Agency: City of Winchester
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 541519 - Other Computer Related Services
Posted Date: Oct 14, 2021
Due Date: Oct 20, 2021
Solicitation No: RFP 202115
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ITB/RFP # Description Due Date and Time Mandatory Pre-Bid Meetings Documents
RFP 202115



2:00 PM


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RFP #202115
The City of Winchester, Virginia will accept proposals until 2:00 p.m. local time on October 20, 2021 in
the office of the Finance Department - Purchasing Division, 15 North Cameron Street, 2nd Floor - Rouss
City Hall, Winchester, VA 22601. This RFP is intended to contract with a qualified vendor who will
provide, support and maintain a Computer Assisted Mass Appraisal (CAMA) System that meets the
requirements listed herein and is in the best interests of the City of Winchester. The Contract will be
administered by the Innovation and Information Services Department.
Copies of this Request for Proposal may be viewed and downloaded from the City's web page:
Offerors should carefully examine the specifications and fully inform themselves as to all conditions and
matters, which would in any way affect the equipment/materials/service of cost thereof. Should an offeror
find discrepancies in or omissions from the specification or request for proposal, he/she should notify the
Purchasing Agent and obtain clarification prior to submitting the proposal. Only questions answered by
formal Addenda will be binding; oral and other interpretations or classifications will be without legal effect.
The right is reserved, as the interest of the City may require, to revise or amend the specifications prior to
the date set for opening proposal; the opening date may be postponed if deemed necessary by the City’s
Purchasing Agent. Such revisions and amendments, if any, will be announced by written Addenda to the
specifications. In addition, the City reserves the right to accept or reject any proposals, in whole or in
part, to waive any informality and cancel the bid at any time prior to award, in the best interest of the
One (1) original hardcopy, one (1) original electronic copy in .pdf format on CD or USB memory stick are
to be submitted in a sealed envelope bearing the Offerors company name, mailing address, the RFP name,
the RFP number, the date and the time due mailed or delivered to:
City of Winchester
Finance Department - Purchasing Division
15 North Cameron Street, 2nd Floor - Rouss City Hall
Winchester, Virginia 22601
BY Michael Marzullo, CPPB
Purchasing Agent
RFP #202115
Introduction and Purpose
Scope of Services
Selection Procedures
Submittal Requirements
Evaluation Criteria and Selection Process
Special Terms and Conditions
General Terms and Conditions
The City of Winchester (City), founded in 1744, is the oldest Virginia City west of the Blue Ridge
Mountains. Located at the northern entrance to the Shenandoah Valley, the City is the medical, commercial,
governmental, and financial center for the surrounding area, and is the county seat of Frederick County.
The City encompasses 9.3 square miles and is located at the crossroads of U.S. Highways 11, 17, 50, 522,
Interstate 81 and State Route 7. Interstate 66, terminating 11 miles south of the City at Interstate 81,
provides a third transportation artery to Washington, D.C., 72 miles to the southeast. The City's 2007
population was estimated at 26,000 with 7,650 single family attached and detached homes and over 4,000
multi-family dwelling units.
The City seeks to procure a comprehensive document scanning and workflow platform that will provide
the City’s employees with the ability to manage, organize and disseminate scanned documents/images. The
desired system must operate in an expeditious manner and operate in an intuitive manner that reduces the
system’s training curve.
The City of Winchester, Virginia is soliciting sealed proposals from qualified firms to provide all labor,
supervision, equipment, software, hardware, technical support, training, and quality controls to install,
support and maintain enterprise level Computer Assisted Mass Appraisal (CAMA) System The
Contract will be administered by the Innovation and Information Services Department.
This Request for Proposal (RFP), plus the resulting agreement, shall be consistent with, and governed by
the Act, the Virginia Public Procurement Act (VPPA).
The Innovation and Information Services Department supports the City’s computer systems, software
applications that use the computer systems and the network.
The City of Winchester uses several different platforms to deliver computing services throughout the
government. The primary platforms are supported by the IBM iSeries, Microsoft Windows Server
(2012/2016) and Microsoft Windows Desktop (10). The City’s information system consists of one (1)
iSeries 8202-E4D, fifteen (15) file/application servers, five hundred (500) desktop/laptop computers and
eighty-five (85) switches and routers. Computer Assisted Mass Appraisal (CAMA) System must be
compatible with the City’s system.
1. RFP Distribution
2. Proposal Submissions Due (Part I)
3. Interviews (Part II), if necessary,
4. Award of Contract
October 2021
October 20, 2021 at 2:00 P.M. local time
November 2021
The original contract term shall be twenty-four (24) months upon Award. The City reserves the right to
cancel and terminate this Contract, without penalty, upon ten (10) days written notice to contractor. The
parties understand and agree that the City, at its sole option, may renew this Contract for four (4) additional
twenty-four-month periods.
The following are the minimum statements of need for the City:
1.1. General
A. A new CAMA System will provide the foundation for building an effective city-wide
land records management system. The system will establish an easily maintained and
flexible information center for property record data with the intention of reducing
redundancy while providing an accurate inventory of real estate records. The
implementation of a new system will lead to high quality assessments and more
equitable taxation.
B. The new CAMA System will be fully supported, user friendly, customizable, turnkey,
use best practices, and link to the City’s new Tax and Revenue Management System
C. The City is looking for a system that will calculate real property values between City-
wide reassessments. The City typically hires an Offeror every six (6) years to
conduct a City-wide reassessment.
D. The City would like to pay for a CAMA System that only included modules that the
City would use. The City understands that many CAMA Systems may have modules
built into them that the City has no plans of using. The City does not want to
eliminate or discourage Offerors from offering such systems or participating in this
procurement. However, the City would like Offerors to discuss their ability to only
charge this City for modules that it plans on using and/or will use. Offerors should
discuss in their proposals if they can turn on and off specific modules in their CAMA
System or if the City is required to pay for the entire package.
a. The City will assign an Owner’s Representative to be the Contract Administrator and
they may authorize a designee delegated to perform these duties as outlined: ordering,
monitoring of progress, review and acceptance, quality assurance, invoice payment and
scheduling of services.
b. Acceptance:
i. The City has ten (10) business days from time of completion to accept the project
work and ensure compliance to all City specifications, and state and federal laws.
ii. If work is rejected in whole or in part due to poor quality or workmanship, then
City shall outline in writing the problem and notify the Contractor.
iii. Time requirement:
a) When the Contractor is notified in writing by the City of non-acceptance, the
Contractor shall have five (5) business days to correct the problem. The Owner
Representatives or designee may extend this period if agreed upon in writing
by both parties.
2. ADDITIONAL SERVICES (TASK ORDERS): Additional task order assignments beyond the
initial project work may be required as the City believes it to be in the best interests of the
local government. and the functionality of the CAMA system.
This Request for Proposals is divided into two parts:
Part I - Written Submission of Firm Experience and Qualifications; and
Part II - Interviews and Presentations from Part I short-listed firms, only.
In general, the selection of a firm will be conducted by the following process:
1. Statements of firms’ experience and qualifications shall be submitted in the form defined
under Submittal Requirements (Section D).
2. The Evaluation Committee, composed of City, will evaluate, and rank all firms.
3. Firms will be evaluated and ranked in accordance with the Part I – Evaluation Criteria
(Section E).
1. Based on the results of the process to this point, the highest ranked firms may be invited to
make a presentation to the Evaluation Committee. The Evaluation Committee may also
conduct formal interviews with these firms.
The Evaluation Committee will complete the final evaluation and rank the firms as set forth
in Evaluation Criteria (Section E), to award one (1) firm whose qualifications and proposed
services are deemed most meritorious.
1. RFP Response: To be considered for selection, offerors must submit a complete response to this
RFP. One (1) original hardcopy, one (1) original electronic copy on a CD or USB memory stick
in .pdf format and five (5) copies of the original hardcopy are to be submitted in a sealed envelope
bearing the company name, mailing address, the RFP name, the RFP number, the date and the time
due mailed or delivered to: City of Winchester, Finance Department - Purchasing Division, 15
North Cameron Street, 2nd Floor-Rouss City Hall, Winchester, Virginia 22601. No other
distribution of the proposal shall be made by the offeror. Offerors must clearly label the original
with the word “ORIGINAL” on the cover and must clearly label all copies with the word “COPY”
on the cover.
2. Late Proposals: It is the responsibility of the firm to ensure the Purchasing Agent receives the
submittal by the proposal due date and time. Late Proposals will be returned to offeror unopened,
if the container is properly identified with the firm’s return address.
1. Proposals shall be signed by an authorized representative of the offeror. All information requested
should be submitted. Failure to submit all information requested may result in the Purchasing
Agent requiring prompt submission of missing information and/or giving a lowered evaluation of
the proposal. Proposals which are substantially incomplete or lack key information may be rejected
by the Purchasing Agent. Mandatory requirements are those required by law or regulation or are
such that they cannot be waived and are not subject to negotiation.
2. Ownership of all data, materials and documentation originated and prepared for the City pursuant
to the RFP shall belong exclusively to the City and be subjected to public inspection in accordance
with the Virginia Freedom of Information Act. Trade secrets or proprietary information submitted
by an offeror shall not be subject to the public disclosure under the Virginia Freedom of Information

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