HomeMy WebLinkAboutProperty Tax Collection System
Augusta Richmond GA
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Project Proposal
Property Tax Collection System
Augusta, Georgia.
Issue Date: October 26, 2001
Overview
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VisiCraft is approaching this project with the goal of becoming a long-term partner with
Augusta. It is our intent to work hand-in-hand with the Tax Commissioner's staff and the
Information Systems department to provide the best possible property tax collection
system.
This document will outline the major components of this project, provide a time line for
the project, outline the responsibilities of both VisiCraft and Augusta, and detail the cost
to Augusta of the project. The bid document from the earlier request for proposal, which
was provided separately, is considered supporting documentation, and is intended to
provide a more complete technical picture.
Components of the project
There are five deliverables in this project:
1. The most recent version of the VCS*Tax 2000 software by VisiCraft Systems (the
"Software"). This component is described in detail in the bid document.
2. The final specifications document detailing modifications to be made to VCS*Tax
2000 by VisiCraft for Augusta and finalizing pricing. This document will be
prepared by VisiCraft and submitted to Augusta staff for approval (the "Final
Specifications Document").
3. The actual modifications to VCS*Tax 2000 as defined by the final Specifications
Document. These modifications are summarized under the heading "Major
features to be added" in this document, and described in more detail in the bid
document.
4. Installation ofVCS*Tax 2000 and modifications, including transfer of existing
records to VCS*Tax 2000, and training for Augusta Staff.
5. Ongoing support ofVCS*Tax 2000 by VisiCraft.
Major features to be added
These are the major features already identified that need to be added.
I. Amendment 74 and 65 ex.emptionsand reporting for such.
2. Streetlighting fees. (Note: Already part ofthe standard system.)
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3. Solid Waste Collection Service fees (Note: Already part of the standard system.).
4. Special Tax Districts (Note: Already part of the standard system.)
5. Discounts and reporting for discounts
6. January 15t owner and address information and incorporation in tax bills and form
letters.
7. Adding user-created reports/tools to VCS*Tax menu.
8. Save "old" records to history and view online at any time.
9. Security revisions to add dollar amount adjustment limits for clerks.
10. User-defined condition codes and incorporation of these into reporting.
11. On-the-fly penalty and interest calculation
12. Multiple bank accounts, changeable daily.
13. Apply overpayment within multi-pay to specific bill
14. Effective date processing
15. Begin and End dates, and "applied by" for user-defined status codes.
16. Fi.Fa. process and document enhancements.
17. Add Fi.Fa. list to GED list ofclerk of court electronically.
18. Property split and merge tracking.
19 . (Possible) Additional functionality for delinquent letters. Suggest mail merge.
20. Project interest and penalty through any future date.
21. Levy process enhancements.
22. Additional lender reports and enhanced criteria to control reporting.
23. Enhanced on-line inquiry criteria.
24. (Possible) Label printing. Suggest mail merge.
25. Toggle hotkey for penalties and fees, properly secured.
These are things that are technically impossible within VCS*Tax, but that may be
available with third-party tools added to the VCS menu
1. User-modifiable document formats. We suggest mail merge for this.
2. User can attach images to property id or bill number during runtime. .
These are items that may be possible but need further clarification:
1. Ability to produce deeds at tax sale. This does not seem possible without an
interface to an electronic deed storage system provided by the county.
2. Buyers certificate on demand. Not enough information to know whether we can
do this or not.
The Final Specifications Document, when delivered, will contain details of the required
modifications, a detailed development and implementation plan, and final pricing.
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Project time schedule
Activity This must happen on or
before. ..
Augusta accepts project proposal 11/12/2001
Initial site visit by VisiCraft to develop specifications 11/14/2001
Final Hardware recommendations 12/3/200 I
VisiCraft delivers Final Specifications Document. 12/3/2001
Augusta accepts Final Specifications Document. 12/7/2001
Phase 1
Phase 1 Program modifications begin 12/1 0/200 1
Install VCS*Tax 2000 latest release for testing and 04/27/2002
reVIew.
Phase 1 Program modifications and additions complete 5/31/2002
Install Phase 1 modifications and perform initial data 6/2/2002
converSIOn.
Begin Parallel with existing system. Make any 6/3/2002
necessary fixes or modifications between now and end
of parallel.
End parallel - final data conversion 06/30/2002
End Phase 1 - At this point Richmond is fully on VCS 7/1/2002
Tax.
Identify tax bill printer and provide with data samples. 7/1/2002
Phase 2
Phase 2 Program modifications begin 7/1/2002
Phase 2 Program modifications complete 8/16/2002
Install Phase 2 as beta. Parallel with Phase 1 system. 8/18/2002
End Parallel Phase 2 8/30/2002
End Phase 2 8/30/2002
Digest conversion - Assuming assessor's data is 8/30/2002
available.
TCO loads digest, fixes errors, calculates tax bills, 9/6/2002
publishes digest for state, publishes digest and bill data
for printer.
Digest Approved, Tax bills mailed 9/15/2002
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VisiCraft is not responsible for delays in this schedule caused by action or inaction of
state authorities or third-party service providers.
Project management and staffing
1. VisiCraft will assign one developer and one project lead to this project beginning
on the date the project is accepted by Augusta. Additional development staff will
be provided on an as-needed basis.
2. VisiCraft will provide reasonable staffing on-site during installation and training.
3. To ensure a successful project, Augusta should assign as project liaison someone
who is knowledgeable of property tax collection and has sufficient authority to
make day-to-day decisions. This person needs to be reasonably available to our
staff, particularly at the beginning and end of the project.
4. VisiCraft will ask Augusta to identify all items in the Final Specifications
Document as either critical or non-critical. If, for some unforeseen reason, the
project runs into time constraints, VisiCraft may ask to delay delivery of some
non-critical items.
5. Once Augusta has agreed to the final specifications document, change requests
will require review by the VCS project lead, who will prepare a cost and time
estimate for the change, which he will forward to your project liaison for
approval.
6. Certain dates in the proposed schedule are critical:
a. Date of Acceptance of this project proposal (Proposal Acceptance Date).
b. Date of Acceptance ofthe Final Specifications Document (Specifications
Acceptance Date).
If these dates are delayed, the entire project will be delayed, so all dates in the
project should be considered relative to the actual Proposal Acceptance Date and
the Specifications Acceptance Date.
Escrow of Source Code
VisiCraft provides source code escrow services through DSI Escrow Services, 2100
Norcross Parkway, Suite 150, Norcross, GA 30071. Escrow services are provided under
a separate contract, and Augusta may' choose to participate in this service at any time.
Price
to 80,000 tax bills one-time
3,500.00
1,000.00
19,500.00
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assessor's di est data conversion included
Item
A lication enhancements
Total Software and ro rammin
Data conversion from existin s stem
Total Price of re uired items
o tional Items
Escrow Services Setu Fee
Escrow Services Annual Subscri tion
Total Price includin 0 tional items
Price
129,300.00
153,300.00
5,000.00
158,300.00
1000.00
1,450.00
$160,750.00
VisiCraft cannot predict the cost oftravel, meals, and lodging for this project, so these
expenses will be billed separately as they are incurred. We suggest negotiating a
maximum per-diem rate and charging Augusta only the actual costs incurred. We will be
glad to provide receipts.
Agreement
1. Proposal Completeness. VisiCraft agrees that this proposal may be modified by
the Final Specifications Document, or by any subsequent contracts signed by both
VisiCraft and Augusta after the execution of this proposal, or by change requests
agreed to in writing by both parties.
2. Letter of Credit. In the event that this proposal results in the execution of a
Software License and Development contract between VisiCraft and Augusta,
VisiCraft will provide a letter of credit to Augusta for the final contract price
within 10 days of receiving the signed contract, provided that Augusta pays
VisiCraft 100% of the contract price upon execution and delivery of the signed
contract.
3. Final Specifications Document. After acceptance of this proposal by Augusta,
VisiCraft agrees to perform an analysis of modifications required for the Software
to comply with Augusta's requirements (the "Analysis"). VisiCraft shall deliver a
Final Specifications Document to Augusta within four (4) weeks after Augusta's
written acceptance of this proposal as provided below (the "Proposal Acceptance
Date").
4. Licensing and Development Contract. IfVisiCraft and Augusta sign a Software
License and Development contract as mutually agreed upon within 60 days after
delivery of the Final Specifications Document, there will be no additional charge
for the Analysis and the preparation ofthe Final Specifications Document. If
Augusta decides not to sign a contract within this 60-day time period and the
parties have not agreed to an extension of this time period, Augusta agrees to pay
VisiCraft seventy nine hundred dollars ($7,900.00) as payment in full for the
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Analysis and preparation of the Final Specifications Document, and for any travel
or other out-of-pocket expense.
5. Access and Cooperation. After the Proposal Acceptance Date, Augusta will grant
VisiCraft and its representatives access to the premises where the Software will be
installed, access to appropriate Augusta records, and the reasonable cooperation
of Augusta personnel as necessary for the performance of the Analysis and
preparation of the Final Specifications Document by VisiCraft. VisiCraft shall
comply with all reasonable security and safety procedures of which Augusta has
informed VisiCraft.
6. Confidentiality. In the event that a Software License and Development contract is
not executed, Augusta agrees to promptly return to VisiCraft any and all
documents and information provided by VisiCraft to Augusta (including, without
limitation, information relating to the Analysis and the Final Specifications
Document), treat such documents and other information as confidential, and not
disclose the same to any third-party.
7. Best Efforts. The Analysis and the Final Specifications Document will be
impacted by the quality of Augusta's records and systems and the level of
cooperation of Augusta and its personnel. Accordingly, Augusta acknowledges
that VisiCraft will prepare and deliver the Analysis and Final Specifications
Document on a best efforts basis only, without representation or warranty.
8. Binding Effect. This proposal shall be deemed to be only an expression of
interest in a Software License and Development contract, and it is expressly
understood that (a) this letter is not intended to, and does not, constitute an
agreement to enter into a Software License and Development contract, and
(b) except as provided in Sections 3, 4, 5, 6, and 7 above (which are binding and
legally enforceable), the parties hereto will have no rights or obligations of any
kind whatsoever relating to the transactions set forth herein by virtue of this
proposal or any other written or oral expression unless and until a Software
License and Development contract is executed and delivered.
9. Expiration of Proposal. This proposal will expire in 30 days from the Issue Date
on the first page on this document unless accepted by Augusta prior to such
expiration.
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If you are in agreement with the contents of this proposal, please sign and date in the
space provide e w, and return one fully executed copy to Jeff Watkins, 68 Millennium
Circle, Rin old, A 7 6.
tig ed:
. For Augusta
itle: M'1 qY
Date:
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2. C.orporate Profile
This section contains CONFIDENTIAL information. Do not include in public bid display.
2.a.l. Company Background
The history of the partners of Vi siC raft began in the early 1990's. Several members of our staff were
heavily involved, from 1993 on, in one of the earliest successful moves from mainframe MRP systems
to client server technology at a Fortune 500 textile manufacturer. In late 1998, the company decided to
exit the textile industry. Realizing that theMRP systems we had developed over the years were
marketable, 4 of us started our own company and acquired the MRP system from the company for which
it was developed.
In early 1999, VisiCraft was offered the opportunity to use the experience we had gained in the Textile
industry to deliver a state-of-the-art software solution for government agencies. By late 1999, we had
delivered and installed our first government product, VCS*TAX 2000. This continues to be an exciting
product and the number of counties using it is growing rapidly. From the first installation on Dec 6,
1999 at Whitfield County, we have install 12 counties through June 30th of2001. Currently, VCS*Tax
represents about 75% of our business.
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We are in the" process of releasing a third product, VCS*Collect. This product is designed for collection
agencies ana lawyers who collect delinquent accounts for third parties. We expect this product to grow
to be 10 t6 15% of our business. .
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2.a.2. ,Company Organization
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Vis'iCraft Systems, Inc. is a privately held Georgia S corporation, established in April of 1999. The
m~agement team consists of Walt Mobley, President and Product Manager, Stan Burch, Corporation
J~retary and VP Tax Systems, and Jeff Watkins, VP Sales and Marketing.
The company's organizational chart is outlined below.
Stan Burch
VP Tax Systems
Walt Mobley
President
Jeff Watkins
...................................
VP Sales
Bixian Ni
Developer
Dale Mobley
Developer
DonnaW oods, ,
Accounting
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RFP# 01-100 Tax commissioners office tax billing and collection software
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2.b. Financial Information
This section contains CONFIDENTIAL information. Do not include in public bid display.
VisiCraft Systems, Inc.
Balance Sheet
May 31, '01
ASSETS
Current Assets
Cash
Accounts Receivable
97,039.00
57,947.00
Total Current Assets
154,986.00
Fixed Assets
Accumulated Depreciation
Computer Equipment
Leasehold Improvements
Office Furniture and Equipment
-8,347.00
20,812.00
5,815.00
1,114.00
Total Fixed Assets
19,394.00
Other Assets
463.00
TOTAL ASSETS
174,843.00
LIABILITIES & EQUITY
Liabilities
Accounts Payable
Payroll Liabilities
Deferred Support Contract Income
-19.00
121.00
111,412.00
Total Liabilities
111,514.00
Equity
Capital Stock
Retained Earnings
Net Income
Total Equity
3,000.00
8,648.00
51,681.00
63,329.00
TOTAL LIABILITIES & EQUITY
174,843.00
RFP# 01-100 Tax commissioners office tax billing and collection software
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2.b. Financial Information
This section contains CONFIDENTIAL information. Do not include in public bid display.
VisiCraft Systems, Inc.
Income Statement
Jan - May '01
Ordinary Income/Expense
Income
Sales
Services
Total Income
10,768.00
221,429.00
232,197.00
Gross Profit
232,197.00
Expense
Sales
Operations
Other Expenses
42,061.00
138,073.00
1,794.00
Total Expense
181,928.00
Net Ordinary Income
Other Income
50,269.00
1,412.00
Net Income
51,681.00
2.c. Number of Employees
We currently employ five full-time and one part-time employee. If this bid is awarded to VisiCraft
Systems, all full-time employees will be involved in development, training, and implementation, and
support
RFP# 01-100 Tax commissioners office tax billing and collection software
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