RFP Questons by Vendors2.pdf

Vendor Questions as of 3/16/2020

1. Included in the RFP is a 24 page document that has general requirements. I need some clarification on what some of the items mean.

‐ Data to be converted obtained from Wausau‐CCITC, and analyzed for conversion issues and confirmed with Assessment Department for any conversion errors. Who is doing this?

A. The Vendor is providing parcel conversion issues that conflict with given data mapping.

CCITC will aid with new cut of data if there is source data issues.

2. Conversion of Legacy Data 2019 Roll allotted 8 weeks, Where is the time in the schedule allotted for the review/tweeks to the conversion?

A. It is included in conversion time. The hope is once an issue is found it will immediately communicated and resolved.

3. What are the ‘Required State Report Functions’?

A. We prefer to have CAMA reports that mimic and provide the data of all required State of

Wisconsin Forms. This would include additional report scripts that can ran to verify the results that will be submitted to the DOR.

4. Converting of Parcel History Data, Genealogy, Sale Snaps, What are these three things?

A. History data is the Assessments of Parent PIN and Children PIN and year they were last active.

B. Genealogy is showing the relationship of an active PIN to its Parent/Deleted and Children

PINS’.

C. Sale Snaps are a copy of the parcel attributes from a Property Record Card of Only

Normal/Useable sales. Snap captures attributes such as (Grade,CDU, SQFT, Eff Age, Etc.) of a parcel along with its assessed value & sale price at the time of Sale. Reports are ran against

Snap Assessment and Sale Price to establish ratio analysis. This would be for sales of 2016 and later. The Sale Snap records are within the cut of sample data. The data that will be provided will have both Sale Snap record and current/live record by in PIN.

5. Input from PAD system and Output file for Sales. Are these two items the import of sale transfer returns from the eRetr system and export of assessment data to the PAD system?

A. YES

6. Regarding Fixed Cost, What criteria will be used to determine if the conversion of real estate, personal property and mobile home data is finished?

A. The first process will be verifying that converted data matches the Reported MAR (Municipal

Assessor Report) that was filed to the DOR, by running the CAMA provider reports from the system. Just as how I would verify my data by acreage, classes, TID, exempt and value. I should be starting a new roll with the same number of parcels and value as the roll that I finished with.

B. We need to be able to Sketch parcels and have our existing sketches balance by the buildings sqft and the sqft of the attachements such as wood decks, porches etc.

C. Personal Property needs to balance by Schedule and by final/override values. Same as RE, as I should be starting off with the values I reported to the DOR. Same number of accounts, SIC code identifiers, values etc.

D. Mobile home Fee reports are produced. Balancing values what we have currently have. We currently value by NADA and input Mobile Home attributes along with the HM value. The currently legacy system then computes the Fee with and without lottery credit. We then print Notices with this information to the Mobile Home owner and a second report listing all

MH homes with their calculated Fee is generated and then given to the Clerk and Treasure and MH park owner.

7. What is your expectation on the conversion of fields where there is no place for them in Market

Drive?

A. We would like the data that we have captured over the past 30 years to have a home in a

CAMA providers data base. There are some fields in our data that are not listed in the Wis.

Property Assessment Manual Vol2. That is because the WPAM is just the suggested minimum of where to start in collecting attributes to value. The Wis. Vol2 is not end all of data that should be collected. We have always strived to capture more data than what is suggested by the Vol2 manual.

8. I am to use the county data for names, addresses and legal descriptions and then use the APLUS files for land, buildings, permits, sales, etc?

A. Yes, Zoning and flood plain designation also come from County Data/LRS.

9. Is there a way to get the technical requirements in WORD or EXCEL format?

A. Yes

10. On Technical Requirements, B29, you refer to an external user gaining access to the system. Do you mean a taxpayer or is this another Wausau employee in another department. In other words, could you please clarify what you mean by external user.

A. We are referring to City Employees in other departments, In particular the Inspections

Department, There only function in the system would be to change and update parcels

Zoning and Flood Plain designations and not to have access to any other attributes other than read only.

11. The sample real estate data seems to have files from APLUS and files from LRS. This means

APLUS has names and addresses and LRS has names and addresses. What should I take away from this?

A. Yes both systems have names and addresses. LRS‐Land Records System has always been the keeper of the names and addresses as this was the tax billing software for the county that the Assessment Department maintained and updated. Currently, Marathon

County no longer uses LRS and it has been replaced with Ascent on 9/2019. However, we are still using it for balancing with our legacy CAMA system. For the initial conversion, LRS Names and Addresses will need to be converted. But after conversion there needs to be a nightly or weekly process created with the CAMA vendor and Ascent for mailing address changes. The County now is the keeper of mailing addresses and we know from past mailings that some of our mailing addresses are not correct. In addition to the transfer of CAMA data from the close of the Assessment Roll.

12. I don’t see a third set of data for mobile home parking permit fee assessments. Where is this data?

A. We can provide our current Mobile Home Reports and screen shots of the data that we manually input from NADA. We would like to continue with NADA for MH valuations. Given the small amount of Mobile Homes in both communities the conversion of this data is a low priority. We understand that this may need to be hand entered by the assessment department. However we require a CAMA system to generate the MH fee along with reports and notices. See DOR guide for MH parking Fee calculations. I will request a cut of

MH data form CCITC for those wanting to review it.

13. Section 2.0 Project Schedule indicates that Go Live is tentatively planned for October 2020‐ January 2021; however, Section 5.4 Payment Expectations refers to a 12‐month implementation. Can the City clarify the timeline from the start of the project to go‐live? We want to confirm the City is expecting a 12‐month implementation.

A. All dates in the 2.0 Project schedule are tentative and subject to change. Our hope is a provider will convert the 2019 Roll/CAMA data that we currently have saved from July 2019. So that any conversion data issues will be solved prior to the final conversion of the 2020 revaluation data that we are currently working on. We did not want waste time in providing our 2020 data and then wait for it to be converted.

In the meantime no assessment work is being done. Our goal is to have CAMA data and sketches converted first with all interfaces working within 12 months.

14. What CAMA system and Personal Property system would we be converting from? + A. We currently use Sunguard Appraisal Plus HTE for all Real Estate, Personal Property and

Mobile Homes. This is referenced on page 22, sub section 6.

15. Does the City want to keep Apex sketching or look at other sketching options? If other options are being considered, how many sketches would be converted?

A. The city has currently paid for 5 APEX licenses and we would like to continue using Apex.

16. The RFP refers to additional City solutions to interface with the new CAMA & Personal Property system. Is it the City’s expectation that these be automated or not?

A. We need system interfaces to be automated. From the list that is found on page 22, Tab 8, under 6a , we would need an automated interface with Transcendent Technology/Ascent both ways receiving and sending information. Along with an automated interface with DOR PAD, ESRI GIS, APEX, Marshall & Swift. The remaining items in this section are up for discussion with selected vendor.