Software System-Request for Proposal (SS-RFP) – Phase 1

#26-006 Service, Asset, and Project Management Software IT Service Management (ITSM) IT Asset Management Software (ITAM) Project Portfolio Management (PPM)

For: Walworth County Information Technology (IT) Department

Schedule of Events

Issued: February 26, 2026 Questions Due: March 12, 2026 at 10:00 a.m.

Final Addendum Issued: March 13, 2026 Responses Due (Closing Time): March 20, 2026 at 10:00 a.m.

This schedule is in local time and is provided for your 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, Purchasing Manager Address: Walworth County Purchasing

100 W. Walworth Street Elkhorn, WI 53121

I. POSTING OF SOLICITATION

All Walworth County solicitations are posted on the County’s Bonfire Portal at:

walworthcountywi.bonfirehub.com. To ensure notification of future opportunities with Walworth County, Respondents must be registered. Respondents may register for an account with Bonfire at no charge.

NOTE: Walworth County will make no attempt to contact Respondents with updated information. It is the responsibility of each Respondent 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 an IT Service Management (ITSM), IT Asset Management (ITAM) & Project Portfolio Management (PPM) software system for the Walworth County Information Technology Department, hereinafter referred to as the “County,” in accordance with the specifications stated and/or attached herein/hereto.

The Walworth Co. Information Technology Department (IT) is seeking a new IT Service Management (ITSM), IT Asset Management (ITAM), and Project Portfolio Management (PPM) solution that will empower the organization to improve the management of resources, assets, services catalog, request management, and project portfolio process in a manner that is consistent, reliable, transparent, sustainable, measurable, and aligned with County operations.

The solution should assist with advancing Walworth Co. towards greater organizational maturity in ITIL, ITSM, ITAM, and PPM standards for the County through the application of information Technology Infrastructure Library (ITIL)(ITSM)(ITAM) and Project Management Institute (PMI) service delivery and management principals.

The County currently utilizes a variety of commercial and self-developed applications to manage service requests for Information Technology, Purchasing Dept., and Facilities Departments. Within 2026, the IT Dept. is looking to implement the new ITIL, ITSM, ITAM, and PPM solution for helpdesk, service desk, asset management, self-service portal, service catalog/portfolio, knowledgebase, intake request, workflow, approvals, project management, resource capacity tracking, reports, dashboards, integrations, and more.

Once the County IT Dept. is leveraging the new solutions, County Finance Purchasing and Public Works Facilities Divisions are looking to implement a service management solution to assist with procurement requests, work orders, asset tracking, forms, workflows, approvals, knowledgebase, reports, and County-wide Project Portfolios (PPM). Given the similarities and uniqueness for the IT, Finance, Purchasing, Public Works Facilities, and other citizen service facing departments solution requirements, a common solution and framework need to align with County service operational requirements. Since each department is unique, the given solution will need to be customizable and flexible to adjust to different processes, workflows, terminology, and policies. The future County-wide use case may evolve to a holistic service management, County project portfolio management solution, physical asset management, centralize self-service portal for employees and public, and the other core functions.

Electronic responses to this request will be received until March 20, 2026 at 10:00 a.m. Late responses will not be accepted. All responses will be recorded by purchasing staff shortly after the deadline.

III. RESPONDENT QUALIFICATIONS

Proposer’s responding to this request must meet the following qualifications:

a. Have experience in providing solutions for Service, Asset, and Project Management

Software and possess a minimum of 3 years of verifiable experience providing solutions as specified.

b. Proposed solution must currently have a minimum of one (1) installation with government application, preferably in a County setting.

c. Respondent 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 respondent is required to be registered. If respondent is not required to be registered with DFI, provide supporting reasoning with response.

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

e. Have a record of performance with reasonable financial support, personnel and organization to ensure that they can satisfactorily execute the requirements as specified herein and in Phase 2, if awarded. Proposers who have failed to perform in the past may not be considered for award.

IV. SCOPE / SPECIFICATIONS

Walworth County IT Department in collaboration with Purchasing and Facilities divisions are looking to procure and implement a solution to assist with service requests, incidents, assets, and project portfolio management with the following core functions and sub-features. A service request and project portfolio management system with forms, workflows, approvals, tracking, reporting, and resource management has the potential of streamlining the work for timely and successful outcomes. To streamline the County service and project management processes from start to finish, a single system with a common well-structured intake process that includes task assignments, workflows, and approvals may help reduce the multiple steps, communication back-and-forth, documentation storage, and approval processes. Since County departments, operations, workflows, and processes are not the same, a solution will need to be agile and flexible with feature capabilities to meet the different department’s operational workflows, approvals, policies, terminology, and processes for service-project-asset-and-resource management.

Walworth Co. IT Dept. supports County-wide departments, divisions, employees, systems, and operations. The Walworth Co. Purchasing and Facilities divisions also provide services and support to County-wide operations. The Walworth Co. IT Dept. is the primary central IT support services for the County, which includes two campus locations, seven (7) main buildings, County Board, twenty (20+) departments, many system-wide solutions, and nine hundred (900) employees. The IT Dept. has twenty-one (21) employees and twenty-five (25) ITSM licenses, who support hundreds of unique services across the following categories.

The Walworth Co. IT Department has the following service divisions to support the variety of County-wide departments, divisions, employees, systems, and operations:

• Information Technology (IT) Operational Management (IT Ops)

• Business Analyst (BA) & Application Development (AppDev)

• Desktop Support Services (Helpdesk)

• Land Information Division – Geographic Information Systems (GIS)

• Network Operational Services (NetOps)

• Project Management

A. OBJECTIVES

1. Receive ITSM, ITAM, & PPM solution proposal(s) matching Walworth Co. requirements

2. Receive contact information from solution providers for future detailed functional and technical requirements and costs / fee proposals

3. Acquire an ITSM, ITAM, & PPM solution that meets the County’s Solution Requirements

4. Obtain planning, training, configuration, implementation, production deployment, and professional services

5. Obtain system administration training for Information Technology (IT) staff

6. Implement service desk, advanced self-service portal, including potential self-help agent and knowledge management

7. Establish a maintenance and technical support for the ITSM, ITAM, & PPM suite

8. Improve IT service support and delivery to Walworth County users

9. Improve workflow and collaboration across Walworth County teams

10. Improve traceability of service requests, incidents, problems, assets, and projects from initiation to resolution / completion

B. INFORMATION TECHNOLOGY SERVICES CATALOG

The Walworth County Information Technology (IT) service catalog by IT division is listed below:

1. Information Technology Operations Management (IT Ops)

i. IT Account & Controls Management

ii. IT Budget, Contracts, Procurement, & Vendor Management

iii. IT Communications

iv. IT Compliance Management

v. IT Contingency & Disaster Recovery Planning

vi. IT Data-driven Decisions, Dashboard, & Reports

vii. IT Governance & Operations Management

viii. IT Policies & Procedures

ix. IT Project Portfolio & Change Management (PPM)

x. IT Records Management

xi. IT Resources, Staffing, & Capacity Management

xii. IT Risk Management

xiii. IT Security & Vulnerability Management

xiv. IT Service & Incident Management (ITSM)

xv. IT Strategic Planning

xvi. IT Training

2. Business Analyst (BA) & Application Development (AppDev) Services

i. Application Management – web services, & web development

ii. Business Application(s) Management

(1) County Records Management System(s)

(2) Document Management

(3) Electronic Health Records (EHR)

(4) Financial Enterprise Resource Planning (ERP)

(5) Human Capital Management (HCM)

(6) Human Resources Information System (HRIS)

(7) Land Records & Information Systems

(8) Legacy Applications & Historical Data

(9) Public Safety & Law Enforcement Systems

(10) Transportation and Highway Construction Applications

iii. Business Consulting – business analysis, solution design, & system testing

iv. Change & Configuration Management – project, change, configuration, & release management

v. Data Analysis – analytics, automation, integrations, workflows, & reporting

vi. Data Management – administration, security, maintenance, roles, support, & training

vii. Server Administration – web application, authentication, IIS, database, reporting, & security

3. Desktop Support Services (Helpdesk)

i. Account Management – user accounts, access, passwords, & identity verification

ii. Asset Management – disposal, tracking, loaner equipment, software licensing, training, & hardware inventory (ITAM)

iii. Computers Services – anti-virus, disk encryption, application & endpoint device management, hardware/software provisioning, operating system imaging, and mobile device management

iv. Endpoint Device Management – operating system (OS) deployment, software configuration, distribution, metering, upgrades, patch management, mobile device management

v. Support Services – technical support, IT purchases software/hardware, & training

vi. Technical Support – helpdesk, incident response, service requests, troubleshooting, asset/device moves, board systems, camera assistance, connectivity, print-copy-scan-fax, software installation / upgrades

4. Land Information Division – Geographic Information Systems (GIS)

i. Land Information & Geographic Information Systems (GIS) Systems

ii. Land Information GIS System Integrations

iii. Land Information Strategic Initiatives & Grants

iv. LIDAR, Orthophotography, and GIS Records Management

v. Walworth County State Parcels Records

5. Network Operational Services (NetOps)

i. Authentication Management – accounts, multifactor authentication, directory & domain services

ii. Building Services – cabling & wiring, uninterrupted power supplies (UPS)

iii. Business Continuity – availability, recoverability, critical systems, data backup

iv. Business Consulting – business analysis, solution design, & system testing

v. Change & Configuration Management – project, change, configuration, & release management

vi. Cloud Infrastructure – cloud environment, directory, files, data, integrations, and solution management

vii. Collaboration Tools – document sharing, email, fax, file systems, mail archives, video conferencing

viii. Continuity Systems – archive retention, backup & restore, disaster recovery

ix. Data Centers – physical and virtual server hosting, storage systems

x. Filtering – email filtering, firewalls, website and internet filtering

xi. Network Infrastructure – fiber WAN backbone, leased connectivity, monitoring, access control, intrusion prevention, route switch infrastructure, server and storage infrastructure, virtual server infrastructure, wireless services

xii. Remote Access – VPN systems, multi-factor authentication

xiii. Security & Compliance – information & event management, firewalls, group policies, computer monitoring, & endpoint protection (HIPAA, CJIS, FERPA, FTI, PCI-DSS, ADA, etc.)

xiv. Servers – advanced computing, system, solution hosting, file share folders, file systems

xv. Telecommunication – analog infrastructure, paging, phone call reporting, provider management, voice services, VoIP systems

xvi. Wireless – employee, guest, mobile, point-to-point wireless, access points

6. Project Management (PPM)

i. Capital Improvement Project (CIP) – County capital project fund

(1) C#### – CIP, W#### – Public Works, I#### – Information Technology

ii. County Board & Administration Approvals

iii. Procurement

(1) Formal Solicitation Request – Request for Proposals / Bids (RFP/RFB)

(2) Cooperative Contract or Waiver of Competition

(3) New Contract Routing

(4) Contract Change Order

(5) Request for Quotations (RFQ) Review

(6) Information Technology Software &/or Hardware

(7) Public Works Project (Vehicle, Highway Equipment, Building, etc.)

iv. Project Management – intake, portfolio management, procurement, & contract reviews

v. Project Resource Management – budget, capacity, deliverables, staffing, and timelines

vi. Project Support – communications, deliverables tracking, & end-user training

vii. Project Stages

(1) Strategic – project investment justification (PIJ) request

(2) Initial – initial review with sponsor for strategic alignment score, scope, and timeline

(3) Planning – County budgeting request for Capital Improvement (CIP) or operations

(OPS) and County Board Approvals

(4) Design – finalize the project plan for target procurement and implementation timelines

(5) Procurement & Approvals – County best judgement, request for quotes-proposals-bids (RFQ|RFP|RFB), contract review and approvals and County Board Approvals

(6) Delivery & Implementation – deliverables, implementation, timeline, and deadline

(7) Closeout – project sign-offs, documentation, post-go-live, hypercare-support

C. SOLUTION REQUIREMENTS

The County seeks a solution that includes the desired modules and functionality, solution functionality, and technology requirements identified in the sections below. For each desired module or functionality, the County has indicated whether the item is required or preferred.

Additional information is provided, including an example of the expected solution portal and an estimated number of County users and assets the solution is anticipated to support.

1. Desired Modules & Functionality: The County has identified the following core functions:

service helpdesk, asset management, forms, workflow, approvals, project management, and self-service customer portal. Consideration will be given for Project Management only solutions with the ability to integrate with other ITSM and ITAM solutions. The table below is the basic list of functional and business requirements to provide more details on the features the County is seeking.

Desired Modules/Functionality

Required?

Yes/No Preferred

SERVICE DESK (Helpdesk, Work Orders, Purchase Requests, etc.) YES

1. Automatic Requests Intake Routing (example: email, category, & location) Yes

2. Automation & Support Tools Preferred

3. Change Management Yes

4. Communication, Email, Ticket Response - Templates Yes

5. Conversational AI Agent &/or Chatbot Preferred

6. Email Integration & Collaboration Yes

7. Enterprise Service Management (ESM) Integration Preferred

8. Helpdesk Tickets, Work Orders, Procurement, & Organizational Project

Intake Yes

9. Incident Management Yes

10. Individual and Department Calendar View Yes

11. IT Asset Management (ITAM) Integration & Discovery (CMDB/CI) Yes

12. ITIL Service Desk Standard Alignment (ITSM) Yes

13. Knowledge Management Yes

14. Microsoft Teams Collaboration Integration Preferred

15. Problem & Escalation Management Yes

16. Project Portfolio Management (PPM) Integration Preferred

17. Release Configuration Management Yes

18. Reports & Dashboards Yes

19. Request Fulfillment Yes

20. Schedule Ticket, Task, & Task Templates Yes

21. Service Level Agreements (SLA) Management Yes

22. Service Portal & Knowledge Base Yes

23. Service Requests Yes

24. Support Requests & Time Tracking Preferred

25. Ticket Collaboration – Multiple Editors, Notify Other(s), & Posts Preferred

26. Workflow, Automation, & Approvals Yes

ASSET MANAGEMENT YES

1. Asset Attribute Fields o Examples: MAC Address for WiFi & LAN, serial number, model, manufacture, etc.

Yes

2. Asset Costs & Budget Tracking Preferred

3. Asset Network Discovery and CMDB/CI Preferred

4. Asset Import & Export Capabilities Yes

5. Asset Inventory, Tracking, Classification, Categorization, Lifecycle

Management Yes

6. Asset Relationship Management & Dependency Tracking Preferred

7. Configuration Items Management (configs) Preferred

8. Costs & Budget Management Preferred

9. Custom Asset Fields Yes

10. Hardware Lifecycle Management (Infrastructure & Endpoint) Preferred

11. IT Asset Location Mapping Preferred

12. IT Service Management Tracking & Integration Preferred

13. Lab / Spare Equipment Management Preferred

14. Manual Asset Management with Automatic Data Integrations with Microsoft

Intune, SCCM, & Apple Business Preferred

15. Physical Hardware Asset Management Yes

16. Preventative & Proactive Maintenance Schedules and/or Scheduled Tickets

& Tasks Yes

17. Software Asset Management Yes

18. Software Licensing Management Yes

19. Spreadsheet & data integrations, imports, & exports (contacts, contracts, assets, etc.)

Yes

20. Vendor, Product, & Support Contact Information & Address Book Yes

21. Vendor, Model, Software, & Solution Documentation & KnowledgeBase o Documentation File Folder – internal virtual space & by make/model/sw

Yes

PROJECT PORTFOLIO MANAGEMENT

The County will consider stand-alone Project Management solutions with a preference that it could be integrated with the chosen solution for the other modules desired

YES

1. Enterprise Project Portfolio Management (EPPM) Yes

2. Multi-Dept. Project Secure & Collaborative Portfolio Yes

3. Intake Project Request Forms, Workflow, & Approvals Yes

4. IT Service Management (ITSM) & Enterprise Service Management (ESM)

Integrations Yes

5. IT Tickets & Project Integrations Preferred

6. Email Integrations & Collaboration Yes

7. Microsoft Teams Integration & Collaboration Preferred

8. Monitoring, Reporting, & KPI Tracking Preferred

9. Project Change & Configuration Management Yes

10. Project Documentation Digital Folder Yes

11. Project Intake, Approvals, & Governance Yes

12. Project Management Visual Tools Yes

13. Ghantt Charts, Waterfall, Agile, Wall Board, Calendar Views, etc. Yes

14. Project Calendar and Project Portfolio Calendar Yes

15. Individual and Department Calendar View (customizable) Preferred

16. Project Plan & Charter – Templates, Playbooks, & Guides Folder Preferred

17. Project Planning & Scheduling Preferred

18. Project Portfolio Management (PPM) Yes

19. PPM Agile Standup – Review Active List & Share Updates Yes

20. Project Tasks Assignments Yes

21. Project Time & Resource Tracking Yes

22. Project Workspace – collaboration & documentation Yes

23. Reporting & Dashboards (PPM) Yes

24. Request Form: Idea, Initial Review, Budget, Plan, & Purchasing Yes

25. Resource Management (labor & funding) Yes

26. Risk & Issues Management Yes

27. Service Catalog & Processes Defined Yes

28. Stakeholder & Team Member Communication / Collaboration Preferred

29. Task Management – life stages of a project with team members assignments Preferred

30. Team Collaboration – Project Team Members Preferred

31. Team Cross-Functional (Multi-Departmental) Preferred

32. Team Member Task Assignments Yes

33. Tool Integrations & Automation Preferred

USER SUPPORT PORTAL YES

1. Communication, Collaboration, Alerts, HowTOs, Chat, more… Yes

2. Dynamic Forms Building Yes

3. Forms, Workflows, Security, Automation, & Customization Yes

4. Knowledge Base Yes

5. Low Code - No Code Preferred

6. Public User Portal – PreAuthentication – No Authentication Required Yes

7. Reporting & Dashboards Yes

8. Request Forms (Helpdesk, Workorders, Purchases, Projects, etc.) Yes

9. Secure User Portal – Authentication Login Required (SSO, IP-based, etc.) Yes

10. Self-Service Website Portal, & KnowledgeBase, Yes

11. Self-Service Conversational Chat &/or AI Agent Preferred

12. Service Request & Incident - Requester Portal to Track & view Status Yes

13. Trending Knowledge Base Articles Yes

14. User Portal Contact Us & Department Information Yes

15. User Portal General IT Requests Yes

16. User Portal Knowledge Base w/ Categories Yes

17. User Portal Multi-Department Sections (IT, Facilities, Purchasing) Yes

18. User Portal Quick-links Yes

19. User Portal Search Yes

20. User Portal Service Catalog w/ Categories Yes

21. User Portal Support Forms w/ Service Categories Yes

22. Workflow Builder Yes

INTEGRATIONS YES

1. Asset & Configuration Management Yes

2. Automation & AI Tools Preferred

3. Collaboration & Communication Platforms (email, MS Teams, remote desktop, etc.)

Preferred

4. Email Monitor & Integration w/ Attachments Yes

5. Endpoint Device Management Preferred

6. Microsoft Entra Verified ID & MFA Yes

7. Mobile Device Management Preferred

8. Monitoring & Event Management (system down alerts) Preferred

9. Reporting & Analytics Yes

2. Solution Functionality:

The County has identified key overarching solution functionality required to support its IT service management, asset management, project management, and related operational needs. The table below outlines each desired module or functional capability and indicates whether the item is classified by the County as Required or Preferred. These functionality items represent the baseline expectations for system capabilities, user experience, automation, reporting, training, support, and security. Respondents should review each item carefully to understand the functional scope the County expects the proposed solution to provide.

10. Security, Authentication, & Compliance Systems Yes

11. User Account Creation, Modification, Authentication (SSO, MFA, SCIM, etc.) Yes

REPORTING & DASHBOARDS YES

1. AI Integration Preferred

2. Contract Mgmt. Term Dates – Alerts & Tracking Preferred

3. Calendar Dashboard Yes

4. Custom Report Building Capabilities Yes

5. Data-Driven Decisions Reports Yes

6. Exportable Reporting Yes

7. KPI Tracking Yes

8. Real-Time Monitoring Preferred

9. Report Templates Yes

10. Role-Based Customization Yes

11. Scheduled Reports w/ Email Capabilities Yes

12. Service Level Agreement Tracking Yes

IMPLEMENTATION SERVICES YES

1. Annual Review & Best Practices Assessment Preferred

2. Asset Management Configuration & Import Assistance (ITAM) Yes

3. Authentication (SSO+MFA) & Cybersecurity Configuration Assistance Yes

4. Core Team Training (early in project timeline) Yes

5. End User Training (if applicable) Preferred

6. End User Get Started Training Guides Preferred

7. Environment Setup, Config., and Optimization (on-prem or cloud) Yes

8. Initial Best Practices & Recommendations Yes

9. Initial System Design, Guidance, Build, & Configuration Assistance Yes

10. Integrations Configuration Assistance Preferred

11. Project Management Configuration Assistance (IT-PPM) Yes

12. Reporting & Dashboard Design & Configuration Assistance Yes

13. Service Desk Configuration Assistance (ITSM) Yes

14. Test Environment Configuration Assistance (ITSM)(PPM)(ITAM) Yes

15. User Portal Design, Build-out, & Configuration Assistance Yes

Solution Functionality

Required?

Yes/No Preferred

1. Online Capabilities - The system will offer a user-friendly interface with online functionalities for ITIL, ITSM, ITAM, PPM, and self-service portal. System design shall be intuitive for both Walworth County staff and external users.

Solution users shall have the online ability to request services & support via the online self-service portal.

Yes

2. Online Communication - The system shall provide the ability for Walworth County staff to communicate with requesters and team members to gather additional information, determine requirements, determine timelines, provide resolution, provide status updates, etc.

Yes

3. Workflow Automation - The system shall have built-in workflow functionality to route requests and approvals. Updates, notifications, and task tracking shall be provided

Yes

4. Reporting - The system shall provide reporting capabilities including standardized and customized reports. The system shall have the ability to generate reports, dashboards, project documents, etc.

Yes

5. Installation of Software – The proposal shall include installation and configuration assistance of the proposed solution.

Yes

6. Data Conversion and Migration - Data from the existing software system shall be manually migrated into the new system, including uploaded attachments and documents.

No

7. Training - Comprehensive training shall be provided for IT staff on system usage and administration. Online training content available. Train-the-trainer model.

Yes

8. 24/7 Tech Support - Solution tech support is necessary to ensure continuity of operations.

Yes

9. Security Measures/Privacy & Compliance - The system must have demonstrated privacy and security measures for collecting payments, transmitting, storing, and/or utilizing personal data and identifiable images (such as photographs or video recordings). (HIPAA, CJIS, IRS Pub. 1075 FTI, FERPA, PCI-DSS, NIST, SOC2)

Yes

10. System Dashboard - System ability to display a dashboard of in use services and current status preferred for overall system monitoring and management

Preferred

11. Cloud Based Platform - The County prefers a cloud-based solution for access and storage.

Preferred

3. Technology Requirements: The County has identified a set of baseline technology requirements that the proposed solution 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

4. Example Information Technology Self-Service Portal: An example screenshot is provided below to illustrate the type of self-service portal functionality the County envisions in a potential software solution. The example is intended solely to demonstrate the general look, feel, and navigation approach of a modern, user-friendly portal. It is not a required design, layout, or configuration. Respondents may propose alternative approaches that deliver equivalent or enhanced usability, accessibility, and functionality. The example is provided only to help Respondents understand the County’s expectations for an intuitive interface that supports service requests, communication, workflow, and other core functions.

5. County Users and Assets: The tables below are to provide information regarding the number of users and assets the County anticipates with the requested solution.

2026 License & Application Requirements Licenses Needed: Division:

IT Technicians 25 IT Secure Application & Data GIS Secure Application & Data IT PPM Collaborative Application & Data 3500+ IT Assets 50+ County Workflow Users (approvers) 800 County Employee Users (requesters)

2027 License & Application Requirements Licenses Needed: Division:

Purchasing 10 Secure Application & Data DPW Facilities 10 Secure Application & Data CIP Projects CIP PPM Collaborative Application & Data TBD DPW Assets 800+ County Users (requesters)

V. RESPONDENT QUESTIONS / CLARIFICATION REQUESTS / ADDENDA

Respondents 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 Bonfire. at: https://walworthcountywi.bonfirehub.com/opportunities/212102

Questions must be received no later than March 12, 2026 at 10:00 a.m. (local time). You 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. Respondents 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 Bonfire Portal. Respondents are responsible for monitoring Bonfire Portal. Each addendum forms an integral part of this solicitation and contains important information which may include significant changes to this request. Respondents 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.

VI. RESPONSE SUBMISSION

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

Respondents 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.

https://walworthcountywi.bonfirehub.com/opportunities/212102

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

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

A Respondent 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.

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

1. Prepare your Response submission materials:

Requested Information:

Group Name Type # Files Requirement

Phase 1 Response

Attachment A – Questionnaire PDF (.pdf) 1 Required

Provide an Example User Portal for Review

PDF (.pdf) 1 Required

Optional Materials to Provide Additional Context for the

Proposed Solution Any Any Optional

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

Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

Response templates and/or forms are available for downloading on the Bonfire Portal at:

2. Upload your submission at:

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 your Internet connection speed.

c. You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

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 Bonfire 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 (90) days after the scheduled time of closing. Responses shall remain firm and may not be withdrawn during this ninety (90) day period.

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

Need Help:

The County uses the Bonfire Portal for accepting and evaluating responses digitally. Please contact Bonfire at Support@GoBonfire.com for technical questions related to your submission. You can also visit their help forum at https://vendorsupport.gobonfire.com/hc/en-us.

VII. ELECTRONIC MODIFICATION OF RESPONSE

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

VIII. WITHDRAWAL OF RESPONSE

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

IX. RESPONDENT SUPPLIED DOCUMENTATION / MATERIALS

All material submitted by the Respondent 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, respondents should assume that their submitted response will be subject to disclosure under the Public Records Law.

A respondent responding to this request should not include any Confidential Information, proprietary information or protected trade secret(s) as part of its response unless the respondent 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.

https://vendorsupport.gobonfire.com/hc/en-us/sections/6832852006551-Creating-a-Submission https://vendorsupport.gobonfire.com/hc/en-us

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. Respondent 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.

X. RESPONSE REVIEW AND PHASED SELECTION PROCESS

The County is using a phased approach for this request and responses to Phase 1 will be reviewed and ranked based on the apparent ability to meet the desired functionality and requirements as specified herein. A response may or may not be eliminated from consideration for the next phase for failure to comply with one or more of the requirements.

Following review of responses, selected firms will be invited to participate in Phase 2 and/or Phase 3 of the selection process which consists of the submittal and evaluation of a detailed list of functional and technical requirements and pricing (Phase 2), and demonstration of the proposed solution (Phase 3).

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 respondents in any manner necessary to serve the best interest of the County. Selections are at the sole discretion of Walworth County.

XI. TENTATIVE PROJECT TIMELINE

The County’s preferred project timeline would be to evaluate the information received from Phase 2 in early June 2026, select solutions for Phase 3 demonstrations to be held in mid-June 2026, with an anticipated contract award in July 2026. Implementation would begin upon contract execution with a target go-live date in December 2026.

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