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TO:
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Honorable Mayor and Members of the Common Council
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FROM:
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Jon Urben, General Services Manager
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DATE:
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September 9, 2025
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| SUBJECT: |
Res 25-468 Approve 2025 Budget Amendment and Professional Services Agreement from CAMA Cloud Technologies, LLC for Computer Assisted Mass Appraisal (CAMA) Services for Community Development Department ($212,620 in one-time implementation costs; $47,840 for the annual subscription) |
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| BACKGROUND |
| The City is currently paying a little over $130,000 per year for our current assessment services software solution. The current system being used is an old, antiquated system with no field operations capabilities or state software submittal connection capabilities. The current software often results in staff having to double enter data. The purpose of this memo is to summarize the RFP process solicited for this project with a recommendation for award of professional services for an initial one (1) year term. |
| ANALYSIS |
| An RFP for professional services for this project was issued on May 30, 2025. The RFP was sent to known CAMA firms and posted on DemandStar. Proposals were due June 24, 2025. Three firms submitted proposals. The proposals were scored against the stated RFP criteria that included technical and operational function related items, experience with Wisconsin assessment procedures, field capabilities and more. A cross-functional evaluation team of city staff evaluated the proposals. Based on the evaluation process, it was determined that the proposal from CAMA Cloud Technologies, LLC best met or exceeded all the criteria identified in the RFP. Specifically, the committee felt CAMA Cloud Technologies, LLC excelled in the criteria of reducing staff time required for data entry and ease of use. Additionally, CAMA Cloud Technologies has the capability to connect with the State of Wisconsin’s DOR software for direct integration, thus saving additional staff data entry time. In consideration of these factors, staff recommends CAMA Cloud Technologies, LLC be engaged to provide CAMA services for one year at $47,840 with implementation costs at $212,620. |
| FISCAL IMPACT |
The total fiscal impact of CAMA Cloud Technologies, LLC cost proposal for these services is $260,460 with implementation costing $212,620 and the yearly software cost of $47,840.
Staff is recommending a budget adjustment to decrease 01000914-6461 (Contingency) by $260,460 and increase account 01000080-6415 (Assessors Subscription/Licensing Contracts) by $260,460. These services will be charged to the account 1000080-6415 Assessors Subscription/Licensing Contracts.
Future years of engagement for this agreement are contingent upon available budget funds. Staff anticipates that, with this new agreement/software rollout, the city may expect to save roughly $80,000 per year.
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| RECOMMENDATION |
Chapter 12 of the Municipal Code of the City of Oshkosh provides that professional services of a specialized nature, including these services, may be procured without the use of competitive bidding or quotation process. In accordance with Section 12-16, Purchasing recommends that the Common Council approve the proposal submitted by CAMA Cloud Technologies, LLC, W6237 Neubert Road, Appleton, WI 54913, for CAMA services for an initial one (1) year term of $47,840 and implementation costs of $212,620 for a total cost of $260,460 If you have any questions on this recommendation, please contact me or Sara Rutkowski, Community Development Director.
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