S000000343 Q&A .pdf

Question Number Question Subject Question Text Answers

1.00 General Is there a tentative go-live date? Tentative go-live date is January 15, 2025.

2.00 1.2.B

This section indicates a start date to be determined within three months of September 26, 2024, and 1.4 notes an October 21 date to Award Contract. Given this time frame, what is your preferred time to go live with the new system?

Tentative go-live date is January 15, 2025.

3.00 Section 2

Can you please specify the complete list of data sources from which data will be accessed?

Data will need to be accessed from the Assessor offices in all 75 counties in Arkansas.

4.00 Section 2

Where are the current data systems hosted and who maintains them currently?

Unknown. Data will need to be accessed from the Assessor offices in all 75 counties in Arkansas. Counties currently utilize either

Arkansas CAMA Techologies (ACT) or Apprentice Information

Services (AIS).

5.00 Section 2

Do you expect the vendor to develop a data warehouse as a centralized repository to store the data from disparate data sources?

Yes. The purpose of the RFP is to develop a centralized repository of this information.

6.00 Section 2

Does the State have an On-Prem database/Datawarehouse in place already? If yes, can you please specify the same?

No, the Contractor will need to develop and host this.

7.00 Section 2.2

Do you expect this to be a COTS software or can it be a custom solution that we build specifically for you?

The Contractor may propose a custom solution or a COTS solution customized to meet the needs of the RFP.

8.00 [Section 2.6 - System Access and 2.9 - ARPDP Requirements]

What technologies or integration patterns does the state currently employ or prefer for real-time data synchronization across multiple county systems? Could you specify if protocols such as webhooks, APIs, or batch processing are favored for updating real property data monthly and personal property annually?

DFA does not employ any solutions for data synchronization. All our current access is through individual counties.Currently, DFA downloads to a jump drive if allowed or prints the parcel records and other information as needed at the county level.

9.00 [Section 2.7 - User Roles]

How should the system manage nuanced user access levels for different stakeholders within the portal, such as county tax assessors versus state auditors?

Specifically, could you confirm if assessors should have capabilities to directly alter valuation data, whereas auditors would only review changes and access comprehensive audit logs?

The solution will only be accessed by state level personel. Editing of data will not be a part of the inquiry process.

10.00 2.7 USER ROLES

How many users will be concurrently accessing the

Portal? Also, please specify the total number of internal users and their roles.

Initially 3, long term 6 - 10. Total number of users 20. Roles TBD.

11.00 2.10

What are expectations on the number of extracts required per year and number of schemas currently needed?

5000. 3 to 5 schemas

12.00 2.10

What is the third party system referred to? Is there a specific data schema that is required for this 3rd party system?

Planning on integration with a mobile audit solution in the future.

Most accept multiple data schema. Currently unknown.

13.00 2.10 Required Interfaces

Are there specific protocols or API standards the state prefers for interfacing with existing third-party systems, such as REST, SOAP, or newer protocols like

GraphQL? Could you also confirm if there are any compliance requirements or security models, like OAuth

2.0, that need to be integrated into these communications?

Unknown at this time. DFA Office of Information Services (OIS) shall have the final authority in approving the format and authentication method of any future interfaces between DFA and the Contractor's system. The Contractor should provide a proposed hourly rate(s) for the development of future interfaces. See revised

Section 2.10 of the RFP and the Revised Official Solicitation Price

Sheet.

14.00

2.11 Reporting and Online

Dashboard

Could you detail any specific data sanitization or transformation rules required for exporting data in various formats such as CSV, PDF, or Excel from the

Assessment Data Coordination Portal? For instance, are there particular fields that need anonymization or formatting rules like date normalization that must be adhered to before data export to ensure compliance and data integrity?

The anonymization of the data is handled by CAMA software at the county level. No further need known of at this time for that service.

As the solution should be a read only of the data within fields as the data is found, and date nomalization will take place after the data is queried, downloaded, and will be performed by ACD on its own software.

S000000343

Arkansas Assessment Data Coordination Portal

Written Questions

Arkansas Department of Finance and Administration – Revenue Services

15.00

2.11 Reporting and Online

Dashboard

What are the priority reports that you need available immediately upon the system's launch, and could you outline the types of analytics or data compilations expected in these reports?What future reporting functionalities should the system be prepared to support, such as predictive analytics or real-time data visualization?

Prioity reports should include who queried what, when, was there a download, metadata of the download, ip address of query, and other TBD. Other reports: single and or multi property conprehensive reports including photos, sketches, maps; sales reports. Predictive analytics or real-time data visualization will not be done within the solution.

16.00

2.11 Reporting and Online

Dashboard

What specific pre-defined reports does the state require immediately upon system deployment, and are there particular data aggregations or visualizations that these reports should include? What flexibility should be built into the system for users to generate ad-hoc reports?

Prioity reports should include who queried what, when, was there a download, metadata of the download, ip address of query, and other TBD. Other reports: single and or multi property conprehensive reports including photos, sketches, maps; sales reports Flexibility should include any combination of data required.

17.00 [Section 2.11 - Reporting &

Online Dashboard]

Could you detail the essential elements that must be captured in the systemâ??s audit trails to support both your operational management and regulatory compliance? For instance, should the trails include user identification, timestamps, type of data accessed, and the specific changes made, to facilitate both internal reviews and external audits?

See answer 16.

18.00

2.11 REPORTING & ONLINE

DASHBOARD

How many dashboards do you expect to have in the portal? Do you expect to have any role-based dashboards?

Role based dashbords will be required. Only supervisory users will have access to the full history of queries on the dashboar. All other users will have access only to view and download assessment data.

19.00 2.14 Training Please provide the approximate number of personnel will need to be trained.

20.00 2.19

Can you elaborate on this section? "The Contractor shall ensure all data received as part of the Contract" All data received from whom? Are you referring to the data gathered/generated as a function of engaging with the system (logging etc.) or are you referring to the data gathered for presentation to users of the system?

A. Any data exported by DFA will be the property of DFA.

B. End of term contractor would be required to destroy the DFA query records.

C. Query data parameters and inputs from DFA cannot be shared with others.

21.00 3.5.D Interviews Is there a limit to the number of people allowed in the interview?

We currently limit the maximum to 2, can discuss more if needed

22.00 General

Is it required for the vendor to execute all tasks on-site, or is remote work permissible?

Remote work is permissable to execute all tasks.

23.00 General

Is the project funded? If yes, what is the overall budget associated with the project?

This information is not necessary to respond to the RFP.

24.00 General

Could you provide examples of the most common queries that both technical and non-technical staff are expected to perform using the new system? For instance, are there frequent needs for property valuation trends, tax assessment discrepancies, or geographic data overlays?

Queries will be performed on current audit and special case needs.

Both county and statewide queries will be made.

Common queries include but are not limited to: Full property record card fields for a given submitted sample. Number of homesteads statewide. Full list of all residential property in a county, just parcel number and type code, to use to develp a sample from. Total agricultural coded acerage for a county. Total number of commercial vacent parcels statewide.

25.00 General Are there any mapping requirements for this portal?

Access to map data as required in the RFP. Section Township

Range is a field in every parcel record. Physical addresses are part of every parcel record. The ability to select parcels using a map is optional. Any map data other than above that exists in the data should be available.

26.00 General

Considering the transition from a paper-based system, what are the primary data migration challenges you foresee or have experienced in similar situations?

DFA has not previously attempted a transition from a paper-based system to a full digital database or portal into one.

27.00

TECHNICAL PROPOSAL

PACKET

Is it mandatory to submit the AR Certification with our proposal or can it be submitted after being awarded?

Per the Submission Requirements Checklist, the Proposal

Signature Page, including the Required Certifications, must be submitted with Proposal.