1-25-131 SS-RFP FINAL.pdf

Software System-Request for Proposal (SS-RFP)

#25-131: Financial Reporting & Budgeting Software

For: Finance Department

Schedule of Events

Issued: May 21, 2026 Questions Due: June 10th, 2026 at 10:00 a.m.

Final Addendum Issued: June 12th, 2026 Responses Due (Closing Time): June 19th, 2026 at 10:00 a.m.

This schedule is in local time and is provided for information and planning purposes. Although every effort will be made to follow this schedule, we reserve the right to modify the dates as necessary.

Contact Purchasing Agent: Vanessa Mann, NIGP-CPP, CPPB, Purchasing Manager

Address: Walworth County Purchasing 100 W. Walworth Street Elkhorn, WI 53121

I. POSTING OF SOLICITATION

All of Walworth County’s (“County”) solicitations are posted on the County’s Euna Solutions/Bonfire Portal at:

https://walworthcountywi.bonfirehub.com/portal/?tab=openOpportunities. To ensure notification of future opportunities with Walworth County, Proposers must be registered.

Proposers may register for an account with Euna Solutions at no charge.

NOTE: The County will make no attempt to contact Proposers with updated information. It is the responsibility of each Proposer to periodically check the portal for all notifications, releases, and addenda associated with this solicitation.

II. INVITATION / BACKGROUND

Walworth County is accepting electronic responses for a software solution (or solutions) to support and enhance department processes for each of the following categories: financial reporting, operating budget reporting, capital budget production, and strategic plan production, for the Walworth County Finance Department, hereinafter referred to as the “County”, in accordance with the specifications stated and/or attached herein/hereto. The successful proposer will hereinafter be referred to as the “Proposer” or “Contractor”.

To give Proposers an idea of the size of the County, currently we have 22 active funds, and they are listed in the chart below, along with some financial data to give context to what Proposers would be working with.

Caseware is the incumbent software and has been used by the County for over 10+ years.

Due to new Governmental Accounting Standards Board (GASB) standards for the financial reporting module and pending Financial Data Transparency Act of 2022 (FDTA) regulations, our current templates in this software will require a full re-implementation. With this level of effort, the County is interested in discovering what software solution or solutions are best for our current needs.

https://walworthcountywi.bonfirehub.com/portal/?tab=openOpportunities

(1) Financial Reporting

Caseware financial reporting software is utilized to produce:

1. Annual Comprehensive Financial Report (ACFR)

a. Caseware provides reports and groupings for all but the statistical section

b. Link to ACFR: https://www.co.walworth.wi.us/Archive.aspx?AMID=40

c. Produced according to Government Finance Officers Association (GFOA) standards, the County has received the GFOA certificate of achievement for excellence in financial reporting for the past 22 years.

2. Annual Financial Report of Highway Operations for the Wisconsin Department of Transportation

a. Caseware provides data groupings and report through page 13, not the asset record pages that follow

b. Link to 2024 Report: https://www.co.walworth.wi.us/documentcenter/view/17557

3. Annual Medicaid report for our nursing home

a. Caseware provides groupings of and entries to imported General Ledger (GL) data to aid in report completion

b. Link to 2024 Medicaid Cost Report:

https://myersandstauffer.com/documents/WI/Cost%20Reports/WI_NH_Cost_Report_5 08_2024.pdf

4. Annual school reports for the Wisconsin Department of Public Instruction

a. Caseware provides groupings and entries to imported GL data to aid in report completion

b. Annual reporting information: https://dpi.wi.gov/sfs/finances/ccdeb https://www.co.walworth.wi.us/Archive.aspx?AMID=40 https://www.co.walworth.wi.us/documentcenter/view/17557 https://myersandstauffer.com/documents/WI/Cost%20Reports/WI_NH_Cost_Report_508_2024.pdf https://myersandstauffer.com/documents/WI/Cost%20Reports/WI_NH_Cost_Report_508_2024.pdf https://dpi.wi.gov/sfs/finances/ccdeb

5. State Form A report for the Wisconsin Department of Revenue

a. Caseware handles groupings and entries to imported GL data to aid in report completion

b. 2024 instructions: https://www.revenue.wi.gov/DORForms/sl-101.pdf

(2) Operating Budget Reporting

Tyler Enterprise Software (Munis) is the County’s GL and operating budget production software. Various software (Caseware, Access, Word, Excel) are utilized for budget reporting, to produce budget books (https://www.co.walworth.wi.us/250/Budget) for each level presented to the public: the Administrator’s Budget, the Preliminary Budget, and the Adopted Budget. The Administrator’s budget book does not include all aspects of the Adopted budget book. The Preliminary and Adopted budget books are produced according to Government Finance Officers Association (GFOA) standards. The County has received the GFOA Distinguished Budget Presentation Award for the past 21 years.

Please note that our budget details are provided at various grouping levels including county-wide, fund type, fund, department, division, and program.

(3) Capital Budget Production

Microsoft Access is currently used to produce the County’s 10-year Capital Improvement Plan (CIP), data for the first year is then imported into Munis to establish the projects’ budgets. Ongoing project monitoring is done through various means. A public CIP supplemental book is produced for the Preliminary Budget level and the Adopted Budget level (https://www.co.walworth.wi.us/250/Budget), as well as an internal only Adopted CIP book that includes additional planning information.

(4) Strategic Plan Production

The County began a strategic plan document in 2024 as a Word document (https://www.co.walworth.wi.us/1222/Strategic-Plan), manual tracking of initiatives and manual updating of the Word document are required to link plans to the budget.

See Section V. SCOPE / SPECIFICATIONS to see the details on goals and requirements for this project.

Electronic responses to this request will be received through June 19, 2026. Late responses will not be accepted. All responses will be recorded by purchasing staff shortly after the deadline.

III. TERM OF CONTRACT

A contract will be awarded to the successful Proposer(s). The term of the contract is anticipated to commence on or about October 1, 2026. The full contract term will be negotiated with the awarded Proposer(s).

https://www.revenue.wi.gov/DORForms/sl-101.pdf https://www.co.walworth.wi.us/250/Budget https://www.co.walworth.wi.us/250/Budget https://www.co.walworth.wi.us/1222/Strategic-Plan

IV. PROPOSER QUALIFICATIONS

1. Proposers must meet the following qualifications which includes providing client references and experience details of implementation team:

a) Have considerable experience in financial reporting (ACFR), budget reporting (Budget

Book), or strategic plan production.

b) Have knowledge of Government Accounting Standards Board (GASB) pronouncements or best practices.

c) Firm must be in the business of providing software for the solution proposed with a minimum of 1 year of verifiable experience.

d) The proposed solution is preferred to have a minimum of 1 installation in the State of

Wisconsin, one with a Wisconsin County is also preferred, but not required.

e) Must be properly licensed to do business in the State of Wisconsin which includes being registered with the Wisconsin Department of Financial Institutions (DFI) if Proposer is required to be registered. If Proposer is not required to be registered with DFI, provide supporting reasoning with response.

f) Beta solutions will not be accepted. (i.e.: All software solutions must be tried, proven, and in Go-Live status.)

g) Proposer may not be debarred from conducting business with the State of Wisconsin or Federal Government with the effective dates of this project.

h) Have a record of performance with reasonable financial support, personnel, and organization to ensure that they can satisfactorily execute the service required and specified herein, if awarded. Proposers who have failed to perform in the past may not be considered for award. This would be demonstrated by providing client references.

V. SCOPE / SPECIFICATIONS

The Finance Department is looking for software that can integrate with Tyler Enterprise Software (Munis), either directly or via imports/exports of data. The Financial Reporting software will be utilized for various departments specific reporting needs for grouping accounts, but most importantly, it will need to be able to efficiently and effectively create the ACFR. The County also desires software for Operating Budget Reporting/Budget Book Production, Capital Budget Production (the County has recently extended its CIP outlook to 10 years, so having at least that many years is required), and Strategic Plan Production.

1. SOLUTION REQUIREMENTS

The County seeks a solution or solutions that include the desired modules and functionality, general requirements, and technology requirements for each of the four desired software solutions sought, as identified in the below sections/tables. The County has indicated whether the item is ‘required’, ‘preferred’, or ‘information’. Items identified as ‘information’ are features the County is inquiring about availability but are not required and may not be implemented.

As a reminder, the County is looking for the best solution for each area, and it is not required that Proposers provide information for all solutions. A questionnaire is provided as Attachment A - Questionnaire of this SS-RFP for response.

A. Desired Solutions/Modules/Functionality (Category Items)

The County requests a solution or solutions for each of the four (4) categories identified in this section (Financial Reporting Software, Budget Reporting Software, Capital Budget Production, and Strategic Plan Production. Minimum required and preferred specifications are detailed for each category.

(1) Financial Reporting Software:

a. Allow for importing financial data from Munis Required b.

Ability to perform journal entries and budget amendments to imported balances within the reporting software for the purpose of report production as referenced in f. for different grouping account levels

Required c.

Comply with Financial Data Transparency Act of 2022 (FDTA) and Extensible Business Reporting Language (XBRL) reporting requirements

Required d.

Provide templates that meet GASB standards to implement new GASB statements, inserting new notes, tables, statements, etc. for ACFR production

Required e.

Ability to make global changes to the document (one number changes, and that number is corrected elsewhere)

Required f.

Ability to group imported accounts for different purposes, such as the ACFR/different sections of the ACFR, Department of Revenue-State Report, Medicaid Report, Department of Transportations- Highway Report, Departments of Public Instruction- School Reports, and Budget Books (if applicable)

Preferred g.

Flexibility to format report outputs differently for the various financial reports referenced in f.

Preferred h.

Ability to determine and change funds between major and nonmajor fund designations which includes changing location and title of fund statements as appropriate

Preferred i.

GFOA ACFR compliance checklist integration which links to the specific award

Preferred

j. Public transparency capabilities (i.e.-Dashboards, etc.) Preferred k.

Workflow (i.e.-Ability to track the stages of report approvals)

Information

l. Allow for direct link to Munis database Information m.

Back-up documentation manager with multiple sign-off levels, allows multiple users to modify documents with version and conflict tracking for documents associated with specific aspects of the financial reports

Information

n. Ability to allow limited access to auditors Information o.

Other available features that set the software solution above others

Information

(2) Budget Reporting Software

a. Allow for importing financial data from Munis Required b.

Ability to group imported accounts by defined characteristics (by fund type, fund, division, program, type of revenue/expense, etc.)

Required c.

Ability to Implement new GFOA guidance and feedback (new pages, sections, formatting, etc.)

Required d.

Ability to make global changes to the document (Example: if one number changes, then that number is corrected elsewhere)

Required e.

Allow for multiple budget levels-currently we have five

(5) levels: Department requested, Finance adjusted, Administrator, Preliminary, and Adopted with the last three presented to the County Board and the public with a formally prepared “budget book”

Preferred f.

Provide templates that can be adjusted to create division summaries and other budget summaries to meet GFOA Budget award requirements

Preferred

g. GFOA Budget award compliance checklist integration Preferred

h. Workflow Preferred

i. Allow for direct link to Munis database Information j.

Back-up documentation manager with multiple sign-off levels, allows multiple users to modify documents with version and conflict tracking for documents associated with specific aspects of the financial reports

Information k.

Payroll budget production capabilities, such as full-time equivalent (FTE) change tracking, pay and benefit budget per person calculations

Information l.

Other available features that set the software solution

(3) Capital Budget Production a.

Allow for the export of data for the purpose of importing into Munis Required b.

Track and group various project data for at least 10 years of projected budget data including expenditure budget by year, funding sources, project descriptions, priority levels, and justifications Preferred c.

Ability to produce output reports with varying degrees of detail (i.e.-summary vs detail)

Preferred d.

Ability to assign a funding source to a project (i.e.

system allows for multiple funding sources/revenues to be assigned to a project)

Preferred e.

Ability to exclude a project from the plan and then easily put it back into the plan

Preferred f.

Ability to show changes within the Capital plan to highlight when projects are removed or adjusted

Preferred g.

Workflow: Anything from project approvals, change approvals, and deletion approvals at the various budget levels

Preferred

h. Link to current assets in Munis Information i.

Has ability to track progress of project tasks and expenditures after budget adoption

Information j.

Other available features that set the software solution

(4) Strategic Plan Production a.

Create a Strategic Plan document with goals, objectives, action plans by year

Required b.

Ability to group objectives by focus areas or by specific target group overseeing the objective

Required c.

Ability to link the Strategic Plan to the budgeted line items

Preferred d.

Ability to link to specific pages of other reports such as budget book, capital plan book, or ACFR

Preferred e.

Ability to link the Strategic Plan to the actual general ledger activity

Information

f. Workflow for changes and budget links Information g.

Other available features that set the software solution

B. General and Technical Requirements for ALL Solution Categories The County has the following general and technical specifications for all solution categories identified in Section V. Scope / Specifications, Item 1. A. of this request.

Minimum required and preferred specifications are detailed in the below table.

a.

The software would have the ability to store multiple years of data for comparison and for system calculations of change between years (i.e.

increase/decrease amount)

Required b.

The software must have privacy and security measures for transmitting, storing, and/or utilizing personal data and identifiable images

Required c.

The software must have some way of authenticating users, such as single sign-on (SSO) or federated authentication (FIM)

Required d.

The software must be able to import and export data to commonly used software, such as excel, adobe, etc.

Required e.

The software should have the ability to create, save, and change report templates and have them brought forward from year-to-year

Required f.

Ability to comply with the U.S. Department of Justice's rule which requires digital assets of state and local governments to meet the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA

Required g.

The software would offer a user-friendly interface with online functionalities for reviewing workpapers and be intuitive for both finance staff and external users

Preferred h.

Comprehensive on-site training provided for finance staff on software usage and administration

Preferred i.

Technical support would be on a 24/7 basis to ensure continuity of operations and end user support will be required outside the normal business hours of the finance office

Preferred j.

The software should have the ability to have at least 20 separate report groupings

Preferred k.

Technical support would be included in the ongoing support/maintenance fees rather than an individual fee each time support is needed

Preferred l.

The software could be used to display a dashboard of in-use services and current status for overall system monitoring and management

Preferred

m. Artificial Intelligence (AI) integration Preferred n.

Compliance with System and Organization Controls (SOC2) or similar standards

Preferred o.

Compliance with International Organization for Standardization (ISO 27001) or similar standards

Preferred

C. License/Equipment Requirements The County has identified the following information as licensing needs for the solutions desired:

Licenses Needed:

Power Users: 10 staff Secondary Users: 20 staff (Approximately)

D. Technology Requirements

The County has identified a set of baseline technology requirements that the proposed solution(s) must provide. These requirements establish minimum expectations for security, authentication, integration, and overall system architecture. The table below outlines the required technology components, including cybersecurity standards, authentication methods, data integration capabilities, and network, system, and security specifications that the solution must support.

Technology Requirements The proposed solution should include the following technology requirements:

1. Cybersecurity Industry Certifications

2. Username/password authentication

3. Multi-factor Authentication (MFA)

4. Secure Data Integrations

5. Network, System, and Security Requirements

E. Implementation Requirements

Walworth County completes its own ACFR, Budget Book (operating and capital), and strategic plan in-house with experienced and knowledgeable accounting staff. Proposers will be required to provide information regarding implementation timelines and training for each solution proposed with the response including:

a. The typical implementation process and timeline for each software solution, including level of effort expected from County staff versus Proposer’s implementation team.

b. Details regarding various options for implementation, from train-the-trainer (likely preferred option) to full vendor conversion of prior year document to the solution.

c. Details about implementation and training team and services, and whether these services would be provided by the Proposer or third-party consultants.

d. Typical licensing structure and flexibility allowed, if any, during the implementation period versus ongoing licensing.

VI. TENTATIVE PROJECT TIMELINE

The County’s preferred project timeline would be to evaluate the information received from Proposers in June 2026, select solutions for demonstrations to be held in mid-August 2026 (tentatively set for August 10, 12, 13, 14), with an anticipated contract award in September 2026. Implementation would begin upon contract execution on or around October 1, 2026.

The County expects to complete the ACFR for the year ended December 31, 2026, in the new software solution, so implementation timing is critical. Budget, capital, and strategic plan implementation could begin as early as December but may vary based on solution and timetable mutually agreed upon between the County and Proposer(s) selected.

The timeline provided is the desired schedule and is subject to change based on various factors and subject to negotiation.

VII. STANDARD TERMS AND CONDITIONS – WALWORTH COUNTY

The Standard Terms and Conditions of Walworth County are made a part of this SS-RFP by reference. Standard Terms and Conditions are available on the internet, under the Purchasing Division on the Walworth County Home Page or by clicking on the following link:

http://www.co.walworth.wi.us/DocumentCenter/View/479/05-2017-Standard-Terms-and- Conditions-PDF

Documents are also available, upon request, by contacting the Purchasing Agent listed in this solicitation.

VIII. EXAMINATION OF SITE AND PROPOSAL DOCUMENTS

Proposer is required to carefully examine the Request for Proposal and the scope of work. It will be assumed that the Proposer has investigated and is satisfied as to the requirements of the SS-RFP documents. It is mutually agreed that the submission of a Proposal shall be considered as conclusive evidence that the Proposer has made such examination and is satisfied as to all the conditions and contingencies.

Pleas of ignorance of conditions that exist or that may hereafter exist, or of conditions or difficulties that may be encountered in the execution of the services under this SS-RFP as a result of failure to make the necessary examinations and investigations will NOT be accepted as:

• An excuse for any failure or omission on the part of the Proposer to fulfill, in every detail, all of the requirements of the SS-RFP, or

• As a basis for any claims whatsoever for extra compensation, or

• For an extension of time.

All labor, equipment, parts, items, details of services or features not specifically mentioned which are regularly furnished to complete these types of services will be furnished at Proposal pricing and shall conform in quality, workmanship and service to those usually provided by the practice as specified in this SS-RFP.

IX. PROPOSER QUESTIONS / CLARIFICATION REQUESTS / ADDENDA

Proposers should request interpretation or correction of any ambiguity, inconsistency, or error.

Any questions, clarifications, etc., must be submitted in writing using the “Messages” feature under this Project in Euna Solutions. at:

https://walworthcountywi.bonfirehub.com/opportunities/201787.

http://www.co.walworth.wi.us/DocumentCenter/View/479/05-2017-Standard-Terms-and-Conditions-PDF http://www.co.walworth.wi.us/DocumentCenter/View/479/05-2017-Standard-Terms-and-Conditions-PDF https://walworthcountywi.bonfirehub.com/opportunities/201787

Questions must be received no later than June 10, 2026 at 10:00 a.m. Proposers will not be able to initiate messages to the Purchasing Agent after this time.

Unauthorized contact regarding this opportunity with any County employee may result in disqualification of response. Any oral communication will be considered unofficial and non-binding. Proposers shall rely only on written addenda issued for this opportunity.

Any changes made as a result of a written request will be issued via addendum and will be posted to the Euna Solutions Portal. Proposers are responsible for monitoring Euna Solutions Portal. Each addendum forms an integral part of this solicitation and contains important information which may include significant changes to this request. Proposers are responsible for obtaining all addenda issued by the County prior to the opening date. The County will make no attempt to contact bidders with updated information.

X. PROPOSAL CONTENT AND SUBMISSION

The County will only accept electronic submittals in response to this request. All responses must be submitted electronically using the Euna Solutions Portal by the time and in the manner prescribed. Euna Solutions will serve as the response collection destination.

Responses must be submitted in accordance with the instructions outlined in this request.

Proposers should ensure their submission is complete, clearly organized, and delivered by the date and time specified in this request. All response materials must be provided in the format and structure requested, including any required forms, attachments, or supporting documents.

Responses should include sufficient detail to provide a basic understanding of the capabilities of the proposed solution. Proposers are encouraged to present information in a concise manner and avoid unnecessary content. Any optional material or additional information that the Proposer believes is relevant may be included.

Proposers shall assume full responsibility for ensuring electronic delivery of responses before the deadline. Proposers should allow sufficient time to complete the electronic submission by the date and time specified.

Proposers must state in their response if they are unable or unwilling to meet any requirement. Inability or unwillingness to meet any requirement, in part or whole, may be cause for disqualification.

Proposers may withdraw a response at any time until the submission deadline.

1. Prepare Response submission materials:

Requested Information:

Group Name Type # Files Requirement

Technical Proposal

Attachment A – Questionnaire PDF (.pdf)

1 Required

Optional Materials to Provide Additional Context for the Proposed Solution(s)

Any Any Optional

Note the type and number of files allowed. The maximum upload file size is 100 MB.

Do not embed any documents within the uploaded files, as they will not be accessible or evaluated.

Response templates and/or forms are available for downloading on the Euna Solutions Portal at: https://walworthcountywi.bonfirehub.com/opportunities/201787

2. Upload submission at:

https://walworthcountywi.bonfirehub.com/opportunities/201787

3. Important Notes:

a. Each item of Requested Information will only be visible to the County after Bid Closing Time.

b. Uploading large documents may take significant time, depending on the size of the file(s) and Internet connection speed.

c. Proposers will receive an email confirmation receipt with a unique confirmation number once the submission is finalized.

d. Microsoft Edge, Google Chrome, or Mozilla Firefox. JavaScript and browser cookies must be enabled.

e. The County is not responsible for any delays associated with the electronic submission of responses through the Euna Solutions Portal.

f. Responses may not be transmitted orally, in person, by mail, by email, or fax machine.

g. All responses shall be valid for a period of ninety (120) days after the detailed pricing is opened. Responses shall remain firm and may not be withdrawn during this period.

h. All Proposers, by submission of their response, agree to abide by the rules, regulations, and procedures of the County.

4. Need Help:

The County uses the Euna Solutions Portal for accepting and evaluating responses digitally. Contact Euna Solutions at https://procurement-help.eunasolutions.com/hc/en-us/categories/48350402912275-Vendors for technical questions related to the submission.

https://walworthcountywi.bonfirehub.com/opportunities/201787 https://walworthcountywi.bonfirehub.com/opportunities/201787 https://procurement-help.eunasolutions.com/hc/en-us/categories/48350402912275-Vendors https://procurement-help.eunasolutions.com/hc/en-us/categories/48350402912275-Vendors

XI. ELECTRONIC MODIFICATION OF RESPONSE

Responses may be modified electronically using the Euna Solutions Portal provided such modification is made prior to the closing time for receipt of responses.

XII. WITHDRAWAL OF RESPONSE

Responses may be withdrawn electronically using the Euna Solutions Portal provided such withdrawal is made prior to the closing for receipt of responses.

XIII. PROPOSER SUPPLIED DOCUMENTATION / MATERIALS

All material submitted by the Proposer in response to this request becomes the property of the County. The County is a unit of local government obligated to comply with Wisconsin’s Public Records Law, Wisconsin Statutes secs. 19.31 through 19.39. The presumption under the law is that public records shall be open to the public unless there is a clear statutory exception, unless there exists a limitation under the common law, or unless there is an overriding public interest in keeping the public record confidential. As such, Proposers should assume that their submitted response will be subject to disclosure under the Public Records Law.

A Proposer responding to this request should not include any Confidential Information, proprietary information or protected trade secret(s) as part of its response unless the Proposer designates the specific information that it maintains is proprietary or trade secret and the reason(s) for such designation in a separate document, and identifies the specific information when it occurs within the response.

The County reserves the right to make determinations of Confidential Information when responding to public records requests and complying with Public Records Laws.

Designation(s) of Confidential Information in no way guarantees that designated information will be kept confidential under the provision of the Public Records Law. Simply placing a confidential notice in the header or footer of the submittal does not satisfy the designation requirements. Proposer is not entitled to notification prior to release of information. In no event will price be deemed confidential.

Generally, responses are available for public review after the County has awarded a contract.

XIV. EVALUATION CRITERIA

The County reserves the right to accept or reject any or all proposals, in whole or in part, received in response to this SS-RFP, to waive or permit cure of minor irregularities, and to conduct discussions with all qualified suppliers in any manner necessary to serve the best interest of the County. The County also reserves the right, in its sole discretion, to award a contract based upon the proposals received without prior discussion or negotiation with respect to those proposals. Proposers are cautioned that proposals should be submitted initially on the most favorable terms.

All proposals will be reviewed by an Evaluation Committee. Each proposed solution will be scored independently and will include scoring for general information and requirements for all solutions proposed based on the criteria stated below. The highest ranking proposals for each solution will be selected for the demonstration phase of the SS-RFP process.

Technical Proposal

Evaluation Criteria Max Points

(1) FINANCIAL REPORTING SOFTWARE: This scoring applies only to responses for Financial Reporting Software

a. Required Specifications: Core functionality requirements and related explanations provided.

b. Preferred Specifications: Usability features and related explanations provided.

c. Informational: Responses provided to informational features and response to what sets the solution above others.

d. Experience: References and implementation staff experience regarding ACFR and answers to proposer qualifications.

e. Implementation: Implementation process and licensing flexibility

f. General Requirements: Ability to meet general requirements as identified

TOTAL 100

(2) BUDGET REPORTING SOFTWARE: This scoring applies only to responses for Budget Reporting Software

a. Required Specifications: Core functionality requirements and related explanations provided.

b. Preferred Specifications: Usability features and related explanations provided.

c. Informational: Responses provided to informational features and response to what sets the solution above others.

d. Experience: References and implementation staff experience regarding budget reporting software and answers to proposer qualifications.

e. Implementation: Implementation process and licensing flexibility

f. General Requirements: Ability to meet general requirements as identified

TOTAL 100

(3) CAPITAL BUDGET PRODUCTION: This scoring applies only to responses for Capital Budget Production

a. Required Specifications: Core functionality requirements and related explanations provided.

b. Preferred Specifications: Usability features and related explanations provided.

c. Informational: Responses provided to informational features and response to what sets your solution above others.

d. Experience: References and implementation staff experience regarding capital budget production software and answers to proposer qualifications.

e. Implementation: Implementation process and licensing flexibility

f. General Requirements: Ability to meet general requirements as identified

TOTAL 100

(4) STRATEGIC PLAN PRODUCTION: This scoring applies only to responses for Strategic Plan Production

a. Required Specifications: Core functionality requirements and related explanations provided.

b. Preferred Specifications: Usability features and related explanations provided.

c. Informational: Responses provided to informational features and response to what sets your solution above others.

d. Experience: References and implementation staff experience regarding strategic plan production software and answers to proposer qualifications.

e. Implementation: Implementation process and licensing flexibility

f. General Requirements: Ability to meet general requirements as identified

TOTAL 100

Cost Proposal

Estimated Cost: Flexibility of licensing structure will be scored as part of the implementation plan scoring. Estimated costs provided with the response will not be scored. Actual costs will be requested during the Demonstration Phase of the solicitation process.

Technical Capabilities

Proposed solutions will be rated on a Pass/Fail basis based on the following requirements:

1. Cybersecurity Industry Certifications

2. Username/password authentication

3. Multi-factor Authentication (MFA)

4. Secure Data Integrations

5. Network, System, and Security Requirements

XV. DEMONSTRATIONS

Top-scoring Proposers, based on the evaluation of the written Proposal for each solution proposed, will be required to provide demonstrations to support and clarify their Proposals.

The County will make every reasonable attempt to schedule the demonstrations on a date specified in Section VI. Tentative Project Timeline. Proposer is required to have key members of staff attend the interview and be prepared to present and respond to questions.

Failure of a Proposer to complete a scheduled interview/presentation to the County may result in the rejection of that Proposer's Proposal. The County may conduct reviews of the Proposer’s work and/or contact references to clarify or confirm Proposal information.

A demonstration script, request for pricing, and scoring criteria will be provided to selected proposers prior to demonstrations. Information obtained through demonstration and/or written communication will be used to perform new evaluations based on the criteria provided.

XVI. REVIEW AND SELECTION PROCESS / AWARD

The recommendation for award shall be made to the responsive, responsible Proposer who complies with the requirements and scores the highest total on the final evaluation of demonstrations and pricing which represents the most advantageous overall value for the County, all factors considered.

Walworth County reserves the right to accept or reject any or all offers, in whole or in part, received in response to this request, to waive or permit cure of minor irregularities, and to conduct discussions with all Proposers in any manner necessary to serve the best interest of the County. Selections are at the sole discretion of Walworth County.

Following final evaluation, the County may consider a single solution for all categories or may make awards to multiple Proposers. It is very important to know only Proposers responding to this SS-RFP will be invited to participate in the demonstration phase of the SS-RFP process.

Within one hundred and twenty (120) days after the opening of final pricing proposals, award will be made in accordance with the criteria provided during the demonstration phase. The successful Proposer(s) shall be required to enter into a contract agreement with the County.

The contract shall be deemed as having been awarded when formal recommendation of award has been approved by the appropriate County authority.

XVII. CONTRACT

The County will request a sample agreement from each proposer selected for demonstrations for review. The County does require the information provided in this SS-RFP document and response information provided by Proposer(s) become part of the contract resulting from this solicitation. The County recognizes that standard contract terms may not always be suitable and are open to negotiating and modifying certain terms based on mutual agreement. Any agreement or contract resulting from the acceptance of the Proposal shall be on form(s) either supplied by the County or approved by the County.

XVIII. ADDITIONAL SERVICES

The County reserves the rights to add, delete or acquire other types of service that the Consultant can provide that are similar to, but not specifically called for in this SS-RFP.

Additions or changes to services must be agreed to in writing by all parties.

XIX. SUBCONTRACTING

Walworth County requires personnel providing services proposed to be directly employed by the Contractor with the exception of when ancillary services are required.

All subcontractors shall be held to the same insurance provisions as noted herein.

Additionally, the subcontractor shall comply with all requirements as stated in this specification.

Contractor will not be permitted to sublet, sell, transfer, assign or otherwise dispose of the contract of any portion therein, or its right, title or interest in, to any person and/or Proposer(s) without the written consent of Walworth County. No subcontract shall, under any circumstances, relieve the consultant of liability and obligation under this contract.

If subcontractors are used, Walworth County will consider the awarded Proposer to be the Prime Consultant and to be solely responsible in all contractual matters, including payment of any and all charges resulting from such subcontractor arrangements. The Prime Consultant shall be fully responsible for the acts, errors and omissions of the subcontractor.

In the event that a portion or portions of the contract are proposed as subcontracted, the Proposer shall provide a list of intended subcontractors with their proposal. Walworth County shall be the sole judge in determining whether the subcontracted firm or firms are qualified to provide the services as sought. Walworth County reserves the right to reject the proposal if the subcontractors are determined to be unqualified or unacceptable. After a contract has been awarded, Consultant must obtain prior approval before using any subcontractors not previously identified in your proposal.

When subcontractors are used in the performance of any of these services, qualified personnel should be utilized to ensure quality workmanship.

XX. EMPLOYEES

Contractor agrees that trained, certified (where applicable) and competent employees shall perform the services required by this contract using industry-accepted standards. County shall be entitled to request the removal of individuals working on any contract for any of the following grounds, provided that such request be in writing and shall specify the reasons for the County’s dissatisfaction:

• Unsatisfactory performance that causes negative operational impact at the County or causes the County to commit additional resources to avoid operational impact;

• Dishonesty or belligerent conduct;

• Lack of compatibility with County staff; or

• Violation of County rules or policies.

Upon such written request, the County and Contractor shall decide on a course of action to cure any such problems, provided that there shall be no cure opportunity required for problems involving dishonesty or belligerent conduct or a violation of County rules or policies.

In the event Contractor does not cure the problem within seven (7) days from the date of notice, Contractor shall remove such person and shall promptly provide a qualified replacement. The County will be liable for payment of services only up to the time of dismissal and only if services rendered meet the minimum requirements of the County. Contractor must comply with Walworth County’s work/site rules. Contractor shall comply and accept exclusive responsibility for Contractor’s employee(s) while on Walworth County property.

If for any reason the individuals identified are no longer employed by the firm, or available from the subcontracted firm, the Contractor must notify the County within a reasonable time frame. Contractor is responsible for ensuring that any substitute personnel have comparable skills and experience. The County reserves the right to interview substitute personnel prior to commencement of activity on the project to confirm to County’s satisfaction equivalency of skills and experience.

If any of the Contractor’s employee appears to be incompetent or to act in a disorderly or improper manner, such person shall be removed immediately on request of the County and shall not again be re-employed except upon written consent of the County.

XXI. WORK HOURS

The Finance Department hours of operation are Monday through Friday, 8:00 a.m. to 4:30 p.m., excluding holidays and weekends. The County anticipates work performed will be virtual or remote-based with availability for discussion, assistance, and training during our work hours with a screensharing solution such as Microsoft Teams.

XXII. PRICING

All costs shall be provided in U.S. dollars.

Estimated pricing is being requested with the initial response and will not be evaluated. Detailed pricing will be requested with demonstrations and used in the final evaluation.

Estimated pricing shall be provided based on the County’s fund count and expenditures as presented in this request Section II. Invitation/Background and number of users requested in Section V.

Scope/Specifications. Details about licensing structure must be provided with the estimates requested for each solution. (i.e. – Does 5 licenses mean any 5 people could be in the file at one time, or would 5 licenses mean only the 5 specific users issued licenses may ever utilize the file). Licensing flexibility will be scored as part of the implementation plan.

XXIII. PRICE ADJUSTMENTS

Price adjustments will be negotiated with the awarded Proposer(s).

XXIV. EQUITABLE ADJUSTMENT

The County and the Contractor acknowledge that software‑related pricing may be affected by factors such as changes in licensing models, third‑party platform fees, cybersecurity compliance requirements, or other conditions outside the control of either party. In the event that such conditions materially impact the Contractor’s ability to perform the contracted software solution, support services, or cloud‑based offerings at the agreed‑upon price, either party may request an equitable adjustment.

Requests for equitable adjustment shall be submitted in writing and shall include:

1. A detailed description of the condition creating the need for adjustment;

2. Documentation showing the impact on cost, schedule, or scope;

3. Evidence that the condition was not reasonably foreseeable at the time of contract award; and

4. Recommended modifications to pricing, deliverables, or timelines.

The County reserves the sole discretion to approve, modify, or deny any request for equitable adjustment. No adjustment to contract price or schedule shall be effective unless approved in writing by the County through a formal contract amendment.

This clause shall not apply to routine annual price increases, changes made for vendor convenience, staffing fluctuations, or general business cost escalations unless such increases were expressly allowed and defined in the Contractor’s original proposal.

The County reserves the right to request an equitable adjustment to decrease pricing in the event of a decrease in market pricing.

XXV. INVOICING

Invoicing will be negotiated with the awarded Proposer(s).

Original Invoices must be addressed to Walworth County Finance Department-Accounts Payable Division at 100 W. Walworth Street, P.O. Box 1001, Elkhorn, WI 53121, or apsupport@co.walworth.wi.us. Contractor is responsible for the completion of all recordkeeping and reporting requirements as appropriate for all items prior to payment.

XXVI. PAYMENT

Walworth County’s preference is to pay with a Visa credit card (P-Card). Bidder should indicate in Bid whether P-card will be accepted for payment. County will not use a P-Card for processing payments if Contractor charges credit card processing fees or sets minimum transaction limits. Payment will be made within forty-five (45) calendar days after acceptance of services and receipt of a properly documented invoice.

XXVII. REJECTION

All services performed or goods provided by the Contractor are subject to acceptance by the County based on the conformity to these RFP specifications. In the event the Contractor or its subcontractor were to provide services and/or goods that do not conform to these project specifications and did not gain prior approval from the County, the services and/or goods will be subject to rejection. Rejected services or goods shall be redone or replaced at the expense of the Contractor.

XXVIII. DEFICIENCIES

In the event that the County determines that there are deficiencies in the service work provided by the Contractor under the contract, the County shall notify the Contractor in writing as to the precise nature of any such deficiencies. Within ten (10) working days of receipt of such notice, Contractor shall take responsible steps to correct any deficiencies.

XXIX. ACCEPTANCE

Acceptance is defined as acceptance by the County after its authorized agent has confirmed the deliverables to meet to specified requirements. Acceptance will be determined prior to payment of invoices, or in writing if the goods/services require prepayment.

XXX. CONFLICT OF INTEREST

All Proposers must disclose with their Proposal, the name of any officer, director or agent who is also an officer or employee of Walworth County. Further, all Proposers must disclose the name of any Walworth County officer or employee who owns, directly or indirectly, any interest in the Contractor’s firm or any of its branches. Failure to disclose this information will result in disqualification of their proposal. The County reserves the right to seek compensation for recoupment of losses in having to re-bid or re-assign.

XXXI. “PIGGYBACK” CLAUSE

Common purchasing practices in government include cooperative or "piggyback" purchasing among various units of government or municipalities. This contract will be extended, with the authorization of the Contractor, to other units of government or municipalities at the same prices and/or discounts and terms and conditions.

mailto:apsupport@co.walworth.wi.us

If another unit of government or municipality decides to use this contract, the Contractor must deal directly with the respective unit of government or municipality concerning the placement of orders, issuance of the purchase orders, contractual disputes, invoicing, and payment.

Walworth County acts only as the "Contracting Agency" for those public agencies.

XXXII. CONTRACT REVIEW

Contractor shall meet with designated County personnel, on an as-needed basis, to review the software solution(s) and related services being provided. Meetings may include discussion of system performance, functionality, user experience, support responsiveness, implementation progress, data security considerations, and any other factors relevant to successful software delivery. The purpose of these discussions is to:

• Evaluate overall quality and performance of the software;

• Identify opportunities to improve system efficiency, configuration, or deployment;

• Review support trends, issue resolution, and enhancement requests;

• Ensure continued alignment with County operational needs; and

• Address any contractual matters that may affect service delivery.

It is the County’s intent that regular contract review be used to proactively identify and implement process or configuration efficiencies that may reduce long-term software maintenance, licensing, or support costs while maintaining required functionality.

XXXIII. NONDISCRIMINATION / AFFIRMATIVE ACTION

In connection with the performance of any work under this request, the Proposer(s) agree not to discriminate against any employee or applicant for employment because of age, race, religion, color, handicap, sex, physical condition, developmental disability as defined in s.

51.01 (5), Wis. Stats., sexual orientation as defined in s. 111.32( 13m), Wis. Stats., or national origin. This provision shall include, but not be limited to the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. Except with respect to sexual orientation, the Proposer(s) further agree to take affirmative action to ensure equal employment opportunities. Failure to comply with the conditions of this clause may result in the Proposer(s) becoming declared an ineligible Proposer, termination of the contract, or withholding of payment.

XXXIV. BACKGROUND CHECKS

Contractor shall ensure that employee background checks, consisting of criminal record searches and employment verification, are accomplished and that current records are provided upon request of the County.

XXXV. COMPLIANCE WITH LAWS

Contractor is responsible to comply with all statutory rules and regulations. All applicable federal, state and local laws, rules and regulations governing this type of service will apply and will be deemed incorporated into the contract. These requirements shall be done at Contractor’s expense.

XXXVI. INSURANCE REQUIREMENTS

Every Contractor and parties furnishing services or products to Walworth County, or any of its divisions, must provide evidence of the following minimum insurance requirements prior to execution of the contract.