Question Deadline

Proposers may submit written questions, request clarifications or provide notice to the appropriate City Contact person listed on the RFP cover of any ambiguities, conflicts, mistakes, errors or discrepancies that Proposer has discovered in the RFP, the Proposed Contract, Scope of Services and any other solicitation document at any time until one (1) week prior to the due date for proposals.

Addenda and Supplements to RFP

If it becomes necessary to revise any part of the RFP, an addendum to the RFP will be provided to all known prospective Startup Applicants via email and the CivStart website.

It is the responsibility of the Startup Applicant to verify addenda and supplements up to the RFP submission date and time.

Questions - Post Deadline

If a Proposer discovers any ambiguities, conflicts, mistakes, errors or discrepancies after the deadline for questions and clarifications or after the proposal due date, Proposer shall immediately submit the ambiguity, conflict, mistake, error or discrepancy to the appropriate City Contact person listed in Section 3. The City, in its sole discretion, shall determine the appropriate response to any issue raised by any Proposer.

Responses to Questions

1. How many application types does the Land Bank desire to be digitized during the pilot? Which applications should be built out once the pilot is completed? (Business, Side Lot, Urban Agriculture, Property Donation, etc.)

• Total of 5 applications will be digitized: Business, Individual, Side Lot, Urban Agriculture, Donation)

2. Will the new operating system be collecting personally identifiable information? If so, what information?

• Yes

• Name

• Address

• Phone number

• eMail

• etc. (see online applications for specific information - Page 2)

3. If permissible, please provide additional detail on the different databases in which applications must be logged. We would greatly appreciate any explanation provided as to why three are being utilized and if the new system should plug into the existing three or should be designed to replace them.

• Land Bank only utilizes the Main Database (E-Property Plus) – this tracks property information before and after sale.

• Excel Spreadsheet for properties that have been sold. Currently manually tracking sold properties. (Not mandatory, but a pre-existing process that was in place)

• The Land Bank desires to consolidate this database in the inputting process.

4. What data points does the land bank currently collect on client concerns and application failures/points of concern

• Land Bank uses its E-Property Database to also track the applications outcomes for approvals, withdrawals and rejections but is unable to pull reports on individual rejections or withdrawals when there are multiple applicants for the same property.

• In the case where there are multiple applicants for one property, the system only tracks the approved applicant and other applicants for the same property are noted in the database in its notes, which creates a challenge when tracking denials.

5. The sale of property is a process that typically involves an attorney. If an attorney is involved in the Land Bank’s disposition process, does the Land Bank have corporation counsel on staff, use City counsel, or retain third-party counsel? Further, will that counsel be required to utilize the software solution selected by the Land Bank, or will the solution have to integrate with the tools currently utilized by counsel?

• The sale of the property does not include involvement of an attorney. Properties are sold as-is.

6. In most jurisdictions, search and survey production is still operating at a severe delay from COVID. As closed transactions is a pilot KPI, how does the Land Bank update and maintain its files on the status of its existing real property assets? For example, are searches and surveys immediately ordered by the Land Bank upon acquisition? Are searches, surveys, deeds, tax, and other such documentation on each parcel maintained by the Land Bank? If so, are they maintained in just a physical form, such as in a Redweld, or have they been digitized and organized into an online database, such as an Open Data Portal?

• E-Properties database is where staff file data on all properties

• Land Bank acquires properties that are not sold through Jackson County (the local county -- commonly referred to as Courthouse Steps.

• Land Bank does not issue survey of properties

• Back Taxes owed on the properties are cleared once acquired by Land Bank.

• While Land Bank has the properties, no taxes are being paid.

• Land Bank receives one “court administrator’s deed” annually of all the properties that are transferred/acquired to them -- filed by Jackson County. Land Bank updates its database records of the properties annually based on the court administrator’s deeds.

• When Land Bank sells the properties -- a special warranty deed and a deed of trust are issued and recorded with Jackson County Recorders of Deed Office.

7. Is the City’s current data system integrated into the Land Bank’s operations? If so, can you provide details as to how? If not, is the City open to a  system at the Land Bank that communicates with them (especially their law and inspections departments) to ensure data accuracy and superior provision of services by the Land Bank?

• Land Bank is a State Statute entity, separate from the City of Kansas City Missouri and currently does not connect with City databases at all. City and Land Bank have an intergovernmental agreement.

• Currently collaborates with Solid Waste for the mowing of properties via MowNBill database and has a communications process for citizen complaints via MyCivic.

• Land Bank does not have the desire for it to connect with city databases.

8. Does the Land Bank currently have a      workflow diagram of the current review process for applications and or any      other operational training materials for staff?

• Yes- See linked image. (Land Bank Application Process)