The following answers are provided in response to questions received:

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BONNIE HAMMERSLEY Director of Administration DATE: April 20, 2007 COUNTY OF DANE DEPARTMENT OF ADMINISTRATION PURCHASING DIVISION Room 425 City-County Building 210 Martin Luther King Jr. Blvd.

1 BONNIE HAMMERSLEY Director of Administration DATE: April 20, 2007 COUNTY OF DANE DEPARTMENT OF ADMINISTRATION PURCHASING DIVISION Room 425 City-County Building 210 Martin Luther King Jr. Blvd. Madison, WI / FAX 608/ TDD 608/ CHARLES HICKLIN Controller TO: FROM: All Proposers Request For Proposals #107072: Technology and Workflow Needs Assessment for the Zoning, Property Description, Taxation and Treasurer s Collection Processes Carolyn Clow, Purchasing Agent SUBJECT: ADDENDUM #1 The following answers are provided in response to questions received: Question #1: Answer #1: Question #2: What are the factors that are prompting the County to undertake this project at this time? Do either the Department of Planning and Development, Treasurer s Office or Information Management, Department of Admin. have any current relevant process maps of existing workflow which will be able to be leveraged? Answer #2: Currently, some workflow documentation has been done (approximately 30-40%) and it will be made available for this project. Question #3: Answer #3: Question #4: In addition to the Department of Planning and Development, Treasurer s Office or Information Management, Department of Admin., are there any other departments that the County anticipates to be involved in the project? Any additional department involvement will be minimal. However, needs and/or outputs should be identified, if relevant to workflow in the mentioned departments. Specific to the tax collection area, does the County expect the consultant to engage local municipalities in the project activities, or does the County envision that County representatives will be able to provide the appropriate input on behalf of the municipalities?

2 Answer #4: Question #5: Answer #5: Question #6: Answer #6: Question #7: County representatives will consult with local municipalities to provide input, if needed. Generally, does the County expect the consultant to engage external stakeholders (i.e. mortgage companies, constituents, etc.) in the project activities, or does the County envision that County representatives will be able to provide the appropriate input on behalf of the stakeholders? County representatives will consult with external stakeholders to provide input, if needed. Will technical representatives (i.e. County Information Management, product vendor, value added reseller / implementer) responsible for the management, configuration, training and support of the various current related technology systems (ESRI GIS, AccessDane, GCS Software, Laserfiche, etc.) used at the County be available to assist in the project? Yes. Does the County have any expectations or constraints on when any of the project deliverables must be completed? Answer #7: August 31, Question #8: Answer #8: Question #9: Answer #9: Question #10: Answer #10: Question #11: Has the County established a budget for this project and if so what is that budget? There is a budget amount established for this project. Can you confirm how many processes we will be drafting? The Zoning, Property Description, Taxation and Tax Collection areas will be analyzed and their relevant processes documented. The exact number of processes will be determined at this time. A list of known processes is identified in Section Also, do you have an estimate of how many resources will need to be interviewed in each area? A minimum of three and as many as necessary to document the existing system and workflow. In section the scope requires documenting existing systems and workflows for the various areas. a. Please describe the county s level of expectation for documenting existing systems (i.e. only workflow touch points, inputs/outputs, business rules, data model, etc). b. What specific systems are to be documented?

3 c. Please describe the counties level of expectation for documenting workflows and processes (i.e. process narratives, process diagrams, process modeling) and the level of detail desired (i.e. major process steps, unique worker transitions, individual work steps (desk procedures). d. What specific list of processes are to be documented? Answer #11: Question #12: Answer #12: Question #13: Answer #13: Question #14: Answer #14: Question #15: a. Documentation of existing systems should at least include the inputs and outputs necessary to adequately identify the technology requirements. b. The Zoning, Property Description, Taxation and Tax Collection areas will be analyzed and will have their relevant systems documented. The list of systems is identified in Section c. Documentation of existing workflows and processes should at least include the major steps, primarily to understand and recommend what technology integration is necessary for an ideal workflow. d. For the most part, the workflows and processes to be documented are listed in Section Is there a budget for this project and if, so how much? If you are unwilling to disclose the budget, could please provide a range such 100k 200k? The County would prefer not to disclose at this time. Laserfiche is mentioned as existing technology (document imaging), do you intend on replacing it or utilizing the existing system for the improvements you are looking for? We intend to keep Laserfiche as our document imaging software. Is Laserfiche already used in the departments mentioned? Yes. Can more detail be provided on section 5.1.3? Is this the data format and sources used for the cost benefit analysis or is it referring to something entirely different? Answer #15: Data format and sources used should be cited for items found in Section 5.3 through 5.5, if appropriate. Question #16: Answer #16: Question #17: What level of detail is expected in the cost-benefit analysis? Is there a specific format that is desired or standardized on at Dane County? The cost-benefit analysis should be detailed enough to demonstrate the rationale for the recommendations being made. Do you want the vendor references included in both the "Response to technical requirements" section as well as on the Reference Data Sheet in Attachment C, or is a text reference to Attachment C sufficient?

4 Answer #17: Question #18: Answer #18: Question #19: Answer #19: Question #20: Answer #20: Question #21: Answer #21: Question #22: A text reference to Attachment C will suffice. Can you be more specific about the specific drivers of this RFP? In other words, what types of problems or issues with existing systems/processes are motivating the RFP? Will you be making a list of proposers/vendors who submit questions regarding the RFP available? No. Would you share with us a little bit more about the background for the RFP? Is there a specific opportunity or impetus for the assessment? The RFP mentions that other permitting functions, in other departments, may be included in the final recommendations. To what scope and in which departments would you like to see a work-flow analysis extend? Any additional department involvement will be minimal. However, needs and/or outputs should be identified, if relevant to workflow in the mentioned departments. What level of existing system and process documentation currently exists around the four key functions and various supporting systems? Should RFP respondents assume that very little to no documentation exists? Answer #22: Currently, some workflow documentation has been done (approximately 30-40%) and it will be made available for this project. Question #23: Answer #23: Are there only 3 systems (i.e. GCS Software, ESRI, and LaserFiche) that currently support the 4 key functions (and subsequently will need to be analyzed/documented)? Do you have information available to what extent and since when each of these systems have been used in the various divisions? GCS Software is the primary system used to support the Zoning, Property Description, Taxation and Tax Collection areas. It is the County s intent to incorporate, where possible, two other support systems used by the County, ESRI and LaserFiche, to maximize workflow potential. Additional systems may need to be reviewed and/or recommended based on the findings of this project. GCS Software has been in use for Zoning, Property Description, Taxation and

5 Tax Collection since ESRI's software products have been in use by Dane County in support of Property Description (Parcel Mapping) since the early 90's and Laserfiche has been used since Question #24: Answer #24: Question #25: Answer #25: Question #26: What technology platforms and hardware support the 3 systems identified in the question above? Citrix Presentation Server 4.0, Windows XP, SQL Server 2000 moving to SQL Server 2005; Hardware: HP BL35P Blades server with AMD Opteron 2.4Mhz Dual Core Processors and 4 MB RAM, ISCI to NAS DASD Does Dane County have an Enterprise IT Strategy Plan that it can share with RFP respondents? No. Does Dane County have a specific technology platform for integrating systems? Answer #26: Citrix Presentation Server 4.0 and SQL Server Question #27: Answer #27: Question #28: Answer #28: Question #29: Answer #29: Question #30: RFP Section Project Description: Based on the bulleted list of areas provided, it appears that approximately processes will be documented and analyzed. Is this a correct estimation? Yes, however, there may be addition processes to be documented depending on the results of the system and workflow analysis. RFP Section Other Needs: Should we plan to interview other departments (e.g., the Land Information Office) to provide the analyses described in this new task? If so, which department (s) does the County recommend we include in the interviews? At a minimum, interviews will be conducted with the areas mentioned in Section 5.4, however, if necessary, there is a possibility that additional staff may need to be interviewed. RFP Section 5.4 On-site Department and Division Interviews: a) Are organizational charts available for the work areas to be interviewed? If so, can these be made available to prospective bidders? B) Approximately how many individuals form each work area does the County anticipate being involved in the interview process? a) Organizational charts will be made available for the successful vendor. b) A minimum of three and as many as necessary to document the existing system and workflow. RFP Section 8.0 Required Forms: Since the Cost Proposal is to be submitted in a separate envelope, should be also submit these required forms in the Cost

6 Proposal Envelope so as to not include any costs in the Technical Proposal? Answer #30: Question #31: Answer #31: Question #32: Answer #32: Question #33: Answer #33: Correct. Do no include any costs in the Technical Proposal. What specific circumstances, if any, precipitated the need for this project? Has a budget been set for this project? If so, can the budgeted amount be made available? There is a budget amount reserved for this project, but the County would prefer not to disclose the amount. Will the County have a designated Project Manager/Coordinator to serve as the selected consultant s primary point of contact? If so, will this person be available to coordinate interviews and meetings (e.g., scheduling times, meeting rooms)? Yes to both. Please acknowledge receipt of this addendum by noting Addendum #1 Received on the bottom of the Signature Affidavit when you submit your proposal.

All Proposers Request For Proposals #106009: Actuarial Valuation Services. The following answers are provided in response to questions received:

All Proposers Request For Proposals #106009: Actuarial Valuation Services. The following answers are provided in response to questions received: BONNIE HAMMERSLEY Director of Administration DATE: February 9, 2006 COUNTY OF DANE DEPARTMENT OF ADMINISTRATION PURCHASING DIVISION Room 425 City-County Building 210 Martin Luther King Jr. Blvd. Madison,