DAWSON COUNTY GOVERNMENT

REQUEST FOR PROPOSALSFOR

TAXATION SOFTWARE SOLUTION

SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN

Friday, May 27, 2011 AT 3:00 P.M., (EST)

DAWSON COUNTY BOARD OF COMMISSIONERSATTENTION: PURCHASING AGENT

76 HOWARD AVENUE EAST, SUITE 120DAWSONVILLE, GA 30534

# 148-11-RFP

THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS RFP ON OR BEFORE THE STATED DATE AND TIME WILL BE SOLELY AND STRICTLY THE RESPONSIBILITY OF THE OFFEROR.

ISSUE DATE: May 4, 2011

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SECTION I – GENERAL OVERVIEW

A. PURPOSE

The intent of this request is to solicit sealed proposals from qualified vendors to implement a comprehensive Tax Collection system solution for the Dawson County Tax Commissioner’s office. The system must comply with the minimum real estate indexing standards as required by the Georgia General Statue. This system will be used by Dawson County for the Assessment, calculation and collection of real and personal property taxes. Dawson County is interested in procuring application software that can best address the functional and performance requirements as stated in this RFP. Vendors should propose options that will provide the optimum in system performance, system growth, system flexibility, and reliability. The qualified proposals must included software, installation, training, support and long-term maintenance.

B. INFORMATION TO VENDORS

1. RFP TIMETABLE The anticipated schedule for the RFP is as follows:

RFP Released May 4, 2011

Deadline for questions May 13, 2011 by 1:00 P.M.

Deadline for Addenda posted on May 24, 2011 by 5:00 P.M.www.dawsoncounty.org

Deadline for Bids May 27, 2011, by 3:00 P.M., (EST)

Tentative Award Date June 16, 2011

2. BID SUBMISSION: One (1) original and one (1) copy of the proposal must be completed, signed and received by Friday, May 27, 2011, by 3:00 P.M. Bids must be submitted in a sealed envelope with the following statement “#148-11-RFP Taxation Software Solution” marked in the lower left hand corner. The bidder’s business name must be clearly visible on the outside of the envelope. Bids must be sent to:

Dawson County Board of CommissionersAttention: Purchasing Agent76 Howard Avenue East, Suite 120Dawsonville, GA 30534

Hand delivered copies may be delivered to the above physical address ONLY between the hours of 8:30 a.m. and 5:00 p.m. (EST), Monday through Friday, excluding holidays observed by the Dawson County Government.

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Vendors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service. NOTE: Many express mail and delivery services do not guarantee overnight by noon to Dawson County.

Bids sent by US Mail must be sent to the below mailing address:

Dawson County Board of CommissionersAttention: Purchasing Agent78 Howard Avenue East, Suite 100Dawsonville, GA 30534

The bid must be signed by a company officer who is legally authorized to enter into a contractual relationship in the name of the vendor.

3. CONTACT PERSON: Vendors are instructed to contact Sherry Boatfield, Purchasing Agent at (706) 344-3501 ext 236, by fax at (706) 344-3504 or email sboatfield@dawsoncounty.org to clarify any part of the RFP requirements. All questions that arise prior to the DEADLINE FOR QUESTIONS due date shall be directed to the contact person in writing via fax or email. Any unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the disqualification of the vendor's submittal.

Vendors are not to contact any Elected Official or other County employee to discuss the bid process or bid opportunities except: 1.) through the Purchasing Agent named herein, or 2.) as provided by existing work agreement(s). This policy shall be strictly enforced and the County reserves the right to reject the submittal of any vendor violating this provision.

4. INQUIRIES/ADDENDA Dawson County reserves the right to issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the due date and post on the county’s website www.dawsoncounty.org under the bid information. Vendors should not rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail. Vendors are advised to check the website for addenda prior to submitting a bid.

Vendors must acknowledge any issued addenda by printing and attaching to the signed Addenda Acknowledgement Form with the submittal. Bids which fail to acknowledge the vendor’s receipt of any addendum will result in the rejection of the offer if the addendum contains information which substantively changes the County’s requirements

5. LATE SUBMITTAL/LATE MODIFICATIONS

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Submittals received after the due date and time will not be considered. Modifications received after the due date will not be considered. Dawson County Government assumes no responsibility for the premature opening of a bid not properly addressed and identified, and/or delivered to the improper designation.

6. REJECTION OF PROPOSALS/CANCELLATION Dawson County Government reserves the right to reject any and all proposals and reserves the right to waive any irregularities or informalities in any submittal or in the submittal procedure, when to do so would be to the advantage of Dawson County. Dawson County reserves the right to cancel this RFP at any time.

7. MIMINUM RFP ACCEPTANCE PERIODProposal shall be valid and may not be withdrawn for a period of sixty (60) days after the scheduled closing time for receipt of bids.

8. NON - COLLUSION AFFIDAVIT By submitting a response to this RFP, the vendor represents and warrants that such proposal is genuine and not a sham or collusive or made in the interest or in behalf of any person not therein named and that the vendor has not directly or indirectly induced or solicited any other vendor to put in a sham proposal, or any other person, firm or corporation to refrain from submitting and that the vendor has not in any manner sought by collusion to secure to that vendor any advantage over any other vendor.

By submitting a proposal, the vendor represents and warrants that no official or employee of Dawson County Government has, in any manner, an interest, directly or indirectly in the bid or in the contract which may be made under it, or in any expected profits to arise there from.

9. BID OPENING Proposals will be opened and read aloud publicly at the physical address stated. A list of names responding to this RFP may be requested from Sherry Boatfield, Purchasing Agent, after the due date and time stated herein.

10. OPEN RECORDS All materials submitted in connection with this RFP will be public documents and subject to the Open Records Act and all other laws of the State of Georgia, the United States of America and the open records policies of the Dawson County Board of Commissioners. All such materials shall remain the property of the Dawson County Board of Commissioners and will not be returned to the respondent.

11. COST INCURRED BY VENDORS All expenses involved with the preparation and submission of the RFP to the Dawson County Board of Commissioners, or any work performed in connection therewith is the responsibility of the vendor(s).

12. TAXES

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Dawson County is tax exempt. No sales tax will be charged on any products or services. Dawson County cannot exempt any other person/vendor from applicable sales taxes that may be required of them in relations to this project. Selected vendor will be provided with Dawson County’s Sales and Use Tax Certificate of Exemption number upon request.

13. VENDOR INFORMATIONAll submissions shall include a completed W-9. Vendors whose place of business is other than the State of Georgia may be required to provide the Purchasing Agent with copies of your state’s regulations and/or laws concerning the application of certain vendor preference requirements to vendors whose place of business is in the applicable state. Failure to provide this information will result in the disqualification of the vendor from submitting a bid.

14. INSURANCEThe selected vendor will be required to provide proof of liability and worker’s compensation insurance before work can begin on this County project. Worker’s Compensation Insurance should be as required by the State of Georgia. General Liability should cover $1,000,000 per incident.

15. BONDSIf required, under SECTION II – SCOPE OF WORK/SPECIFICATIONS of this document any combination of the following bonds may be required by Dawson County. A five percent (5%) bid bond, a one hundred percent (100%) payment bond, and a one hundred percent (100%) performance bond. All bonds would be payable to Dawson County Board of Commissioners. Failure to submit appropriate bonding will result in automatic rejection of bid. Bonding company must be authorized to do business in Georgia by the Georgia Insurance commission, listed in the Department of Treasury’s publication of companies holding certificates of authority as acceptable surety on Federal bonds and as acceptable reinsuring companies, and have an A.M. Best rating.

16. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACTVendors submitting a bid package in response to this RFP must provide the following information in the package to indicate compliance with the Georgia Security and Immigration Compliance Act. The form is provided for completion.

A. A statement that indicates the contractor will conduct itself in compliance with O.C.G.A. §13-10-91 and Rule 300-10-.02 in the execution of the contract.

B. By completing the affidavit that is provided with this solicitation, the vendor is attesting to the following:

a. The affiant has registered with and is authorized to use the federal work authorization program;

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b. The user identification number and date of authorization for the affiant;

c. The affiant is using and will continue to use the federal work authorization program throughout the contract period;

d. Any employee, contractor, or subcontractor of such contractor or subcontractor shall also be required to satisfy the requirements set forth in this paragraph; and

e. Upon contracting with a new subcontractor, a contractor or subcontractor shall notify Dawson County and shall deliver a completed Subcontractor Affidavit to Dawson County within five (5) working days of entering into a contract or agreement of hire with the subcontractor before the new subcontractor begins any work.

C. Failure to provide the completed and notarized affidavit with the contractor’s proposal will result in immediate disqualification as required by the Georgia Security and Immigration Compliance Act.

17. AWARD

Following review of all qualified proposals, selection of a suitable vendor, a recommendation will be made to the Dawson County Board of Commissioners by the project representative. Following Commission approval, the County will complete contract negotiations. Dawson County reserves the right to accept the proposal that is determined to be in the best interest of the County. Dawson County reserves the right to reject any and or all proposals.

The winning vendor will be contacted via email or telephone by the Purchasing Department and arrangements will be made for signing the contractual agreement. A notice of Intent to Award shall be posted on the County’s website at www.dawsoncounty.org

SECTION II – SCOPE OF WORK/SPECIFICATIONS

A. PROJECT PURPOSE

The Dawson County Tax Commissioner’s office is looking to implement a comprehensive Tax Collection System solution. The system must comply with the minimum real estate indexing standards as required by the Georgia General Statue. This system will be used by Dawson County for the Assessment, calculation and collection of real and personal property taxes. Dawson County needs application software that can best address the functional and performance requirements as stated in this RFP. Vendors should propose options that will provide the optimum in system performance, system growth, system flexibility, and reliability. Proposals must included software, installation, training, support and long-term maintenance.

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B. BACKGROUND

Dawson County is located 40 miles north of Atlanta with an estimated population of 24,000 citizens. The county has 14,492 property parcels. Dawson County Tax Commissioner, Linda Townley, is an elected official who oversees the office staff of six employees. The Tax Commissioner’s office has two locations, a main office in downtown Dawsonville and a satellite office located near Georgia Highway 400.

C._PROJECT SCOPE

Dawson County plans to house the integrated solution on a Windows 2008 file server and Microsoft SQL Server 2008 relational database. Integration with the County’s other ODBC compliant SQL databases is an important consideration. The proposed software shall currently be compatible and in projection in this environment and operate on network PCs running under Windows XP or 7. The network shall be Cat 5 certified and operate at a minimum of 100bps.

Dawson County shall provide a file server which shall have the following minimum configuration:

Dual Core Processor8 GB RAM160 GB hard disk drives with RAID technologyRW CD/DVD driveExternal drive for backupUPS

Dawson County shall provide network PCs to be used as workstations for the Tax System, which shall have the following minimum configuration:

Dual Core Processor2 GB RAM40 GB hard disk17” minimum color display monitor3C 10/100 NIC

Detailed specifications are outlined in attachment “Functional Requirements Matrix” of this RFP.

D._MINIMUM VENDOR QUALIFICATIONS

1. The type of work described in the RFP shall be the main source of revenue for the selected vendor, representing more than 50% of responder’s annual revenue.

2. The vendor shall have a minimum of five (5) years of direct experience performing the work specified in the RFP.

3. Vendor shall submit financial information that is sufficient to confirm to Dawson County that vendor has the financial means to perform the project successfully, even if contract deliverables and payments are delayed for any reason.

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E._PROPOSAL FORMAT

All proposals must be organized in the following sections to be considered responsive:

Letter of Transmittal1- Executive Summary2- Vendor Background, Organization and Financial Stability3- References4- Narrative overview of proposed solution5- Response to Functional Requirements Matrix6- Conversion Approach7- Project Management8- Training9- Warranties10- Support and Maintenance11- Cost Proposal12- Standard Agreement13- Additional Information (may be included as attachments as needed)

Letter of Transmittal – signed by a person authorized to contractually bind the officer. The Letter must contain a statement guaranteeing the validity of the proposal for a period of no less than 60 days after the due date. Also should include a statement certifying vendor’s compliance with minimum contractor qualifications as stated in Section II – D. above.

1. Executive Summary – narrative overview of vendor’s offering not to exceed 2 single-sided pages.

2. Vendor Background, Organization and Financial Stability – brief history of the vendor, number of full-time employees and company organization, names of corporate officers and proof of financial stability at a minimum including audited financial statements from the last 3 years.

3. References – vendor must submit a minimum of five non-vendor owned or business partner customer references presently using the proposed software for at least one year. Also, responder must identify any canceled contracts or litigation within the last 5 years.

Jurisdiction Name Business Address Name of Contact Title of Contact Telephone Number and Email of Contact Description of Installation Date Installed

4. Narrative Overview of Proposed Solution – brief descriptions outlining the features and functionality of all proposed software modules.

5. Response to Functional Requirements Matrix – completed requirement matrix attachment.

6. Conversion Approach – describe the types of tax systems that you have migrated in the past into your product.

7. Project Management & Personnel – brief description of the methodology used by the vendor for project management along with a proposed schedule for implementation.

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8. Training – brief description of on-site training and specify the number of days and the number of County staff members to be trained.

9. Warranties – all warranties should be stated in writing and submitted as part of the proposal. The vendor shall warrant the system will meet the availability and performance requirements set forth in the specifications and will continue to do so as long as the system remains under the vendor support.

10. Support and Maintenance – detailed description of the vendor’s support offering and software maintenance program.

11. Cost Proposal – on the included form provide an itemized breakdown of all costs associated with the purchase of any hardware, system software, application software and services required to satisfy the requirements of the RFP. Software licenses should be figured for an unlimited site license.

12. Standard Agreements – vendor shall provide the County with samples all relevant vendor contracts and agreements for the purchase and support of the proposed system.

13. Additional Information – any additional information or attachments pertinent to the vendor’s proposal not included in one of the required sections listed above.

F._EXCEPTIONS TO RFP

Each proposal shall be deemed to agree to comply with all terms, conditions, specifications, and requirements of this RFP. An “exception” is defined as the Proposer’s inability or unwillingness to meet a term, condition, specification, or requirement in the manner specified in the RFP. All exceptions taken must be identified and explained in writing in your Proposal and must specifically reference the relevant section(s) of this RFP. If the Proposer provides an alternate solution when taking an exception to the requirement, the benefits of this alternative solution and impact, if any, on any part of the remainder of the Proposer’s solution, must be explained in detail.

G. BONDS

Bid Bond – not requiredPerformance Bond – not requiredPayment Bond –not required

H. PROPOSAL CHECKLIST

In addition to your proposal information under E. PROPOSAL FORMAT the following documents are to be included:

Statement of Non-Collusion Addenda Acknowledgment Form (if applicable) Vendor’s Information Form & completed W-9 SAVE Affidavit Contractor’s Affidavit (if applicable)

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Functional Requirements Matrix#148-11-RFP Taxation Software Solution

Detailed SpecificationsDawson County

Tax Commissioner Requirements

Detailed Specifications

Included in

Current Product

Cost of Enhanceme

nt

Cannot Provide

GENERAL SYSTEM CONTROLS

For each line item, mark ‘Y’ in Included column if already a part of the proposed system, if not in current system place amount to provide in Cost column. If not able to provide then mark ‘X’ in “Cannot Provide” column. All items must have an entry in one or more columns.

Tax Codes Entry, Maintenance & Listing

Includes code, description, abbreviation, payees, commission percentages

Exemption Codes Entry, Maintenance & Listing (by tax year).

Includes code, description, percent applicability, and amount by tax code including applicability to HTRG and Homestead.

Lender Codes Entry, Maintenance & Listing.

Tax Codes Entry, Maintenance & Listing (by tax year).

Includes by code: description, abbreviation, mill rate, penalty rate, and applicable exemption codes.

Street Light Rates Entry, Maintenance & Listing (by tax year).

Includes by code: flat rate amount and description.

Digest Type Codes Entry, Maintenance & Listing.

#148-11-RFP Page 10

Dawson CountyTax Commissioner

RequirementsDetailed Specifications

Included in

Current Product

Cost of Enhanceme

nt

Cannot Provide

Includes by code: type, description, Tax bill code, etc.

Tax District entry, maintenance & listing.

Taxing entity control record entry, maintenance & listing.

Includes entity name for reports, documents, etc.

BILLING FOR REAL & PERSONAL PROPERTY

Retrieve Property data from WINGAP.

Tax Roll Controls Entry, Street Light and other Fees, Maintenance & Listing.

Includes Tax Year, & other digest figures for inclusion in overall digest. Ability to load and unload other digest figures quickly (for reporting purposes) (vehicle, heavy equipment, timber, etc.). Includes amounts & counts by tax district.

Appeal value at 85% of Assessor value or returned value, whichever is greater. Default to prior year for returned value if not returned.

Tax Roll Report (Digest) including district summary and report totals.

Tax Bill Calculations including all applicable exemptions and special taxes.

Tax Digest Consolidation Sheets by district according to state requirements.

Tax Digest Detail report for State, on CD or data file, not paper report.

Tax bill interface file for printing company.

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Dawson CountyTax Commissioner

RequirementsDetailed Specifications

Included in

Current Product

Cost of Enhanceme

nt

Cannot Provide

Tax Bill print for individual tax bills or reprints.

Ability to place tax bill on bill print hold, does not get included in Surebills file.

Listing of tax bills on print hold.

Ability to limit bills print by dollar amount (less than 1.00 not printed) user defined limit.

Must be able to post E&R’s and NOD’s prior to printing bills.

MANUFACTURED HOMES BILLING

Manufactured Homes Digest, Billing & Collections, same options as above, except bills are printed in-house, not Surebills. Bill print program required, mass print, or individual bills.

Ability to change decal no. in tax bill after bill paid and original decal number posted.

Ability to distinguish between homestead and non-homestead MH Decals/permits.

User entered and maintained messages that print on MH tax bills (Homestead, decal, free form, etc.).

Single print, sample print or mass print bills.

TAX BILLS COLLECTIONS

Multiple cash drawers with simultaneous operations (all clerks must be able to collect in separate cash drawers at the same time).

All tax bills must be collectible via the cash drawer operations.

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Dawson CountyTax Commissioner

RequirementsDetailed Specifications

Included in

Current Product

Cost of Enhanceme

nt

Cannot Provide

Each tax bill must contain detailed transaction history for any changes to billed amounts, values, codes, must records trans for collected amounts, reversals, etc.

Must provide for all penalties and interest and other charges as they occur.

Ability to search and collect all bills for one taxpayer by account number of parcel(s) in one transaction. Must be able to collect multiple years simultaneously. Must be able to add or remove bills from transaction at will. Must be able to collect bills from different taxpayers or different parcels in the same transaction, must be operator controlled.

Bill number entry by bar code scanner.

Each cash drawer is balanced, on screen, individually.

All transactions in the cash drawer are coded with the operator who processed the transaction in that drawer. Each drawer must have the capability to have multiple clerks use the drawer, but only one at a time. (i.e.: when a clerk goes to lunch, a relief clerk may use the same cash drawer but all her transactions will be coded with her ID (initials) to distinguish between clerks. The actual monies are in the same physical cash drawer.

Must provide for over the counter, mail in and mass mortgage company payments.

Mass mortgage will be loaded via emailed data (usually in a flat ascii file).

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Dawson CountyTax Commissioner

RequirementsDetailed Specifications

Included in

Current Product

Cost of Enhanceme

nt

Cannot Provide

All payments must reflect the type of payment (cash, check, CC, etc.), who made the payment (actual person submitting payment, when applicable, name on check, etc.).

Cash drawer processing must provide direct access to query programs, maintenance programs for bill info, refunds, etc.

Must be able to apply an unpaid refund to one or more tax bills.

Refund payments must be shown as such in the tax bill. Refund record must show which tax bill(s) payment was applied to and/or payment check data.

Must be able to reverse post payments creating a refund and/or reposting to another tax bill. Transaction must show what was done in the tax bill(s).

Must be able to accept partial payments on bills.

Must be able to enter Decal number (Homestead or Non Homestead decals) during payment entry process. Decal number recorded in tax bill.

Must be able to post a payment to a fully paid tax bill resulting in a refund when processing mortgage payments.

Must be able to prevent interest, FiFa and penalty postings for specified tax bills, indicate bills under bankruptcy, etc.

Must interface to Web payment provider.

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Dawson CountyTax Commissioner

RequirementsDetailed Specifications

Included in

Current Product

Cost of Enhanceme

nt

Cannot Provide

MONTH END PROCESSING

Month End Collections Report – Totals or detailed by digest type and year for specified month with summary totals by digest type and year.

Payout Distribution Report with ability to allow user to specify which digest types and years will be included or excluded from the report/payout and the month and year for the report. Must have both detailed and summary only options.

Month end posting of interest on delinquent bills, select digest types and years to include or exclude.

A/R report, detailed or summary, by digest types and years.

Posting of all interest, fees, FiFa’s, etc. with ability to review and examine all receivables on screen or reports.

GENERIC INQUIRY SYSTEM

Separate module that permits other departments to search and view tax bill data, paid dates, billed amounts, due amounts, etc.

E & R & NOD PROCESSING

Provide ability to enter E&R adjustments and NOD’s. Taxes will be calculated. Refunds generated automatically and audit trail transactions created.

REFUNDS PROCESSING

Refunds created during cash drawer update.

Refunds maintenance permits changing certain data, payee, address, etc.

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Dawson CountyTax Commissioner

RequirementsDetailed Specifications

Included in

Current Product

Cost of Enhanceme

nt

Cannot Provide

Select refunds for processing based on operator entered criteria. Refunds are paid out on 15th of month, but only if approved by Property Supervisor and at least ## days old where ## is usually 30 days but may be changed. Ability to force payout regardless of age.

Print refund checks that are approved for payment.

Ability to post refunds in full or in part to unpaid tax bills, posting GL, etc.

Refund replacement check printing, updates GL, Bank reconcile, etc. Also voids the original refund check placing a notation in original check about the replacement check and places notations in the replacement check about the original check and refund info.

Void a refund check, reloads the unpaid amount to the refund record, post GL, bank reconcile, etc.

YEAR END AUDIT REPORTS

Total Billings by digest and year.

Tax collections by digest and year.

E & R’s by digest and year.

NOD’s by digest and year.

Accounts Receivable by digest and year (summary & detailed) through certain date.

DELINQUENT BILLS PROCESSING

Support for FIFA and Levy processing. This will include applying fees and printing delinquent notices.

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Dawson CountyTax Commissioner

RequirementsDetailed Specifications

Included in

Current Product

Cost of Enhanceme

nt

Cannot Provide

Support for applying Collection fees for 3rd party collection company.

GENERAL LEDGER SYSTEM

Standard GL system with account entry, maintenance, listing.

Automatic entry of payout and refunds to General Ledger.

Allow manual entry of Gratis totals for disbursement purposes.

Inclusion of accounts for Tags.

Miscellaneous accounts for Misc Income, Bank Interest, etc.

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STATEMENT OF NON-COLLUSION#148-11-RFP –Taxation Software Solution

I _____________________________certify that this proposal is made without prior understanding, agreement or connection with any corporation, firm or person submitting a proposal for the same services and is in all respects fair and without collusion or fraud. I understand that collusive bidding is a violation of state and Federal law and can result in fines, prison sentences and civil damages awards.

I certify that this proposal has been prepared independently and the price submitted will not be disclosed to another person.

I certify that there has been no contact or communication by the proposer or the proposer’s associates with any County staff, or elected officials since the date this RFP was issued except: 1) through the Purchasing Department 2) at the Pre-Proposal Conference or 3) as provided by existing work agreement(s). The County reserves the right to reject the proposal submitted by any proposer violating this provision.

I agree to abide by all conditions of this proposal and certify that I am authorized to sign this proposal.

_______________________________________________________________________

Company Name

_______________________________________________________________________

Authorized Signature Date

_______________________________________________________________________

Printed Name & Title

THIS PAGE MUST BE COMPLETED AS A PART OF YOUR PACKET

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COST PROPOSAL#148-11-RFP Taxation Software Solution

Form must be completed and returned with bid.

Company Name: __________________________________________________

Provide an itemized breakdown of all costs associated with the purchase of any hardware, system software, application software, and services required to satisfy the requirements of the RFP. Software licenses should be figured for an unlimited site license.

ITEM DESCRIPTION ONE TIME COST ON GOING COSTSoftware License

Data Conversion

Configuration and Preparation

Installation

Training

On-going Support & Maintenance

Hardware (if required)

TOTALS

_____________________________ ___________________________ _________Authorized Representative/Title Authorized Representative (Date)(Print or Type) (Signature)

THIS PAGE MUST BE COMPLETED AS A PART OF YOUR PACKET

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ADDENDA ACKNOWLEDGEMENT#148-11-RFP Taxation Software Solution

The vendor has examined and carefully studied the Request for Proposals and the following Addenda (if issued), receipt of all of which is hereby acknowledged:

Addendum No. ______________

Addendum No ______________

Addendum No. ______________

Addendum No. ______________

___________________________ _______________________ _______Authorized Representative/Title Authorized Representative (Date)

(Print or Type) (Signature)

Vendors must acknowledge any issued addenda. Bids which fail to acknowledge the vendor’s receipt of any addendum will result in the rejection of the offer if the addendum contained information which substantively changes the Owner’s requirements. If there are no addenda issued, this form may be omitted.

THIS PAGE MUST BE COMPLETED AS A PART OF YOUR PACKET

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VENDOR’S INFORMATION FORM #148-11-RFP Taxation Software Solution

1. Legal Business Name ______

2. Street Address _____

3. City, State & Zip

4. Type of Business: (association, corporation, partnership etc)

5. Name & Title of Authorized Signer:

6. Primary Contact

7. Phone FAX

8. E-mail

9. Company Website

10. Has your company ever been debarred from doing business with any federal, state or local

agency?

Yes _____ No _____ If Yes, please state the agency name, dates and reason for debarment. ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Attach a completed W-9 Form

THIS PAGE MUST BE COMPLETED AS A PART OF YOUR PACKET

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Georgia Security & Immigration Compliance (GSIC) Act Affidavit

As per the Georgia Senate Bill 529 and Senate Bill 447, the Georgia Department of Labor has promulgated new rules for the implementation of Section 2. O.C.G.A. §13-10-91 and Chapter 300-10-01-.02 state that no Georgia Public Employer shall enter into a contract for the physical performance of services within the State of Georgia unless the Contractor registers and participates in a federal work authorization program to verify the work eligibility information of all of its new employees.

The Employment Eligibility Verification “E-Verify” site operated by the U.S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security is the electronic federal work authorization program to be utilized for these purposes.

The website is https://e-verify.uscis.gov/enroll/

By executing the attached Contractor Affidavit, Contractor verifies its compliance with O.C.G.A. §13-10-91 stating affirmatively that the individual, firm or corporation which is contracting with the Dawson County Board of Commissioners has registered and is participating in this federal work authorization program in accordance with the applicability provisions and deadlines established in this Statute.

Contractor further agrees that should it employ or contract with any Sub-Contractor(s) for the physical performance of services pursuant to the contract with the Dawson County Board of Commissioners, Contractor will secure from the Sub-Contractor(s) verification of compliance with O.C.G.A. §13-10-91 on a Sub-Contractor Affidavit and shall provide a copy of each such verification to the Dawson County Board of Commissioners at the time the Sub-Contractor(s) is retained to perform such services.

PLEASE COMPLETE THE ATTACHED AFFIDAVIT AND RETURN IT TO:

Sherry BoatfieldDawson County Purchasing Agent78 Howard Avenue East, Suite 100

Dawsonville, GA 30534

Fax: (706) 344-3501Email: sboatfield@dawsoncounty.org

SAVE Affidavit

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(Systematic Alien Verification for Entitlements)Required by the Georgia Security and Immigration Compliance Act

By executing this affidavit under oath, as an applicant for a public benefit as referenced in the Georgia Security and Immigration Compliance Act (O.C.G.A. § 50-36-1), I am stating the following:

_ ____I am a United States Citizen OR

_ ____I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act 18 years of age or older and lawfully present in the United States.*

In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section 16-10-20 of the Official Code of Georgia.

_________________________________________ _____________________________Signature of Applicant Date_________________________________________Printed Name_________________________________________*Alien registration number for non-citizens

SUBSCRIBED AND SWORN BEFORE ME ON THIS _______ DAY OF ________________, 20___.

____________________________________ Notary PublicMy Commission Expires: ____________________________

*Note: O.C.G.A. 50-36-1(e)(2) requires that aliens under the federal Immigration and nationality Act, Title 8 U.S.C., as amended, provide their alien registration number. Because legal permanent residents are included in the federal definition of “alien”, legal permanent residents must also provide their alien registration number. ***************************************************************************************************** PLEASE INDICATE THE DOCUMENT VERIFYING YOUR RESIDENCY STATUS AND ATTACH A COPY OF THE DOCUMENT (front and back) I-327 (Reentry Permit) Machine Readable Immigrant Visa I-551 (Permanent Resident Card) Temporary I-551 Stamp (on passport or I-94) I-571 (Refugee Travel Document) I-94 (Arrival/Departure Record) I-688 (Temporary Resident Card) Unexpired Foreign Passport I-688A (Employment Authorization Card) I-20 (Certificate of Eligibility for Nonimmigrant I-688B (Employment Authorization Document) (F-1) Student Status) I-766 (Employment Authorization Card) DS2019 (Certificate of Eligibility for Exchange Visitor (J-1) Status) Certificate of Citizenship Other (Use Document Description) Naturalization Certificate

____________________________________________________Applying on Behalf of/Name of Associated BusinessA-CC Finance – Business occupation Tax Certificate September 2009

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Georgia Security & Immigration Compliance (GSIC) ActCONTRACTOR AFFIDAVIT AND AGREEMENT

The Dawson County Board of Commissioners and Contractor agree that compliance with the requirements of O.C.G.A. §13-10-91 and Rule 300-10-1-.02 of the Rules of the Georgia Department of Labor are conditions of this Agreement for the physical performance of services.

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. §13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the Dawson County Board of Commissioners has registered with and is participating in the federal work authorization program known as “E-Verify”, web address https://e-verify.uscis.gov/enroll/ operated by the United States Citizenship and Immigration Services Bureau of the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. §13-10-91. The undersigned Contractor also verifies that he/she/it is using and will continue to use the federal work authorization program throughout the contract period.

The undersigned Contractor agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to the contract with the Dawson County Board of Commissioners, Contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. §13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees the Contractor will advise the Dawson County Board of Commissioners of the hiring a new subcontractor and will provide Dawson County Board of Commissioners with a Subcontractor Affidavit attesting to the Subcontractor’s name, address, user identification number, and date of authorization to use the Federal Work Authorization Program within five (5) days of the hiring before the Subcontractor begins working on the Project. Contractor also agrees to maintain all records of such compliance for inspection by Dawson County Board of Commissioners at any time and to provide a copy of each such verification to the Dawson County Board of Commissioners at the time the subcontractor(s) is retained to perform such services.

______________________________________________________________________________ E-Verify Employment Eligibility Verification User Identification Number

______________________________________________________________________________Date of Authorization to Use Federal Work Authorization Program

______________________________________________________________________________ NAME OF CONTRACTOR

______________________________________________________________________________ Title of Authorized Officer or Agent of Contractor

______________________________________________________________________________ Signature and Printed Name of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE _____ DAY OF______________, 20____

_____________________________________________________________________________ Notary Public

My Commission Expires: __________________________________________________

* As of the effective date of O.C.G.A. §13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S. Citizenship and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA). Authority O.C.G.A. Sec. §13-10-91. History, Original Rule entitled “Contractor Affidavit and Agreement” adopted. F. May 25, 2007; eff. June 18, 2007, as specified by the Agency.

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