers. It is essential that appraisers develop and communicate their analysis, opinions, and conclusions to intended users of their services in a manner that is meaningful and not misleading. The Appraisal Standards Board (ASB) promulgates USPAP for both appraisers and users of appraisal services. The ASB is a Board established by The Appraisal Foundation, Authorized by Congress as the Source of Appraisal Standards and Appraiser Qualifications. “Valuation.” Developing and reviewing a new determination of market value for each parcel based on current data for the County’s identified base year of valuation by the appropriate use of one or more of the accepted three approaches to value (cost, sales comparison, and income). “Valuation Date.” All real property is valued as of this date. In Pennsylvania, also known as the base year date. “Value Delivery.” The contractual date(s) by which real property valuations are delivered by the Vendor to the Board/County. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 15 “Vendor.” The qualified company that enters into an agreement with the County to provide the professional contract services described in these specifications. “Work file.” Documentation necessary to support an assessor’s analyses, opinions, and conclusions. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 16 SECTION 1 – INTRODUCTION The Commissioners of Lackawanna County have voted to proceed with publication of a Request For Proposal to identify capable vendors to provide a Countywide Property Tax Reassessment. This document is a request for proposal to accomplish a turnkey reassessment project, and the implementation of related computerized valuation, and tax administration systems. The County intends to solicit proposals from Vendors that are capable of undertaking and successfully completing a reassessment of approximately 104,000 parcels of real property over a 36-month period, and conducting such reassessment in conformance with applicable statutes, regulations, and professional standards. The County intends to select a Vendor that has a successful history of undertaking and completing real property reassessment projects. A mandatory Pre-Bid Conference will be held on September 2, 2021, 10:00AM, Lackawanna County Government Center, 123 Wyoming Avenue 5th Floor, Scranton, PA 18505. Only vendors who attend the Pre- Bid Conference shall be allowed to submit proposals. Masks are required. Reservations are required to attend the Pre-Bid Conference. Requests for attendance must be submitted via email to wechslerj@lackawannacounty.org by August 30, 2021, 4:00PM. The Vendor must have undertaken and completed real property assessment projects of which any one such project must have totaled over 50,000 parcels. The Vendor must have experienced personnel on its permanent staff payroll who possesses direct experience managing real property reassessment projects and who have the skills and experience to undertake major public information and personnel training programs. Pursuant to Pennsylvania statute, any person employed by a revaluation company who is directly responsible for the valuation of real property shall have met the educational requirements set forth in the Assessor’s Certification Act or successfully completed educational courses equal to the minimum qualifications established by the State Board of Certified Real Estate Appraisers. Failure to meet these requirements will prohibit that person from determining the value of real property in this Commonwealth. Vendors should be aware of legislative changes that will require revaluation company personnel who are directly responsible for the valuation of real property in the Commonwealth to be licensed as a CPE by the State Board of Certified Real Estate Appraisers. See Senate 832 and House Bill 1594 of the 2017-2018 legislative session of the Pennsylvania General Assembly. Supplemental technical experience information, relating only to real property reassessment projects, is re- quired in the proposal. Such information shall include full identification of the contracting parties, number of parcels, and dates and duration of contracts. The Vendor is required to submit in its proposal a complete client list of all real property related projects with which it has been associated over the past five years. A contact person and telephone number shall be provided for each project listed. mailto:wechslerj@lackawannacounty.org Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 17 Every proposal shall include: (1) a current credit report or DUNS Number, and (2) the most recent audited financial report of the Vendor, and further describe in detail, annual business revenues. Financial data will be treated confidentially in accordance with the act of February 14, 2008 (P.L. 6, No. 3), known as the Right-to- Know Law. This RFP contains the minimum specifications for the project. Any exceptions must be clearly noted and explained. In no event does this preclude a Vendor from offering goods and/or services above and beyond those specified in the RFP. Vendors desiring to provide reassessment services according to these specifications must deliver 4 (four) sealed copies of their proposal to Lackawanna County Chief of Staff, 123 Wyoming Avenue 6th Floor, Scranton, PA 18503 no later than September 23, 2021, 11:00AM. Vendors must also submit one electronic proposal to hartet@lackawannacounty.org no later than September 23,2021, 11:00AM. Proposals received after this specified time will not be considered by the County. All responses to the RFP will be in compliance with the Uniform Standards of Professional Appraisal Practice developed by the Appraisal Foundation. The successful completion of this project depends on the cooperation of several participants and their ability to successfully complete their assigned tasks as required by the RFP and subsequent contract. Following in this RFP are the major responsibilities that must be performed by each. Lackawanna County Employees shall only be required to supply oversight to the successful vendor. Only as needed, County employee may perform actual evaluations for the successful vendor. mailto:hartet@lackawannacounty.org Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 18 SECTION 2 – COUNTY PROFILE 1. Lackawanna County is headquartered at 123 Wyoming Avenue, Scranton, PA 18503 2. Lackawanna County is a Class 3 County 3. County Population 210,793 4. Lackawanna County’s geographic area covers 458 square miles 5. There is no unique county information to affect this RFP 6. The Reassessment of Lackawanna County is required because the last reassessment was completed over fifty years ago 7. Lackawanna County’s last year of a reassessment was 1968. 8. There are 40 municipalities in Lackawanna County 9. There are 12 school districts in Lackawanna County 10. Number of Parcels (Type Quantity): a. Residential 87303 b. Agricultural 853 c. Clean and Green 182 d. Commercial 4214 e. Industrial 255 f. Vacant land: Quantity not available g. Park and recreation areas Quantity not available h. Public utilities 323 i. Exempt: Quantity not available j. Mobile homes: Quantity not available k. Mineral rights: Not Applicable 11. The base year for assessment total of all real property is 1968. 12. Established predetermined ratio 100% 13. Current base year 1968 14. Lackawanna County does not currently possess or operate a CAMA system 15. The date of the County’s most recent data collection effort 2010. 16. A fly over was completed in 2010 to capture date of any available images 17. Lackawanna County currently operates a ESRI GIS system, Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 19 SECTION 3 - COUNTY RESPONSIBILITIES 3.1 Project Management Team The Project Administrator will have ultimate project responsibility. The Administrator will provide general direction throughout the project and timely resolution of problems in consultation with the following.  Contract Administrator    County Reassessment Committee including but not limited to:  o Information technology representative(s) o Commissioner or designee o Director of Assessment or Chief Assessor o County public relations officer o Contract Monitor if applicable o GIS/mapping representative o Agriculture community representative  o Business community representative (Chamber of Commerce) o Legal community/Bar Association representative o Appraiser and/or REALTOR©. A weekly minimum of project hours for the Project Administrator will be established prior to any contract being issued. 3.2 Data Manager – Information Technology Representative The County will provide a person to act as data manager who will work with the Vendor, be trained by the Vendor, and ultimately be responsible for file control and data management. 3.3 Director of Assessment, Chief Assessor (or designee) Participation This individual will:  Be completely involved throughout this project.   Participate in all informational meetings and attend training sessions. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 20  Provide the Vendor with "local knowledge,” participate in data element selection and editing, field verification, value analysis, field review and informal review meetings.    Review file maintenance corrections and the collection and verification of data including but not limited to new construction, building permits, sales, appealed properties, taxpayer requests and demolitions.   Be responsible for updating all abatements based on new market values established by the Vendor compared to the previous market values.   Be available to assist the Vendor during the following.  o Project start up o Data collection  o Sales file verification  o Valuation testing/production o Field review  o Informal review meetings 3.4 Staff Involvement The County will provide appropriate staff, in addition to the Director of Assessment/Chief Assessor, to assist the project Vendor throughout the duration of the project. Staff shall include but limited to (2) Mapper/Title Search, (1) IT Conversant Staffer, (1) CPE Assessor, and (1) Input GIS Clerk. 3.5 Clerical Function(s) The County will perform the following clerical function(s) for the duration of the contract. For example, the functions may include reading deeds, and maintaining property splits, transfers and combinations on tax maps and property records throughout the project. 3.6 Space and Equipment Prior to the award of a contract the Vendor and the County shall agree on the location of designated office space. The location will include: (1) storage space; (2) training areas; (3) site(s) for informal reviews; and (4) adequate furnishings, at no charge to the Vendor, for all required activities throughout the life of the project. At a minimum, access to this space is available between the hours of 8am to 5PM, 5 days a week. This availability is subject to mutually agreed change. Parking fees for vendor employees shall not be the responsibility of Lackawanna County. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 21 The Vendor is responsible for providing its own telephone service, including installation and web service, including activation in consultation with the County’s contract administrator and/or the Project Management Team (see above). Telephone service includes but is not limited to daily use office service and the bank of telephones (staffed by Vendor representatives) needed for public/property owner inquiries. In the event mobile/cellular data collection devices are used in the field, all associated costs are the responsibility of the Vendor. The Vendor must provide its own equipment; modems, printers, computers, mobile data collection devices, etc. The County may be able to assist the vendor with equipment if does not add additional cost to County budget or cause inefficiencies in other departments. 3.7 Documentation The County will provide timely access to all current assessment roll, tax map, jurisdictional information, deeds, wetland maps, zoning maps, zoning ordinances, special district maps, building permits, GIS data/digital images, aerial imagery and building sketches. Information will be provided in digital format, if available, from the County. Within, fourteen (14) days of project start up, the Vendor and the Project Administrator or designee will meet and determine the time frame and procedures for providing the Vendor with:  Current assessment and GIS data.   Assessment roll changes.   Identification of new construction and demolitions.   Building permits.   Sales validation documentation.   Identification of exemptions, abatements, and exclusions.   Other pertinent information as determined by County and Vendor. At this meeting, the Vendor and the County will establish written procedures for allowing the Vendor to have access to the inventory/assessment system and records. See Section 4.7 (Data Conversion). Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 22 3.8 Property Record Cards The County will provide existing property record cards, whether the cards are hard copy or electronic; if electronic, access will be made available. Any duplication or printing of existing property record card is at the expense of the Vendor. If required, the County shall supply the property record cards, it shall ensure via quality control that existing property record descriptions, i.e., property characteristics and sketch are not simply duplicated to the new property card being used for reassessment purposes. Each building shall be physically inspected and measured if the project is less than full measure and list. 3.9 Reconciliation of New Construction, Mapping, File Maintenance during Term of Contract The County shall furnish to the Vendor a hard or electronic copy new construction/file maintenance report on a timely periodic basis. This report shall include a listing by municipality of the parcel identification number, property land use, and current base year assessed value, as well as all parcels for which values have been re- vised by the County for new construction, demolition, catastrophic loss, or mapping subdivision /consolidation/correction. The County shall also advise the Vendor of enrollments in Act 319 “Clean and Green,” Act 43 “Agricultural Area Security” Programs, Act 515 of 1965 covenants to preserve land use, tax status changes, and homestead/farmstead changes. The Vendor and the County shall provide qualified personnel to coordinate and reconcile all new construction and maintenance activity during the project. 3.10 GIS Capacity and Availability The County will provide to the Vendor all County-available GIS data and aerial imagery to assist the Vendor in the location and valuation of all real property. GIS Data for Reassessment A. GIS data layers that are the most important to have or develop for a reassessment project.  Digital parcel layer created with greatest feasible positional accuracy.   Street centerlines with address ranges and zip codes and/or municipal designations.   Orthogonal or “top-down” imagery that meets a mapping standard such as the USGS National Map Accuracy Standard or the ASPRS Positional Accuracy Standards. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 23 B. GIS data layers that are useful to have or develop for a reassessment project.  Site Address points   Structure points or polygons   Oblique or “birds’ eye” imagery   Street level imagery GIS Software for Reassessment A. The following should be considered when selecting GIS or reassessment software with a GIS component.  To reduce development costs, select a Software as a Service (SaaS) or a Commercial off the Shelf (COTS) product.   Seek to avoid proprietary data formats that are not easily converted to or read by other platforms to preserve flexibility in the future.  B. Consider whether there is an option that will provide field editing software which will allow reassessment staff to:  Update CAMA and GIS field values.   Update photos.   Provide access to both the GIS and CAMA databases. Prior to award, The Vendor and project management team shall discuss GIS software requirements. 3.11 Software and Hardware Requirements 3.12 Payments to Vendors Payments shall be made promptly in accordance with Section 8 (Payment Schedule and Penalty). 3.13 Contract Monitoring Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 24 SECTION 4 - PROJECT REQUIREMENTS/VENDOR RESPONSIBILITIES 4.1 The Vendor shall do and perform the following work.  Appraise the land, sites, and buildings, including mobile homes, of all residential and agricultural properties in the County.   Appraise the land, sites, buildings, and improvements of all commercial properties in the County.   Appraise the land, sites, buildings, and improvement of all industrial properties in the County.   Appraise the land, sites, buildings, and improvements of all public utility properties in the County.   Determine a market value and a use value for all parcels enrolled in Clean and Green and potentially eligible for Clean and Green (noncommercial properties ten (10) or more acres in size). The use value shall be calculated in accordance with Act 319, Pennsylvania Farmland and Forest Land Assessment Act of 1974. Clean and Green values are subject to change upon application and approval.   Appraise the land, sites, and buildings of all tax exempt and immune from taxation properties in the County.   Appraise severed mineral rights in the County.   Provide digitized property images of parcels. Pictures of the front, rear, and garages. In addition, any other outside building greater than 100sf shall also be photographed.  Integrate parcel images with the Computer Automated Mass Appraisal (CAMA) system.   Provide CAMA systems software and associated licenses, installation, and training, if applicable.   Provide a tax administration system and associated consultation, through the combined efforts of the Vendor and the County’s assessment and information technology staff, if applicable. This list may be decreased or expanded by the County In connection with the appraisal of the properties outline above, the Vendor shall perform such services hereinafter described in the manner and under the terms and conditions set forth below. 4.2 Project Management The Vendor is responsible for providing project director and professional personnel capable of successfully accomplishing their responsibilities as defined in this RFP. It is desired that the Vendor Project Director have a minimum of 5 years’ experience as a county wide reassessment project director. It is further desired that Vendor CPE full time staff have a minimum of 2 years’ experience working with countywide reassessment project. The Vendor is responsible for performing all project related clerical function(s) not specified as a County responsibility. See Section 3.5 (Clerical Functions). Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 25 4.3 Project Timetable (Vendor must complete with proposal submission) The following is a proposed schedule to be completed by the Vendor. The start date will be provided by the County along with an end date. The “end” date will be a date by which all new value notices are delivered, all reassessment appeals are heard, and new values are certified to all taxing authorities. Any prospective Vendor should discuss in detail continued support to the County and any associated cost be- yond the contract end date. See Section 6.2 (Vendor Staff Charges Outside of this Agreement). RFP SECTION PROJECT TIMETABLE START FINISH DATE DATE 4.3 Project Timetable: Starts at Contract Signing and ends with Final Assessment Roll. 4.5 Public Information Program 4.11.10 Photography/Image Option 4.6.1 Data Collection Training 3.7, 3.8, 4,7 Documentation/Property Record Cards/Data Conversion 4.6 Local staff has been fully trained in all phases of the project completed to date. Appendix B Assessor’s Sign Off Document #1 4.11 Subject Inventory Data Collection 4.11.3 File Creation and Maintenance 4.12 Sales Inventory Collection and File Creation 3.9, 4.11.3 Collection of New Construction (clean-up data collection) Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 26 RFP SECTION PROJECT TIMETABLE START FINISH DATE DATE 4.6 Local staff has been fully trained in all phases of the project completed to date. Appendix B Assessor’s Sign Off Document #2 4.11.9, 4.18 Data Mailer 4.11.9, 4.18, Production in Response to Data Mailer 4.22 4.13 Data Editing 4.11.9.1, Acquisition of Market Data (income & expense questionnaires) 4.14.6 4.14.3 Grouping of Data (neighborhood analysis/delineation) 4.14 Valuation File Testing 4.14.10 Valuation Reports 4.6 Local staff has been fully trained in all phases of the project completed to date. Appendix B Assessor’s Sign Off Document #3 4.15 Final Field Review of Values 4.16, 4.17 Assessor’s Preliminary Value Review/ Statistical Ratio Reports with Contractor 4.18 Option 2 Preliminary Value Mailer 4.6 Local staff has been fully trained in all phases of the project completed to date. Appendix B Assessor’s Sign Off Document #4 4.19 Informal Review Meetings (including field related activities) 4.20 Prepare Preliminary Assessment Roll and file, and submission to County. 4.20 Certified Final Value Change Notices 4.21 Formal Appeal; Formal Defense of Values 7.0 Project Deliverables to Assessors Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 27 RFP SECTION PROJECT TIMETABLE START FINISH DATE DATE 4.6 Local staff has been fully trained in all phases of the project completed to date. Appendix B Assessor’s Sign Off Document #5 Project Completion: Certification of Assessment Roll. 6.2 Vendor Charges Outside of the Contract End Date 4.4 Project Status Control The successful completion of the project depends upon proper coordination, planning, and management throughout its duration. Therefore, the Vendor must:  Provide summaries of project status to the Project Administrator on a bi-weekly basis. These reports will present accurate up-to-date project status, specifically Vendor progress, possible problem areas, remedial measures that are being undertaken, overview of Vendor staff participation, and training provided to county staff.    Attend meetings, held on a bi-weekly basis, with the Project Administrator to review project developments, resolve problems, interpret contractual requirements, review billings, and provide project continuity. The Project Director and, appropriate staff will attend these meetings.   Attend meetings, held on an as needed/requested basis, with the Project Administrator. These meetings will be similar in content and conduct to the regular meetings. The Project Director and appropriate staff will attend these meetings.   Provide miscellaneous written reports regarding specific project developments, as they arise, to the Project Administrator. 4.5 Public Information/Relations The Vendor in cooperation with the County shall conduct a comprehensive public information program designed to coordinate all activities necessary to promote public understanding, awareness, and cooperation throughout the project. The Vendor must be prepared to conduct a public information campaign that will include media releases, informational literature and handouts, direct mailings to all or select property owners, programs for broadcast and rebroadcast on television and radio, the internet, and oral presentations. Individual presentations should be tailored to specific communities/audiences, such as: Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 28  Property owners in various community locations.   Businesses and professional organizations.   Chamber of Commerce.   Service clubs.   County, municipal and school officials.   Consumer groups.   Local agricultural organizations. County in conjunction with the Vendor will design a public information/relations program and insert in Appendix C. Public information releases associated with the following phases of the project should be included, at a minimum.  Contract signing   Public information meeting schedule (including question and answer sessions with the Vendor)   General project information   Data collection   Inventory mailer   Assessment disclosure / informal review   Project status updates The Vendor will conduct the prescribed meetings at various locations throughout the County. The Vendor should be prepared to conduct up to Twenty (20) public information sessions/workshops. All public information, at a minimum, the following points should be addressed: Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 29  Significance of real property tax   Necessity of project   Purpose and methods of project   Role of County and Assessors   Role of project Vendor   Necessity of data collection   Caliber and training of data collectors   Basics of valuation   Cooperation of parcel owners is key to success   Rights of property owners   Assessment disclosure aspect throughout the project   Statutory “anti-windfall” provisions   Ongoing nature of system The Vendor will provide, in the proposal, a detailed outline and schedule, by project phase, of the intended public relations endeavors. The Vendor should include in its proposal (or bring to the Vendor interview) sample press releases and brochures/pamphlets used in previous projects conducted by the firm. If the Vendor is selected, these materials may be used to develop a comprehensive public information campaign for this project. 4.6 Local Staff Training The Vendor is responsible for training local staff in such a manner that, at the end of the project, appropriate County staff will be knowledgeable in the operation of those phases of mass appraisal assigned as a vendor responsibility. The Vendor is also responsible for training personnel under its control to maximize their usefulness. The Vendor is responsible for conducting a thorough, effective, and documented training program for:  Data collectors.   County staff.   County assessors. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 30 • Members of the appeal Board (in the valuation process of the Vendor only). The minimum standards for conducting training will include the following: Lesson Plan - Outlines and lesson plans for training for all aspects of the project which shall describe the material to be presented and the techniques to be used, including materials used in the training. The lesson plan should include the initial plan offering and subsequent training offerings for those employed following the initiation of the reassessment. Data Collector Training Manual - A comprehensive reference tool depicting the substance of the lesson plan to be given with, at least, definitions, applicable illustrations, explanations of computer assessment administration concepts and necessary flow charts. The Vendor shall provide to the County, at no additional charge, two copies of the data collection training lesson plan and data collection training manual. [See Appendix D for recommended best practices Data Collector Standards.] Schedule of Training Sessions - A detailed outline which specifies dates, sites, and content of each class necessary to be conducted within the framework of this project This information will be provided to the County’s Project Administrator for approval prior to any training session taking place. In its proposal, the Vendor will provide a general training schedule that it intends to follow during the project. However, within Fourteen (14) days of contract execution, the selected Vendor will provide a training plan for data collectors. Also, within Thirty (30) days of approval of a vendor work plan, the Vendor will provide a detailed training plan and schedule for the remainder of the training responsibilities. County personnel must be permitted to participate fully in all training activities. 4.6.1 Data Collector Training Training for data collectors must be comprehensive and documented. The data collection training lesson plan and manual will be used for this training. Training sessions must be conducted in both a field and classroom environment. Attendance logs shall be maintained for all classroom and in-field training sessions. The Vendor will provide all in-field data collection materials to be used by data collectors. 4.6.2 Training of County Staff & Assessors The Vendor is responsible for training County staff and assessors to operate the assessment administration modules as they relate to the Vendor’s involvement and be familiar with the basic concepts of valuation by the end of the project. Formal training will include, but is not limited to, such topics as detailed below. Training and training reference materials must be provided to County, assessment staff and other designated staff. Training will focus on teaching staff how to perform the following file control concepts on the chosen system. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 31  Data collection   Valuation methodology   Final value field review (see 4.6.2.2)   File control concepts of the system   Tax administration   Data exports   Reports   Notice of change in assessment   Board –electronic scheduling and notification of outcome of assessment appeal hearings   Abatement exclusion, maintenance, reporting and exemption schedules, including but not limited to:  o Homestead/Farmstead Program  o Pennsylvania Farmland and Forest Land Assessment Act (Act 319) o Act 319 rollback calculations o Covenants to Preserve Land Use – Property Tax Assessment (Act 515)  Keystone Opportunity Zone, Keystone Opportunity Expansion Zone and Keystone Opportunity Improvement Zone (KOZ)   Improvement of Deteriorating Real Property or Areas Tax Exemption Act   Local Economic Revitalization Tax Assistance Act   Conservation and Preservation Easement   New Home Construction Local Tax Abatement Act   Temporary Tax Exemption for Residential Construction, Consolidated County Assessment Law (53 Pa.C.S. Ch. 88), Section 8813   Agricultural Area Security Law Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 32  Veteran’s exemption   Data entry/ad hoc reporting  4.6.2.1 CPE and/or Data Manager Training The Vendor will provide on-the-job training in the practical application of file maintenance for the County’s data manager and CPEs. This will enable them to become aware of the practical application of assessment administration and file control concepts. 4.6.2.2 Final Value Field Review Training The Vendor will provide County CPEs 10 days of on-the-job field review training. Within of 4 weeks of the start of the final value field review, the Vendor must have individualized follow-up training for assessment office staff. During the final value field review phase of the project, the Vendor must allocate time in conjunction with the project status meetings to answer individual final value field review questions. The Vendor may offer additional training or workshops as part of its proposal on a per diem basis. Cost of per diem shall be separately negotiated and approved by Vendor and County. 4.6.3 Board Training The Vendor is responsible for providing project-specific training to the Board and auxiliary appeal boards relating to:  An overview of the reassessment project.   The basics of mass appraisal.   Neighborhood delineation.   Familiarization with the valuation concepts used.   Final value field review procedures.   Valuation and statistical study results, including uniformity.   Familiarization with the USPAP compliant reassessment documentation for this project. This training will be conducted in a classroom environment and consist of a minimum of 40 hours and the County’s Chief Assessor/Director of Assessment shall be provided the opportunity to attend. The Vendor shall not be held liable in any way if members of the Board choose not to attend. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 33 4.7 Data Conversion (Vendor must complete with proposal submission) It will be the responsibility of the Vendor to convert all descriptive and historical County assessment data (manual or electronic) to the Vendor’s software. The Vendor must address the feasibility and cost of converting existing data files from the County's current computer system to the proposed system. Feasibility should include consideration of experience in converting data from similar equipment/software, potential problem areas and timing. The Vendor and the County must establish a synchronization plan to transfer select fields (ownership, old, assessed value, tax status, HS/FS status, etc.) from the old base-year to the new CAMA as of various cutover points (e.g., before any mailing). Considering that, potentially, implementation and data conversion to the new system may occur in the middle of a tax year, there may be data fields that are populated with transactions that have been posted to the ____ software up to the "go-live" date which will need to be converted for the new software. The County has many years of data history such as ownership, sales, and valuations which will need to be converted. All responses to this RFP must include a detailed plan to convert the respective data. The County can provide agreed upon files from the existing systems, accompanied by record layouts to aid in interpretation. The County will also provide limited technical assistance. Coordination of this data transfer will be the responsibility of the vendor. The County recognizes that applications vary in what and how data is collected. The County also recognizes that data elements of a descriptive, narrative variety may not translate well to data elements that are specifically defined, codified or table-driven. The County also recognizes that data elements that have been inappropriately or erroneously used may not translate well. Given these conditions, the County nevertheless expects that this data transfer be complete, thorough, and with minimum interruption. Before executing the data conversion, the Vendor will provide a detailed report to the County in writing as to which data fields will transfer to the new system, and which data fields will not, if any. The cost of this conversion shall be included in the overall bid. 4.8 Information Technology/ Data Processing CAMA systems require considerable data processing support and integration with other systems. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 34 4.8.1 Hardware The Vendor will make recommendations to the County about the hardware necessary to deploy the reassessment countywide. The successful vendor shall present a recommendation for the system or systems that best meet the County’s functional requirements, including a project timeline and hardware and software requirements, if a new CAMA system is part of the project. In addition, the successful vendor shall provide estimates of the amount of participation time required of County personnel for implementation and operational maintenance. The successful vendor shall provide training requirements and any recurring and nonrecurring costs that are required for implementation and maintenance of the recommended system. The recommended hardware shall be powerful enough to support the application of the cost, sales comparison, and income approaches, as well as data maintenance and other online operations. Data downloading, mass calculations, GIS application and web support requirements should be established by the Project Administrator in consultation with the County IT representative and Vendor before hardware acquisition. 4.8.2 Software The software and services package proposed by the successful Vendor, if applicable, shall provide the County, at a minimum, with a single-source assessment and tax administration solution to replace the existing mass appraisal methodology and property tax accounting with a totally integrated property tax account and CAMA application. At the option of the Project Administrator, the Vendor shall provide a solution that is fully integrated and user-friendly and has a graphical user front-end application. The software should be designed so that it can be easily modified; it should also be well documented, at both the user and programmer levels. CAMA software works in conjunction with various general-purpose software, typically including word processing, spreadsheet, statistical and GIS programs. Tax administration software shall be compatible with other county/municipal offices for efficiency e.g., County Treasurer, Tax Claim Bureau, and tax collectors. It is important that these programs and applications can share data and work together cohesively. Security measures should exist to prevent unauthorized use and to provide backup in the event of accidental loss or destruction of data. The Vendor shall provide software support and technical maintenance on an annual basis for not less than five (5) years after the end date of this agreement at rates as specified in Section 6.2. If Vendor offers discount pricing for multiyear, as opposed to annual, support contracts, the County reserves the right to choose between annual or multiyear support agreements. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 35 4.8.2.1 CAMA System Requirements A computer system capable of calculating new values based on the updated database with the capacity to allow access by the public to view new values, as well as internal users shall be installed. The approaches to value shall include the cost, sales comparison, and income. The Vendor software system shall utilize existing County hardware, if available, with additional hardware upgrades recommended at the sole cost of the County. A. CAMA Software The Vendor's CAMA products shall provide equalization for jurisdictions, large and small. Salient CAMA features shall include, but not be limited to: o Interactive processing and valuation.  o Separate residential and commercial data.  o Appraisal value reporting.  o Sales reporting.  o Statistical sales analysis.  o Unlimited sales history.  o Cost approach with table-driven cost and depreciation schedules.  o Sales comparison approach.  o Comparable sales.  o Income approach.  o Interactive building sketch input.  o Data integrity and security with audit tracking of changes.  o Updating and verification of data.  o Multiple access paths to data.  o On-line field values in pop-list format.  B. System Functions The System shall provide, at a minimum, the following. o Data entry and other similar applications that are part of the on-line data entry and maintenance functions of the appraisal system.  o Inquiry capability on all parcel information for assessment administration and value estimates. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 36 o The ability to create and maintain an independent sales data file for the purpose of sales listing, comparable sales selection/listing, and sales ratio study. Multiple sales for a parcel shall be maintained, as well as multiple years. o The ability to load sketch information for improved parcels through an interactive vectoring application software package. o Sketch application characteristics shall include:  Rapid data entry.  Vector input and immediate display of sketch information. o Deletion of incorrect vector entry.  Position and definition of pigtail structures and outbuildings, and identification of the major components indicating the square feet of each of the components.  Simple command structure for data input.  Dwelling description included for each component of the sketch. o Display of building sketch providing for verification and edits.  Automatically computed area calculations during building sketch entry. o Ability to display on personal computer and print building sketch on a laser printer. o Capability of maintenance of a stored building sketch, including:  Deletion of entire sketch.  Deletion of any components or outbuildings.  Deletion of specific component descriptions.  Reentry of a component or component descriptor.  Ability to produce the sketch on a laser printer regardless of the size of the building, component areas and descriptors.  Automatic scaling which takes advantage of the area available on the hard copy medium, such as the appraisal review card for residential and commercial properties. o Direct vector entry from the property record card. o The ability to generate table-driven, new replacement cost schedules for future updates and appraisals. o The ability to calculate a replacement cost new and replacement cost new less depreciation estimate of value for all improved properties. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 37 o The ability to select and print or display comparable sales for a subject property.  o The ability to print an appraisal review work card for all property types, including but not limited to each residential/agricultural and commercial/ industrial property.  o The ability to create a predicted market value for residential properties from value indicators— cost, sales comparison, and comparable sales—provided as part of the system.  o Comprehensive and detailed sales reports generated by both neighborhood and property type. This assists the reviewing appraiser by providing documentation for defense of values.  o The ability to calculate and print a sales ratio study showing the level of assessment.  o The ability to print several types of final value appraisal abstracts.  o The ability to print value impact analyses.  o The ability to interface with ownership and local information from the current tax administration system.  o The ability to respond to taxpayer inquiry by ownership, location, account number and parcel identifier, and to display property characteristics and valuation data.  o The ability to produce an audit trail of additions or deletions made to a parcel.  o The ability to accommodate possible additional features in the future.  o The ability to generate combined user and technical documentation.  o Comprehensive editing facilities. 4.8.2.2. CAMA Valuations A. Cost Approach  The CAMA system shall include data management of cost valuation components for all property types, including but not limited to commercial, industrial, and residential properties. It shall produce a cost valuation document showing the cost calculations on each property, the appraisers adjustments and final value determination. The module shall access a maintainable table of replacement cost rates, associated factors and depreciation schedules that are keyed to a structure code and support interpolation between cost tables. It shall provide for calibration of the cost approach with the sales comparison approach using economic condition factors, as well as standard depreciation for age, condition, and functional obsolescence. This approach may be executed individually or in a batch mode. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 38 o Reports that include cost and sales comparison estimates of value should be produced to compare and study depreciation schedules, land rate schedules, neighborhood factors, date of sale adjustment and certain cost adjustment factors.  o The cost approach module shall compute value estimates based on standard appraisal methodology (acceptable to the IAAO) with documentation for nonautomated value computations and defense of values.  o The residential cost module shall use a standard set of cost tables. Base rates per square foot shall be based on use/class code, quality, number of stories, etc. The component costs shall be under-stood in terms of cost and depreciation. The Vendor shall install a copy of project-specific cost tables.  o The commercial cost module shall incorporate a reputable valuation engine, if applicable e.g., Marshall and Swift.  o The CAMA system shall provide on-line updating of the data management file with cost estimates. This includes the capability, in the years following the reassessment, of pricing any additions or new outbuildings through the cost approach.  o The CAMA system shall be adaptable to time and location indices, as well as possible neighborhood adjustment tables. The depreciation tables shall be developed on a neighborhood basis using comparable sales and observed condition methods.  o The CAMA system shall permit cost schedule additions without program modifications. The CAMA system shall allow the addition of new codes by updating cost schedules and data management tables.  A. Sales Comparison Approach o The Sales Comparison approach module shall appraise individual properties as described in Section2 and permit use as a mass appraisal approach. Weights, percentages, assigned dollar amounts and selection criteria shall be user definable. The Vendor shall assign typical weights, etc., at the time of installation. This valuation pricing may be executed individually or in a batch mode, including units of comparison such as, square foot, cubic foot, front foot, gross income multiplier and gross rental multiplier.  o The CAMA system shall be able to produce comparable sales information online and in report format.  B. Income Approach o The income approach shall support the mass appraisal of all property types including but not limited to commercial, industrial, and multi-family properties, as well as select residential properties.  o The CAMA system shall provide for capitalization of income for income producing properties. It shall provide for rate extraction, maintenance of income and expense data, units of comparison analysis and the separate treatment of excess land in the income approach. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 39 D. CAMA Valuation of Land The land valuation module shall value all classes of properties. The CAMA system shall have the capability to value a single parcel with multiple land and zoning types. The CAMA system shall provide land tables for residential, commercial, industrial, multifamily, and agricultural land using generally accepted methods for valuation in appraisal practice (i.e., sales comparison, allocation, abstraction, anticipated use or development, capitalization of ground rent and land residual capitalization). The CAMA system shall accommodate size adjustments, other factors that influence values, site value, and market land and Clean and Green values per parcel. Pricing of land may be executed individually or in a batch mode. 4.8.2.3 CAMA System Specifications A. CAMA File Requirements  System Design. The CAMA system shall minimize data redundancy and provide accurate data retrieval.  Field Modification. User-defined fields shall be modifiable by the user. The CAMA system shall have the capability to specify numeric, character and logical field types.  Table-Driven. Field definitions shall be table-driven. If descriptions are changed, these changes shall be reflected automatically on all screens and documents.  Sales File. The CAMA system shall support a separate sales file that, in addition to sales data, maintains a summary of a property's characteristics (land, buildings and other improvements) at time of sale. The sales file shall identify ownership information at time of transfer, assessment data, deed book and page, instrument number, transferee, and purchase price for the property.  o STEB Monthly Sales Export File. The CAMA system shall integrate the STEB land use codes and monthly sales export file [see Appendix F].  B. CAMA Data Element Requirements  User-Defined Fields. User-defined fields shall be available within the files, and the Vendor shall provide space for nineteen (19) or more user-defined data elements.   Notes. The CAMA system shall accommodate storage of public and confidential notes on a parcel-by-parcel basis.   Image Technology. The CAMA system shall have the ability to store and display graphic images of all buildings, including historic as well as current images and documents.   Multiple Buildings. The CAMA system shall account for multiple buildings with multiple classes of improvements on one parcel, i.e., mobile homes and cabins. Values shall be shown for each improvement and be summarized as needed. All partial assessed values shall be indicated.   Multiple Land Types. The CAMA system shall accommodate multiple zoning and land types for the same parcel. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 40  Sketch. The CAMA system shall have a building sketch module that stores a sketch of all buildings and improvements. It shall be capable of executing arcs and angles. It shall also display labels and section descriptions. Area and type shall download into the valuation module automatically.  C. CAMA Data Access, Update and Entry  Update of Multiple Files. Data entered in all screens shall be automatically updated in all appropriate files.   Multiuser. The CAMA system shall be available to multiple users for concurrent operation of the system. The CAMA system shall have built-in file and record locking capability to prevent simultaneous updating of records.   Copy Function. The CAMA system shall have the ability to copy portions of the database.   Sketch. The CAMA system shall provide a state-of-the-art method for the data entry of improvement sketch dimensions directly via a handheld in-field device or a data entry form. An on-line and computer printed sketch of all structures, edited to ensure perimeter closure, with automatic area computations written back to data records, shall be generated with dimensions and label coding.   Edits, Batch and On-line. All data entered the CAMA system shall be validated by the system using user-defined criteria. This includes class of data, required elements, relationship of elements, and specific contents where defined. Critical errors shall not be updated to the file.   Paging Through Data. The CAMA system shall allow users to page forward and backward between different parcels.   Security. CAMA system functions, such as inquire, update, add and delete, shall be controlled by a user identification code and password.   Transfer of Data. The CAMA system shall have the capability to extract, download and upload data. This capability shall include all or part of the CAMA data and permit data transfer to other platforms. This information shall be linked by a parcel identification number and an account number.  D. CAMA General Processing  Transfers. The CAMA system shall allow entry of deed ownership transfers.   Year-end Processing. The CAMA system shall include methods for rolling over all CAMA-generated values to the new year.   Splits/Combinations. The CAMA system shall handle splits and combinations.   Key Change. When a parcel identification is changed, all current files related to that parcel identification shall be automatically changed. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 41 E. CAMA Reporting  Ratio Reports. The CAMA system shall be capable of producing standard statistical reports. Before and after assessment/sales ratio studies, to IAAO standards, shall be available on demand. The pro- gram shall calculate, at least, mean, and median ratios, price-related differentials, price related bias, the coefficient of dispersion and the common level ratio.  The CAMA system shall allow studies geographically by different land uses, class codes, property type within subdivision, etc.   Report Writing Capabilities. The CAMA system shall permit users to select data elements from the entire database, and report writing programs shall be able to do basic computations such as add, subtract, multiply and divide, and allow for multiple comparison types, including combinations of "and/or" logic.   Audit Reports. The CAMA system shall provide audit trail listings and totals showing the before and after status of the data. Audit trail listings shall allow selection by person responsible and date of maintenance. An audit report should be searchable by date, person or parcel, or any combination of the three. 4.8.3 Data Obligations The Vendor shall address all technical questions of the County IT department. The Vendor shall provide a copy to the County, privileged from distribution to other persons, of all source code, object code, database layouts, structured software codes and other materials, so that the County can replicate in all respects the program of the Vendor in the event of the Vendor’s discontinuance from business, insolvency or catastrophic destruction, or in the event of the termination of the contract, in order for the system information to be properly down- loaded onto the system of some other provider. If the Vendor will not provide source code to the County, source code escrow will be acceptable. Detailed information must be provided explaining the source code site, storage and update policies and what elements are stored. All license fees for software must be included in the Vendor’s proposal. 4.8.3.1 Vendor Software The Vendor agrees to provide to the County a complete copy, including periodic updates of the source code and all programming documentation for Vendor software, including any software update to the County in a password-encrypted format. The Vendor or agreed upon third party shall release the encryption key to County in the event Vendor no longer has the capacity to support the Vendor software licenses. The County is obligated to abide by the terms of any license agreement. As noted above, if the Vendor will not provide source code to the County, source code escrow will be acceptable. 4.8.3.2 Software Updates At any time in the future, the County shall be provided the latest version available in software products quoted by the Vendor and such revisions shall be provided and installed in the County not later than 30 days after the first commercial availability of such revisions. Additionally, the County shall be the registered user of any other products that are provided as adjuncts to this system. Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 42 The Vendor may provide a program whereby it would notify the County within 30 days after the first commercial availability of a vendor soft-ware update for a module licensed to the County. The County would decide when they would like the update to be loaded. If the county is on a vendor–provided software update plan, there would be no additional license fee; if not, the vendor would quote a charge for the update. 4.8.3.3 Revisions of Law and Software Modification Requests By entering into a contractual agreement with the County, the Vendor acknowledges that future changes in statutory, administrative rule, judicial and/or federal standards may result in required modification to the software. The Vendor must have the capability to modify its software accordingly. The Vendor will provide up to 80 base system programming hours per calendar year of the contract to comply with statutory, administrative, or judicial changes. Programming hours encompass analysis, coding, and testing of the changes. Additional changes may occur in accordance with an agreed -upon fee. The Vendor is encouraged to monitor CCAP and AAP information to be more prepared for possible changes. The County will notify the Vendor of any modifications required by the law/agencies and desired by the County. Other new software programming requests by the County for special projects and reports that are not part of the installed version shall be billed according to the Vendor’s prevailing professional fee schedule. The Vendor must notify County when programming requests are made that are not included as part of the software sup- port agreement; and provide a written estimate of the time and cost required for the request. The County may then advise and instruct, via written authorization, the Vendor to proceed with the new programming request. 4.9 Tax Map Data Tax map errors may be discovered during the data collection effort. These errors are to be reported to the Project Administrator by the Vendor as they are discovered. The Project Administrator will furnish the Vendor with tax map inventory changes as determined in the GIS or this section of this RFP. In its proposal, the Vendor must explain how errors in tax maps found in the field will be recorded and reported. 4.10 Property Owner Inquiry Vendor personnel familiar with the entire project must be dedicated to the function of resolving property owner inquiries. Property owner inquiries related to personnel or process must be fully documented and responded to promptly. Owner issues with data or value shall not require documentation per this section, and owners may be advised to go through the established process for resolution. Regardless of the nature of the owner issue, Vendor personnel shall handle inquiries with professionalism and respect. At a minimum, the following will be forwarded to the County for complaints.  Name of inquirer (if known)   Time, date, and location of the inquiry Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 43  Nature and specifics of the inquiry, including the applicable property identification and identity of personnel involved (where applicable)   The response/resolution The County has determined that the timeframe for receiving this documentation, i.e., weekly, monthly or within 10 days of occurrence, and the amount of detail is desired. 4.11 Subject Inventory Data Collection All data collection is to be conducted in accordance with the IAAO’s Standards on Mass Appraisal of Real Property, July 2017 (or successor version) [see Appendix G]. Verification and Collection A physical inspection is the best way to obtain initial property characteristics data and, at a minimum, should include a comprehensive exterior inspection. However, there are alternative data collection options that must be discussed depending on the type of reassessment project, i.e., turnkey, hybrid, or in-house:  Use of previously captured data (data conversion).   Field canvasses.   Targeted inspections (properties with building permits, sold properties, properties under appeal).   Imagery (e.g., aerial, oblique, and street level photography).   Returns submitted by property owners or taxpayers.   Sketch detection software. (IAAO, Guidance on International Mass Appraisal and Related Tax Policy, 2014.) The property inventory collected will play a tremendous role in the accuracy and consistency of the assessments developed and, consequently, in the public's perception of the project's quality and fairness. The County must consider how it wants data collected. The Vendor shall provide options for data collection.  Is data to be collected as a complete data collection without referring to existing property record cards (complete inspection/measurement), typically referred to as a “from scratch” job?   Will it be a verification of existing data in which properties are viewed from a public right-of-way with on-site inspection and/or remeasurement as needed in the event discrepancies are noted?   The County may require use oblique aerial photography and/or 360-degree street level photography as a resource to obtain data and identify specific properties requiring recollection in advance of field inspections? Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 44  The County may desire different levels of data collection (e.g., data verification for residential, data versus collection for commercials, door hangers)? Data collection options must be weighed very carefully as each will have implications for the potential cost of the project as well as the public's perception of the quality of the project's results. Developing a data collection program that balances any potential public sensitivity to perceptions about the invasiveness of data collection with the need to obtain an accurate inventory will help to minimize negative public reaction during the project. When a project will include data collection that requires Vendor staff to set foot on private property, due consideration should be given state statutes, County ordinances or resolutions, and adopted County assessment offices policies, particularly regarding trespass. (See Appendix D for recommended best practices Data Collector Standards. The collection of parcel attributes and characteristics is to be conducted by a data collection crew to be hired and trained by the Vendor. 4.11.1 Collection Instrument The Vendor will use, a mobile data collection device [property record card] directly accessible by Vendor and County project management to assure accuracy levels, safety, and security, as well as tracking of field staff activities. Property description data in the project will be of two types: "front-loaded" data and field collected data. The "front-loaded" data currently exists for each parcel, in machine-readable form, and must be placed on the data collection card (hard copy or electronic as described above) prior to data collection. This data will be at the parcel level, and include, at a minimum the following items.  Parcel ID (parcel key)   Owner name   Owner address   Parcel location   Property class code   Current use(s) (e.g., retail, office, multi-family residential, etc.)   Parcel size Lackawanna County Commissioners RFP#266-21-100 Due September 23, 2021, 11:00AM 45  Other property characteristics as determined and made available by the County, including but not limited to: o Improvement sketches o Property characteristics (e.g., building size, year built, number of bedrooms and baths) o Images o Zoning data o USGS Flood mapping information o Out buildings o Utilities - Electricity - Plumbing - Public or private water - Public or private sewer At the option of the County, a notice detailing the purpose of the data collection project is sent to each property owner a...