RFPCAMA TechnicalandFunctionalRequirementsAssessor03062020.pdf

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 1 of 52 (2020.02.24)

Table of Contents

A. HIGH LEVEL REQUIREMENTS

B. GENERAL REQUIREMENTS

C. SCHEDULING AND WORKFLOW SYSTEM

D. PROPERTY DATA

E. APPRAISAL

F. PROPERTY LISTING

G. REPORTS

H. DATA DOWNLOADS

I. GIS INTEGRATION

J. INFORMATION TECHNOLOGY

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 2 of 52 (2020.02.24)

Technical and Functional Requirements Document

SOFTWARE FUNCTIONAL REQUIREMENTS

Technical/Functional Requirements Yes No No, But Willing To Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

A. HIGH-LEVEL REQUIREMENTS

A.1 The system as the ability to handle assessment function for more than one municipality. Each municipality must be treated as an independent entity including table rate creation.

A.2 The system allows for role-based interfaces for viewing and managing assigned activities. Various components of the system can be accessed through the home screen (providing proper security is assigned).

A.3 The system has standard tracking mechanisms for capturing record adds, deletes, updates, etc., by user, date and time (with reporting on these items).

A.4 System is transactional-based to allow roll back to any point in time.

A.5 Ability to configure data entry screens to look like paper form/application.(to allow for efficient data-entry)

A.6 Ability to customize data lables on screens

A.7 Ability to create user-defined columns on any table in the database.

Specify how this would work.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 3 of 52 (2020.02.24)

Willing To Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

A.8 Ability to create queries and ad hoc reports based on user-defined columns using both system tools and external reporting tools.

A.9 Ability to convert all pertinent existing data from legacy system Sungard PS Apraisal Plus.

A.10 Ability to create parcel sketches.

A.11 Ability to have role-based and individual levels of permissions (e.g.

administration, maintenance, corrections, and associate levels).

A.12 Ability to restrict access at field level. (e.g. SSN, income data, secure name).

A.13 Ability to control exposure to non-finalized value data (related to year-end) based on date.

A.14 Ability to track comprehensive parcel history – parcel genealogy.

A.15 Set up Real and Personal Property classes to meet Wisconsin DOR requirements for mandated reports that are due to the State of WI Department of Revenue. (WI Statutes 70.32) for multiple counties.

A.16 Ability to track and summarize the change codes for special reports and the MAR Report for the State DOR for multiple counties.

A.17 Solution conforms to WI state legislation (WI Statutes 70 and 74) and DOR rules & regulations and USPAP.

A.18 Maintenance and support agreement will include updates to mandated reports.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 4 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

A.19 Ability to do trial studies, reports and recalculations with full or partial database within testing environment.

A.20 The system can integrate with Active Directory authentication so that end-users do not need a separate login.

A.21 Ability to integrate with Pictometry imagery system.

A.22 Ability to export and import data using application menu choices.

A.23 Ability to produce an assessment within 95% of the current assessment for 100% of the residential and condominium parcels.

A.24 Ability to produce an assessment within 95% of the current assessment for 85% of the commercial parcels.

A.25 Ability to look up a record by parcel, address, owner alias and point-driven location on a map.

A.26 Ability to use all existing area tables, building styles, influence factors, code etc. or an automatice method to convert all data and supporting data to new codes.

A.27 Ability to do multiple conversions of legacy data if needed to insure accuracy of data converted.

A.28 Ability to do multiple conversions of legacy data for active parcel information, for historical parcel information, for sale parcel snapshot information.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 5 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

A.29 The City of Wausau maintains its own property class structure.

Residential (Class 1) Commercial (Class 2) Manufacturing (Class 3) Agricultural (Class 4) Undeveloped (Class 5) Agricultural Forest (Class 5m) Productive Forest Lands (Class 6) Managed Forest Open -1/1/05 (Class 741) Managed Forest Closed -1/1/05 (Class 742) Managed Forest Open +1/1/05 (Class 743) Managed Forest Closed +1/1/05 (Class 744) Utilities – Exempt (Class 760) County Forest Crop (Class 820) Federal Owned - Exempt (Class 830) State Owned – Exempt (Class 840) Exempt (Class 9)

The system must be able to convert the City’s classes into the state’s property classes, with the ability to subclassify land class acres.

Class of Property – Real Estate and Personal Property (WI Statutes 70.32) Per State of Wisconsin Statutes the real estate property class is listed as:

o Residential (Class 1) o Commercial (Class 2) o Manufacturing (Class 3) o Agricultural (Class 4)

- 1st grade tillable, 2nd grade tillable, 3rd grade tillable, pasture, cranberry bed o Undeveloped (Class 5)

- Fallow, Swamp, Waste, Road right-of-way, Conservation easement, ponds,lake bed,water frontage o Agricultural Forest (Class 5m)

- Primary, secondary, residual ag forest, Conservation easement o Forest Lands (Class 6)

- Primary, Secondary, Resuidual Forest,Conservation easement,Water frontage

� Ability to have more than one class per parcel o Other (Class 7) o Exempt (Class 9) Personal Property is divided into:

o Boats and other Watercraft (Class 1) o Machinery, Tools and Patterns (Class 2) o Furniture, Fixtures and Equipment (Class 3) o All other Personal Property not Exempt (Class 4a) o Improvements on Leased Land (Class 4b) o Mobile Home o Exempt Computer Equipment (Class 4c) Mandated reports are due to the State of WI Department of Revenue using these classifications.

System includes field for state-defined property use codes per Wisconsin statute 70.32.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 6 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

A.30 o Codes used to change an assessment (and report totals to State DOR) per WPAM

1. Annexation

2. New Construction/Higher and Better Land Use 3 & 4. Property Formerly Assessed as Personal Property or Formerly Exempt, now Assessed

5. Revaluation – Increase

6. Class Shift

7. Loss due to De-annexation

8. Buildings Removed

9. Property Formerly Assessed, now Exempt

10. Revaluation – Decrease

A.31 WISCONSIN OBJECTION Process: Tracking system for objections to assessments for real estate and personal property. Include method for taxpayers to object (guided by WI Statutes 70.47). Ability to track objections, run reports, reconcile totals, assign hearing numbers, schedule meetings and hearings; and merge many types of letters. Ability to download Board schedules and meetings for timely notification into the Outlook program. Ability to notify change of ownership for mailing address from main database.

A.32 System shall have a process whereby assessments can be modified after assessment notices have been mailed. This process is integrated with the objection process. See Scope of Services 1.0 Introduction for further explanation.

A.33 Administrative functions: The City performs a list of processes which support overall maintenance of the assessment process. See Scope of Services 1.0 Introduction for further explanation.

Vendor must provide similar/same functionality.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 7 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

A.34 System shall contain or interface with a fully functional litigation case management module. This includes online communication among all parties with workflow and document management.

B. GENERAL FEATURES

B.1 Ability to create and relate notes to any data changes made or to the parcel/account in general.

B.2 Ability to maintain the full legal description including comment lines.

B.3 Ability to capture property data as of a sale date.

B.4 Ability to create sales record(s) that maintain property characteristics at the time of sale for all property classes.

B.5 Ability to duplicate common data across multiple parcels (e.g. owner name, billing address, plat name, assessed values, remarks, legal description, lot data) per workflow.

B.6 Ability to bring in property description information from outside source (i.e. MLS, Xcelligent).

B.7 Data entry shortcuts – When setting up an account, the system shall provide data entry shortcuts, such as a button if mailing address is same as property. The system shall allow for the “Windows Standard” Cut/Copy/Paste functionality of all data.

B.8 Ability to clone information from old parcels to new parcels with override capabilities per workflow.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 8 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

B.9 Ability to maintain a parent-child and/or sibling parcel history and tie a recorded document to each parcel number.

B.10 Ability to prevent old parcel numbers from being reused,link old parcel with new parcel number preserving parcel history for tracking.

B.11 Ability to import appraisal data and values from other applications (e.g. Excel).

B.12 Ability to maintain a one-to-many relationship between a parcel and the buildings on that parcel.

B.13 Ability to maintain a one-to-many relationship between a building and the number of sections within the building.

B.14 Ability to maintain a one-to-many relationship with a condominium project and the parcels within the project.

B.15 Ability to maintain a one-to-many relationship between a parcel and any sales of that parcel.

B.16 Ability to have an inspection reminder by month and/or by year for the assessor/appraiser.

B.17 Ability to assess parcels by any/all of the following methodologies:

sales, income and cost.

B.18 Ability to value parcel land independently of any improvements on the parcel.

B.19 The ability to have more than one change code per parcel (example: building removed, new construction and revalue).

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 9 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

B.20 Ability to modify prior year’s assessments.

B.21 Ability to assign specific parcels to specific appraisers or work groups by property type, area, or other criteria, before and after open book.

B.22 Ability to flag parcels for appraiser follow-up, including reason for follow-up.

B.23 Ability to track and document properties with special situations and data needs (e.g. mold, meth labs, contamination, etc.).

B.24 Ability to apply the construction stage (partials) of completion, by percentage, on building segments or whole structure.

B.25 Ability to define neighborhoods geographically or by plat or property attribute or by economic factors.

B.26 Ability to mass renumber neighborhoods by plat or property attribute.

B.27 Ability to calculate assessments by neighborhood and parcel type.

B.28 Generate mailing labels and form letters for any selected set of records based on any attributes, and track those mailings.

B.29 Ability for external user to access data using a "guest" account or as a registered user.

B.30 Ability to query and retrieve data by parcel, address, owner, Alias (DBA), and spatial selection via GIS.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 10 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

B.31 Ability to calculate formulated/percentage of tax base (i.e., property class land use restrictions and partially exempt parcels).

B.32 System allows manager to view all of their direct reports’ work schedules and assigned activities. Ability to define who has authority to complete a certain workflow step. Supports user-defined tracking of the amounts of time spent on any activity within a pre-defined workflow. Illustrates workflow activities within a flow diagram format.

Solution contains management tools in the workflow, specifically the ability to view which staff are assigned which items, what the status of each item is, etc. System has the ability to reassign workload from one appraiser to another.

B.33 The system allows the public/taxpayer to identify their preferred medium of communication throughout the process (e-mail, fax, hard copy via mail).

B.34 Direct access of permit information within valuation modules.

B.35 Ability to link old parcel with new parcel number preserving parcel history for tracking.

B.36 Ability to create future year tax parcel divisions and hold them in suspense until the future year is the current year.

B.37 Ability to back out divisions in case of incomplete recording or data entry errors.

B.38 Ability to automatically notify appraisers and GIS of changes to legal descriptions.

B.39 Ability to create new tax parcel without a parent parcel.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 11 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

B.40 Ability to recognize multiple tax districts such as school districts.

B.41 Ability to have parcels automatically flagged “pending delete” or “pending add” after parcel description is created and new parcel ID is assigned. All parcels marked pending are used in current year processes, and split parcels are used in future year processes.

B.42 City of Wausau Parcel number consists of 14 digits in a 3-4-3-4 format:

Parcel number structure is as follows:

First 3 digits: Municipality (291-Wausau)(281-Schofield) First 4 digits: Township/Range Number Middle 3 positions: Quarter Section Number Final 4 positions: Lot Number

B.43 Ability to sequence multiple comments date and time stamped by user.

B.44 Ability to sort information/search results on multiple levels (primary sort, secondary sort, etc.) without the need to create a report.

B.45 Ability to easily navigate from one module/area to another by changing focus or by calling a new event.

B.46 Ability for registered external users to save information, log off, and resume at a later time. (e.g., Personal Property Statements, Objections).

B.47 Ability to define who has authority to complete a certain workflow step.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 12 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

B.48 Supports user-defined tracking of the amount of time spent on any activity within a pre-defined workflow.

B.49 Display workflow activities.

B.50 Solution contains management tools in the workflow, ability to assign tasks and view which staff are assigned which items, what the status of each item is, etc. Including also the ability to leverage calendar events for scheduling and date sensitive items.

B.51 Supports serial and parallel approval steps within a workflow.

B.52 The CAMA system shall be able to produce comparable sales reports for viewing on-line and via hard copy. The comparable sales reports shall include a photograph of the subject property and the comparables. Users should have the ability to select the property characteristics that are used in selecting comparables and to be able to manually adjust those attributes. These property characteristics should be included in the reports that are viewed on screen and printed.

B.53 Ability to revaluate a neighborhood by using any of the following approaches: 1) Sales Comparison; 2) Income; 3) Cost.

B.54 Ability to associate a document or image among multiple parcels (i.e. a single letter referencing multiple tax keys must be accessible from any one of the tax keys).

B.55 Ability to capture a parcel Flood Plan designation.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 13 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

C. SCHEDULING AND WORKFLOW SYSTEM

C.1 Ability to schedule appointments for the appraisers for inspections.

This capability should be within either Outlook or the system itself.

C.2 Link the parcel data with appointment schedule.

C.3 Ability to have both support staff and appraiser schedule appointments.

C.4 Confirmation that appraiser received appointment notification (e.g., appointment becomes shaded after confirmation).

C.5 Maintain a log of correspondence and any file maintenance resulting from the inspection.

C.6 Ability to flag a 2nd inspection request within the assessment year.

C.7 Ability to separate new construction amounts by geographic area.

(report totals by area).

C.8 Ability for the appraiser to receive notification, view, change appointments when in the field.

C.9 Edits in place to ensure reliability (ex: appointments won’t disappear and other users can’t schedule over a previous scheduled appointment).

C.10 The mobile version allows staff to schedule follow-up appointments.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 14 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

C.11 The mobile version can synchronize with the core system either through wireless connectivity or docking.

C.12 Ability to track the progress of a split/combination from the time it was created by the property lister until it is closed out.

C.13 Ability to track the progress of a property class change from the time it was originated until it is closed out.

C.14 Ability to track an assessment change (outside of the normal valuation process) from the time it was originated until it is closed out.

C.15 Ability to track an objection from the time it was created until it has been adjudicated.

C.16 Ability to track an ABBA (Action by the Board of Assessors) from the time it was created until the time it is adjudicated.

C.17 Ability to generate reports of all splits/combinations. Reports shall include: old and new parcel numbers, owner names, property addresses, TIF districts, lot size, CSM number, and comments.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 15 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

D. PROPERTY DATA

PROPERTY CHARACTERISTICS

D.1 REQUIRED ON ALL PROPERTIES

County Code, Municipal Code, School District, Class Code, DOR Land Use, Wausau Land Use, Neighborhood Code, Zoning, Historic District Code, Valued By Field, Entrance Code, Interior and Exterior View Dates, Survey on File, Plans on File, Map Reference Field, TIF/TID District, Aldermanic District, Storage for Digital Plans, Storage for Appraisals, Census Tract, BID, plus additional user defined fields

D.2 RESIDENTIAL

Units, Stories, Style, Exterior Wall, Year Built/Age, Year Remodeled, Effective Age, Basement, Finished Basement, Heating, Fuel,System, Total Rooms, Bedrooms, Family, Full Bath, Half Bath, Additional Fixtures, Total Fixtures,Rough-In Fixtures, Kitchen Quality, Kitchen Condition, Bath Quality, Bath Condition, +/- Masonry Adjustment, Masonry Sq.Ft, Recreation Room, Recreation Room Quality, Unfinished Area, FP Stacks, FP Openings, Metal FP, Basement Garage Capacity, Total Garage Capacity, Grade, +/- Cost & Design Factor, CDU, Additional Amount $$, Depreciation Table, Depreciation Percent, Basement Courses, Wall Construction, Whirlpool, Sauna, Hot Tub, Central Vacuum, Alarm System, Sprinkler, Exposed Basement, Number of Basement Bedrooms and/or Bathrooms, plus additional user defined fields

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 16 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

D.3 COMMERCIAL

Group Code, Building Use, Perimeter, Stories, Quality, Roof Type, Exterior Wall, Interior Finish, Rooms/Units, Baths/RR, Air, Heat, Frame, Elevator Adjustment, Story Height, Year Built, Remodel Year, Effective Age, Condition, Depreciation Table, Percent Good, Additional Amount$$,Observed Condition Code, Functional Obsolescence, Economic Obsolescence, Override, Appraiser, Appraisal Date, Sprinkler, Rail Road Spur, Lateral Size plus additional user defined fields

ADDRESSING

D.4 Property Address – Ability to record multiple addresses per parcel, (i.e., primary and secondary premise addresses, primary and secondary owner mailing addresses).

D.5 Ability to handle range of house numbers to a single parcel.

D.6 Ability to handle ½ house numbers and condominium unit numbers.

D.7 Ability to record multiple Common Name/DBA names per parcel.

D.8 Ability to have more than 75 characters per address line.

D.9 Ability to verify mailing address correctness per USPS standards (Nation-wide).

D.10 The ease and ability to change a mailing address on multiple parcels and/or accounts with the same ownership.

D.11 Ability to accommodate military and foreign mailing addresses.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 17 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

D.12 Ability to handle multiple owners.

D.13 Supports name aliases - formerly known as (FKA), doing business as (DBA), etc.

D.14 Supports separate mailing addresses for various correspondence types, including effective dates (seasonal addresses, agents, lessors and lessees).

D.15 Ability for address updates in one module to take effect in all modules (e.g., address change in Real Property Listing shows up in Appraisal modules).

D.16 Ability to share Owner name and billing address between parcels.

D.17 Ability to identify RE & PP objections when mailing address change occurs.

D.18 Ability to identify a Personal Property account when mailing address is changed to an already existing account with the same mailing address.

COMBINATION/SPLIT PARCELS

D.19 Ability to link "old" parcel with "new” parcel when parcels are split or combined.

(Preserve parcel history for tracking)

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 18 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

D.20 Supports new parcel creation from multiple sources, including but not limited to:

Updates from owner records Certified Survey Maps Plats Condos Annexations Court actions (courts/owner)

D.21 Supports new parcel creation with appropriate information, such as:

District information (schools, TIF, fire, sewer) New parcel number Check Digit Legal description Property address (only if available) Billing address Owner Municipality Recorded Document number and type from Register of

Deeds Pending/Future year parcel creation & storage

D.22 Refer to Scope of Services 1.0 Introduction for a more detailed explanation of our listing process and what functions need to be replicated in the proposed system.

DIGITAL PHOTOS/IMAGING

D.23 Ability to store multiple photographs per parcel. Ability to index by building number. Ability to attach a description to each image.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 19 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

D.24 Ability to associate a single photo with multiple parcels (i.e. image of a condo high rise tied to the individual units).

D.25 Ability to keep historical photographs and index by date.

D.26 Ability to create sketches.

D.27 Ability to rank photographs for default pictures.

D.28 Ability to store digital images of plans, appraisals, CSM’s, etc.

TIF – TAX INCREMENT FINANCE DISTRICT

D.29 Ability to track base year assessment (year TID was created), current and previous.

D.30 Track how assessments changed by code for State of Wisconsin Final Report.

D.31 Ability to define district with all required data per Wisconsin statute.

D.32 Ability to identify parcels and parcel status (active versus inactive.

versus exempt).

D.33 Ability to keep both original and current parcel count.

D.34 Ability to track effective Jan. 1st of assessment year (value changes).

D.35 Ability to have assessor ad hoc report capabilities.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 20 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

MOBILE HOMES

D.36 There are 2 mobile home parks. One in the City of Wausau and the other in City of Schofield.

Mobile homes are treated as Real Estate with it’s own unique 9 digit PIN, in a 3-2-4 format:.

D.37 Ability to create a property record card for mobile homes listing the physical characteristics of the mobile home.

D.38 Ability to print property record card.

D.39 Ability to use the property record card in the field electronically.

D.40 Ability to integrate values from NADA Valuations Service or other 3rd party valuation source.

D.41 Ability to capture data at the time of a sale.

D.42 Ability to select comparable sales in the sales comparison approach grid.

D.43 Ability to statistically analyze mobile home sales Simple mean Median Aggregate Ratio Coefficient of Concentration Coefficient of Dispersion

D.44 Ability to calculate cost modifiers based on sales analysis.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 21 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

D.45 Ability to sort mobile home data including sale records by physical characteristics of each mobile home.

D.46 Ability to store the following: Assessment year, Tangible Exempt Codes, Manufacture Name, Model Name, Arrival Date, Year of Manufacture, Year of Purchase, Purchase Price, Purchased New, Used, Mobile Home Width, Length, Square Foot, Additional Square Foot, Total Square Foot, Number of Baths, Bedrooms, Total Rooms, Skirting, A/C, Fireplace, Attachments: EFP, OFP, Decks, Patio, Carport, Sheds, Serial Number, Number of Axels, Misc.Cost, Additional Square Foot Costs, Mobile Home Cost, Total Cost, Grade, CDU, Fair Market Value, Net Fair Market Value, Equlized Ratio, Assessed Value, Net Tax Rate, Annual Fee, Monthly Fee, Lottery Claim Amount,Month of Coverage, Change Reasons,Appraiser ID, Date of Inspection, Renatl Status.

D.47 Ability to mail merge data with Word documents or use Crystal Reports.

D.48 Ability to calculate mobile home fees per ordinance and S. 66.0435 WI Statutes.

D.49 Ability to generate user-defined reports by mobile home park.

D.50 Ability to maintain make, model, serial number, sale information, etc.

D.51 Ability to have an automated notice letter of value and taxes payable.

D.52 Ability to use RE tax rates established for City of Wausau tax calculation and a separate RE tax rate for City of Schofield.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 22 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

D.53 Ability to maintain current history ownership information by pay year.

D.54 Ability to have dealer inventory/vacant, no tax Exempt.

D.55 Ability to print Mobile Home Notices, Statements and Invoices

D.56 Ability to print state mobile home forms using the data from the system. (State of Wisconsin forms LC-220, PA-118)

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 23 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

E. APPRAISAL

E.1 Ability to have multiple years with effective dates (new year records) with appraisal and value rolling over to the next assessment year.

E.2 Ability to see and track historic assessment data with complete change history for multiple years.

E.3 Ability to have table-driven codes defined for rates and factors, parcel appraisal codes, classification codes and allow relationships to be built between them.

E.4 Residential, Condominiums, Apartments, and Commercial:

Ability to determine/calculate market value by:

Sales/Market data Income data Cost data Market Driven Cost (localized costs)

E.5 Ability to set property attributes/use on multiple records per parcel, including user-defined fields.

E.6 Ability to have remote/wireless mobile data collection functionality with check-in, check-out functionality.

E.7 Ability to keep private, public, and income (multiple) notes per parcel. (Income is confidential and secure in some cases, private is internal, public is public.)

E.8 Ability to control what is printed on field or electronic property record cards.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 24 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

E.9 Ability to calculate and capture new construction land and building values.

E.10 Ability to apply the construction stage (partials) of completion, by percentage, on building segments or whole structure.

E.11 Ability to copy appraisal detail records to other parcel ID’s. (e.g.

land, income, notes, building, etc.).

E.12 Ability to capture all parcel data at the time of a sale.

E.13 Ability to retain multiple sales per parcel.

LAND APPRAISAL

E.14 The land valuation module shall include all classes of properties – classes defined per Wisconsin Property Assessment Manual and per City of Wausau use.

E.15 The program shall have the capability to value a single parcel with multiple land use types and zoning codes.

E.16 The CAMA system shall provide land tables for residential, commercial, industrial, and multi family using units of comparison found in acceptable appraisal practice (i.e. square foot, front foot, depth factors, unit, etc.)

E.17 The land tables shall account for size adjustments, excess land (if applicable), and other factors that influence site value. The system shall support multiple land values per parcel.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 25 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

E.18 The system shall provide additive adjustments, both positive and negative for location and other physical attributes such as traffic count and contamination.

E.19 A summation of all adjustments is required. These influence factors should be in a user-defined table.

E.20 Ability to analyze and adjust land valuation characteristics individually.

E.21 Ability to do a sales comparison grid for vacant land.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 26 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

E.22 Ability to have user defined fields and selectable unit of measure:

e.g.

o Water attributes Lake frontage primary Lake frontage secondary Lake View Lake Access River frontage primary River frontage secondary River View River Access o Square feet o Front/depth footage o Acreage o Land to building ratio o Adjustments for contaminations o Aggregate o Non-buildable/non-conforming lot o Easement acreage o Excess Land o Lack of off-street parking o Any other user defined Influence adjustment

BUILDING APPRAISAL

E.23 Ability to analyze building valuation characteristics individually and/or the ability to use separate approaches to value for each structure for parcels with multiple buildings.

E.24 Ability to apply depreciation to selected attributes on individual buildings.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 27 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

E.25 Ability to apply dimensions, effective age, and conditions to selected buildings on same parcel or secondary buildings on same parcel.

E.26 Ability to value assisted housing (Section 8 or Section 42). Assisted housing properties can include both residential and commercial properties and the properties are valued as one. System must be able to group disparate parcels and value them using the income approach.

VALUATION APPROACHES

E.27 Multi Year Valuation – The CAMA system shall have the capability to retain and provide accurate assessment data for all years that the City uses the CAMA system. Each assessment year needs to be separate so data integrity will be maintained and historical information is made available.

E.28 Annual Reassessment – The CAMA system shall provide ongoing annual reassessment capabilities.

E.29 Value Adjustments – The system shall give the user the option of adjusting values without manipulating data. There needs to be a field to enter override values.

E.30 The CAMA system shall have the capability of performing Multiple Regression Analysis.

E.31 Ability to distribute value between multiple parcels, handling multiple approaches. (One building on 2 or more parcels).

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 28 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

E.32 Ability to use the sales comparison approach, cost approach, and income approach for all improvement types including special purpose properties.

E.33 Ability to reconcile valuation methods between all approaches.

E.34 Ability to prepare an income approach following the WPAM (Wisconsin Property Assessment Manual).

A. Ability to create and update an income and expense table

B. Ability to select comparable rents from an income and expense table

C. Ability to create and maintain an overall rate table.

D. Ability to populate the model.

E. Ability to run reports from individual parcel data

E.35 Solution provides a step by step template/procedural guide and workshop training for developing market driven cost and regression models with the CAMA system including detail on how to use the system to statistically analyze variables and calibrate the model.

COST APPROACH

E.36 Ability to prepare a cost approach using Marshall & Swift Valuation service (Core Logic), or other professionally accepted cost service (automated).

E.37 Ability to manage (edit, store, lock, etc.) cost valuation components for residential, commercial, industrial (manufacturing), and exempt properties.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 29 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

E.38 Ability to produce a printable and on-screen viewable cost valuation document showing the cost calculations on each property, the appraiser’s adjustments and the final value determination.

E.39 The cost estimates shall be fully integrated with the sales comparison approach to develop reports to study depreciation schedules, land rate schedules, neighborhood factors, date of sale adjustments, and cost adjustment factors.

E.40 The cost approach shall compute value estimates based on standard appraisal methodology (accepted by the International Association of Assessing Officers).

E.41 The CAMA system shall be adaptable to time and location indices as well as neighborhood and subdivision adjustment tables. The depreciation tables shall be developed on a citywide basis using the market and observed condition influences.

E.42 Cost schedule additions shall not require program modifications.

New codes shall be able to be added by updating cost schedules and data tables. Cost-service defined codes.

E.43 In addition to observed physical condition depreciation, the CAMA system will accommodate functional obsolescence (curable and incurable). Economic obsolescence and cost-to-cure either as a percentage calculation or as a lump sum subtraction must also be available.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 30 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

SALES COMPARISON APPROACH

E.44 The sales comparison approach for both residential and commercial shall value individual properties as a mass appraisal tool. Weights, percentages and dollar amount adjustments, and selection criteria should be user definable.

E.45 The sales comparison approach shall include the analysis and use of the standard units of comparison for various types of properties.

The vendor shall detail capabilities for this function. Adjustments for differences between the comparables and the subject must be available.

E.46 The commercial market approach includes the analysis and use of the stand units of comparison for various types of commercial properties. Please describe capabilities for this function, including adjustments for differences between the comparables and the subject.

E.47 Ability to compare properties on the grid based on various units of comparison. (Per square foot, per unit, etc)

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 31 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

E.48 Ability to prepare a sales comparison grid with ability to automatically or manually select sales from a sales table.

Ability to adjust comparables on this grid based on differences in property characteristics, including but not limited to adjustments by dollar value or percent of sale price

Ability to time adjust sale prices on the above grid.

Ability to compare properties on the above grid based on various units of comparison. (per square foot, per unit, etc.)

Ability to weight each sale based on comparability Ability to calculate the following total o Simple Mean o Weighted mean

INCOME APPROACH

E.49 Income approach (including GIM) shall support the individual and mass appraisal of commercial, industrial and multi-family properties as well as exempt properties.

E.50 The CAMA System shall provide for direct and indirect capitalization and residual techniques. It shall provide for rate extraction, maintenance of income and expense data (actual and market), units of comparison analysis, and gross income treatment of excess land in the income approach.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 32 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

E.51 The income approach shall be fully integrated with the other approaches. There shall be tables (number and percent) available for various types of income (actual and market), vacancy (actual and market), expenses (actual and market) and overall cap rate by neighborhood and use. Table driven multipliers and GIM rates shall be available.

E.52 Ability to store multiple years’ income and expense data.

E.53 Ability to adjust cap rate, vacancies, and expenses by building type, size, age, neighborhood (should be table driven).

E.54 Ability to breakdown expenses by categories (e.g. reserves, tenant improvements, management fees, etc.).

E.55 Ability to enter market and actual income data.

E.56 Ability to assess properties by trend analysis based on stratified property characteristics or building type codes, and user-defined neighborhoods.

E.57 Ability to do a Discounted Cash Flow analysis.

E.58 Ability to capture rent information from Personal Property forms without re-entry.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 33 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

STATISTICAL ANALYSIS

E.59 Statistical analysis of all sales, assessment area (geographic location), property type, value range, tax key range, or any other selected property attribute or a combination of attributes. Ability to do sales ratio studies, including:

Mean Median Aggregate ratio Coefficient of Concentration Coefficient of Dispersion Price Related Differential Standard Deviation by Classification Coefficient of Variation

E.60 Ability to create “What if” sales analysis for new appraisal factors and rates.

E.61 The ability to trend using user definable fields and characteristics.

The system should have the capability to trend land and building assessments individually or en masse as a valuation technique and/or to adjust reassessed properties.

E.62 Ability to generate A/S ratios (or S/A ratios) using the sale price of a parcel with its previous OR current assessed value.

E.63 Ability to graph A/S ratios by a geographic area in order to identify outliers.

E.64 Transfer processing/screening. Ability to hold review codes in CAMA system (mirroring PAD system criteria established by DOR).

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 34 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

EXEMPTS

E.65 Ability to code parcels for exemption type. (WI Statutes 70.11 and 70.111).

E.66 Ability to value exempt parcel for informational purposes.

E.67 Ability to partially list exempt parcels without producing an assessment or triggering an error because the parcel is only partially listed.

E.68 Ability to analyze exempt parcels by type, estimated value, and building characteristics.

E.69 Ability to view exemption materials based on parcel number, PP account, date range, etc.

E.70 Ability to have user-defined exempt codes.

E.71 Ability to scan and store exempt request forms and supporting documents with link to parcel.

E.72 Ability to create and track bi-annual exemption mailing and create bi-annual exemption report for WI-DOR

E.73 Ability to identify whether the exempt organization filed their exemption request.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 35 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

PERSONAL PROPERTY

E.74 Ability to value Personal Property Accounts. PP (personal property) statements are based on the State of WI DOR mandated form or approved substitute. Statements are mailed once a year to business owners. These statements are preprinted without any acquisition costs reported from previous statements.

E.75 Ability to process statements, and send out either assessment notices or doomage letters.

E.76 The ability of business owners or agents to file Personal Property statements electronically. Ability to ensure confidentiality of statements. Ability for them to amend statements until a cutoff date, ability to file amended form after cutoff date.

E.77 Ability for Assessor’s Office staff to review the PP returns and modify (override) any reported values entered in system.

E.78 Database to include control totals, proposed, current and previous assessments.

E.79 Ability to run a variety of reports to track ownership, account number, assessments, TID District, objections, new, current and closed accounts and date entered.

E.80 Ability to track and report personal property by various categories including but not limited to exempt computer equipment, Tax Incremental Accounts, school districts and account type.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 36 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

E.81 Ability to search accounts by name, situs address, and DBA name, account number, year, parcel number, TIF/TID district, school district and other districts, etc.

E.82 Ability to apply different levels of assessement factors to total PP values. Separate level for the City of Wausau and City of Schofield, based on the assessors determination of the level of assessed value by percentage.

E.83 Ability to review assessments and sort accounts by the above designations.

E.84 Ability to print account-mailing address on the Statement of Personal Property.

E.85 Ability to modify the assessments for all accounts that did not file a Statement of Personal Property by a factor, lump sum value (doomage) regardless of prior entry of assets in Schedules.

E.86 Ability to enter manufacturing assessments after roll have been closed.

E.87 Ability to total assessed value by category and total within the TIF district, school district and other districts, with or without manufacturing parcels.

E.88 Ability to review accounts by street list [with even/odd side of street options], parcel number, and DBA alpha listing.

E.89 Ability to store account notes and field review details.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 37 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

E.90 Ability to review assessments by category, total and percent variance from the previous year’s assessment.

E.91 Ability to enter the date of the filing of the Statement of Personal Property.

Ability to record the date of the filing whether manually or electronically filed.

Ability to run data list based on the above date.

E.92 Ability to classify and compare assessments by user defined account use types such as, retail, fast food, etc., or using the NAICS, or SIC codes.

E.93 Ability to sort Exempt PP accounts by exemption type, situs address, parcel number, business name, DBA, etc.

E.94 Ability to view exemption application based on parcel number, PP account, etc.

E.95 State Form Data Elements – Entering data shall follow the State of Wisconsin approved form. Data entry by schedule and line shall follow the form sequence.

E.96 Data Rollover - The CAMA system shall facilitate annual data rollover including automatic input of schedule data (depreciation factors) for the new year.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 38 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

E.97 Separate Data for Each Year - Data for each year should be able to be locked and unlocked so no unauthorized data changes can be made. The systems shall copy all data from one year to the next at year end rollover. Data within personal property schedules will be carried to the next year and placed in the correct line.

E.98 Default and Minimum Assessed Values – For example, the system shall have the ability to allow rounding of values to any amount specified. The system shall also have the ability to set assessment parameters for assessed value. For example, no negative values allowed, or set a minimum value.

E.99 New Fields – The system shall have all data fields from the current State of Wisconsin approved form, PA-003. The system shall also provide additional fields as follows:

Date Form was Received/Filed Extension Date Date Valuation Completed Appraiser Name Contact Person Contact Phone Number Contact Email Address Manufacturing Assessed – (Yes/No) 1st Year Assessed Field – (year) Out of Business Field – (year) FKA (for name changes could be several)

AKA / DBA

Years Doomaged Active vs. Inactive

Room for additional user defined fields

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 39 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

E.100 Copying of Accounts – The system shall be able to copy an account if a business is sold. The copy function shall copy all data related to an account. The ownership will need to be updated by the appraisers after the copy function has been completed.

E.101 Ability to view all personal property accounts associated with a specific tax key number (parcel number / PIN). Personal Property has a 12 digit PIN: 3-3-6.

First 3 digits- Municipality (291 Wausau) (281 Schofield) Second 3rd Digits- Indicating Manufacturing or Local assessed account. (200 Manufacturing) (000 Local Assessed) Third 6 digits. Unique account number currently used in a Alpha methology. 1,000 = A’s, 2,000 =B’s, 3,000 = C’s, 4,000 = D’s etc.

E.102 Ability to track exempt and state assessed businesses/ accounts

E.103 Printing – The system shall allow the user to print by schedules with owner’s name/ DBA and account number.

E.104 Ability to track leasing companies and leased items.

E.105 Reports – The CAMA system shall have the ability to run audit reports so users can find missing data or errors. The system will also include input validation—for example, no alpha in number fields, some fields require an entry.

Assessment Roll- Print by PIN and DBA Name, with totals by Schedule, Assessment,Name, Business address. Mailing Address, District, School,TIF.

E.106 Ability to have photos associated with each personal property account.

RFP Technical and Functional Requirements for Computer-Assisted Mass Appraisal (CAMA) Software System Solution

Page 40 of 52 (2020.02.24)

Customize At No Cost

No, But Willing To Customize At An Additional Cost

Notes

E.107 Ability to attach documents to each account and to identify…