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DENTON COUNTY, TEXAS REQUEST FOR PROPOSAL RECORDS MANAGEMENT AND IMAGING SYSTEM RFP #07-14-2263

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DENTON COUNTY, TEXAS REQUEST FOR PROPOSAL RECORDS MANAGEMENT AND IMAGING SYSTEM RFP #07-14-2263 I. INSTRUCTIONS A. SUBMIT ONE ORIGINAL AND FIVE (5) COPIES OF YOUR SUBMITTAL TO THE OFFICE OF THE DIRECTOR OF PURCHASING: DENTON COUNTY PURCHASING DEPARTMENT 401 W. HICKORY, SUITE #324 DENTON, TEXAS 76201 In the event of inclement weather and County Offices are officially closed on a RFP opening day, RFPs will be received until 2:00 p.m. of the next business day, at which time said RFPs will be publicly opened. The Enclosed REQUEST FOR PROPOSAL is for your convenience in submitting an offer for the enclosed referenced services for Denton County. Sealed proposals shall be received until 2:00 P.M., Monday, October 13, 2014 MARK ENVELOPE: RFP #07-14-2263, Records Management & Imaging System Denton County is always very conscious and extremely appreciative of the time and effort you must expend to submit an offer. We would appreciate your indicating on any "NO OFFER" response and requirements of this RFP which may have influenced your decision to "NO OFFER". B. IT IS UNDERSTOOD THAT Denton County, reserves the right to accept or reject any and/or all proposals as it shall deem to be in the best interest of Denton County. Receipt of any proposal shall under no circumstances obligate Denton County to accept the lowest proposal. The award of the contract shall be made to the responsible proposer whose proposal is determined to be the lowest and best evaluated offer resulting from negotiation, taking into consideration the relative importance of price and other evaluation factors set forth in the request for proposal. C. PROPOSALS SHALL include all required documents. Each original proposal and all required copies shall be placed in a sealed envelope, manually signed in ink by a person having the authority to bind the firm in a contract and marked clearly on the outside. Facsimile and electronic transmittals shall not be accepted. D. LATE PROPOSALS: Proposals received in County Purchasing Office after submission deadline shall be returned unopened and will be considered void and unacceptable. Denton County is not responsible for lateness of mail, carrier, etc., and time/date stamp clock in Purchasing Office shall be the official time of receipt. Page 2 of 28

E. ALTERING PROPOSALS: Any interlineation, alteration, or erasure made before receiving time must be initialed by the signer of the proposal, guaranteeing authenticity. F. WITHDRAWAL OF PROPOSAL: A proposal may not be withdrawn or cancelled by the proposer for a period of ninety (90) days following the date designated for the receipt of proposal, and proposer so agrees upon submittal of their proposal. G. PROPOSALS WILL BE received and publicly acknowledged at the location, date, and time stated above. Proposers, their representatives and interested persons may be present. Proposals shall be received and acknowledged only so as to avoid disclosure of the contents to competing proposers and kept secret during the negotiation/evaluation process. However, all proposals shall be open for public inspection after the contract is awarded, except for trade secrets and confidential information contained in the proposal so identified by proposer as such. H. DISCLOSURE OF CERTAIN RELATIONSHIPS: Chapter 176 of the Texas Local Government Code requires that any proposer or person considering doing business with a local government entity disclose in the Questionnaire Form CIQ, the proposer or person's affiliation or business relationship that might cause a conflict of interest with a local government entity. By law, this questionnaire must be filed with the records administrator of Denton County no later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed as defined in 176.006, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. A copy of the law is available at: http://www.statutes.legis.state.tx.us/Docs/LG/htm/LG.176.htm. The forms for reporting are available at: http://www.ethics.state.tx.us/whatsnew/conflict_forms.htm By submitting a response to this request, the proposer represents that it is in compliance with the requirements of Chapter 176 of the Texas Local Government Code. If required, send completed forms to the Denton County Clerk's Office located at 1450 E. McKinney, Suite 1103, Denton, TX 76209-4524. I. INFORMATION/QUESTIONS: All questions shall be posted to Denton County’s on-line bidding services, www.BidSync.com , by the stated deadline. Proposers are responsible for insuring all answers to questions are reviewed prior to proposal submittal. Answers provided to posted questions address minor irregularities and are for clarification purposes only and do not revise or modify the specification requirements. Answers to questions that result in revisions to the specifications will be addressed by Addendum. No oral statement of any person shall modify or otherwise change, or affect the specifications.

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J. ADDENDA: Addenda are written changes, additions, alterations, corrections or revisions to specifications which change the scope of work. Any addenda issued during the time allowed for the preparation of proposals shall be covered in the proposal and, in executing the contract; they shall become a part thereof. Failure of a Proposer to receive any addendum shall not release the Proposer from any obligations under his proposal, provided said addendum was posted and distributed by BidSync. Proposers are responsible for insuring all addendums are reviewed prior to proposal submittal. All addenda can be reviewed at www.BidSync.com . K. PRE-PROPOSAL CONFERENCE: A pre-proposal conference will be held on September 25, 2014 commencing at 2:00 p.m., CST at the Denton County Clerk’s Office, 1450 East McKinney Street, Denton, TX 76209. A tour of the project site will be held immediately following the Pre-proposal Conference. It is strongly recommended that all Proposers intent on submitting proposals for the project attend the Pre-proposal Conference. L. TERM: The initial term of the contract shall be for a three (3) year period with an option to renew for two (2) additional one-year terms at the discretion of Denton County Commissioners Court. M. PROPOSER RESPONSIBILITY: It is the responsibility of each proposer before submitting a proposal: 1. To examine thoroughly the contract documents and other related data identified in the proposal documents, to visit the site to become familiar with and satisfy proposer as to the general, local, and site conditions that may affect cost, progress, performance, etc. 2. To consider federal, state, and local laws and regulations that may affect costs, progress, performance or furnishing of the work. 3. To study and carefully correlate proposer’s knowledge and observations with the contract documents and such other related data. 4. To promptly notify the County Director of Purchasing of all conflicts, errors, ambiguities, or discrepancies which proposer has discovered in or between the contract documents and such other related documents. N. SUBMITTAL OF CONFIDENTIAL MATERIAL: Any material that is to be considered as confidential in nature must be clearly marked as such by the proposer and will be treated as confidential by Denton County. O. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE PROPOSERS: Proposer shall submit information on its organization, experience and staff assigned to the project; provide headquarters, nearest office and managing office for the projects stated herein; and show level of organizational responsibility of key projects of staff members by submitting resumes of such. A prospective proposer must affirmatively demonstrate its responsibility by providing evidence of the following requirements:

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1. have adequate financial resources, or the ability to obtain such resources as required; 2. be able to comply with the required or proposed delivery schedule; 3. have a satisfactory record of performance; 4. have a satisfactory record of integrity and ethics; and 5. be otherwise qualified and eligible to receive an award. Denton County may request representation and other information sufficient to determine proposer's ability to meet these minimum standards listed above. P. SALES TAX: Denton County is by statute exempt from the State Sales Tax and Federal Excise Tax; therefore, the proposal price shall not include taxes. Q. DEBT: Denton County reserves the right to reject any proposal submitted by a Proposer who owes a debt to the County. Debt includes delinquent taxes, fines, fees and delinquencies arising from written agreements with the County. R. PROPOSALS/PROPOSERS MUST COMPLY WITH: Proposals/proposers must comply with all federal, state, county and local laws governing or covering this type of service. S. HISTORICALLY UNDERUTILIZED BUSINESS (HUB) CONTRACTING: 1. The goal of Denton County is to ensure all HUBs, as described in the Texas Government Code, Title 10 Subtitle D, Chapter 2161, have maximum opportunities to participate in the County’s procurement in awarding of contracts and subcontracts. 2. Denton County will make a good faith effort to increase contract awards for the purchase of goods or services from the HUBs. HUB proposers are encouraged to participate in the county’s purchasing and procurement process. While the County is oriented to adhere to good faith efforts, nothing in this effort shall be construed to establish set-asides or mandatory quotas. 3. The County and all prime contractors (if subcontracts are to be let) will take the affirmative steps listed below: a. Placing qualified small and minority businesses and women’s business enterprises on solicitation lists. b. Assuring that small and minority businesses, and women’s business enterprises are solicited whenever they are potential sources. c. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women’s business. Page 5 of 28

d. Establishing delivery schedules, where the requirements permit, which encourage participation by small and minority business, and women’s business enterprises. e. Using the services and assistance of the Small Business Administration, the Minority Business Development Agency of the Department of Commerce and the Texas Procurement and Support Services (TPASS) Centralized Master Bidders List HUB Directory.

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II. EVALUATION CRITERIA AND SUBMITTALS A. EVALUATION CRITERIA: The award of the contract shall be made to the responsible proposer whose proposal is determined to be the lowest evaluated offer resulting from negotiations, taking into consideration the relative importance of price and other factors set forth in the Request for Proposals in accordance with the Texas Local Government Code, Chapter 262. The evaluation criteria will be grouped into percentage factors as follows: 15%

Firm’s qualifications and demonstrated prior experience in providing similar services

45%

Firm’s total proposed price

40%

Firms proposed product and service

a. b. c. d. e. f.

Proposed methodology and technical approach Understanding of scope of work and defined responsibilities Proposed functional specifications Hardware, Software and third-party software requirements Training Proposed implementation timeline

Discussions may be conducted with responsible proposers who submit proposals determined to be reasonably susceptible of being selected for award. All proposers will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals. Revisions to proposals may be permitted after submission and before award for the purpose of obtaining best and final offers as determined to be in the best interest of Denton County. B. SUBMITTALS: Submittals shall take the form of a bound 8 ½ inch by 11 inch proposal with a Table of Contents and all pages numbered. Each section shall be clearly identified and tabbed as listed below. For proper comparison and evaluation, Denton County requests that proposals follow the format outlined below. Tab 1 - Cover Letter - A brief introductory letter of representation. Include contact person’s name, e-mail address and identify person who has authority to sign a contract on behalf of your firm Tab 2 – Executive Summary – A brief summary highlighting the most important points of the proposal. The Summary should not exceed five pages. Tab 3 - Contractor Background Information - This section should include a description of the proposer experience with other services similar to the one described herein.

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a. Submit company background information including principle place of business, length of existence, breadth of experience and expertise, management structure, and any other information that demonstrates relative qualifications and experience. Firms selected to participate in the interview phase will be required to submit Financial Statements and evidence of bonding ability. b. Submit a description of the company’s experience with other services similar to the one described herein preferably with specific Texas county experience. c. Project Manager – The County requires that the contractor designate a Project Manager for the duration of the installation, training, and system acceptance period. Identify the proposed Project Manager and include a resume and contact information. Also include an organization chart of the proposed Management Team including key personnel and their specific roles. d. References – Describe previous Records Management and Imaging Systems your firm has implemented for a minimum of five (5) public entities of similar size and complexity and the private sector in the last thirty six (36) months. Include a summary of work performed, the number of active system users, the total project cost, the percentage of work the Firm was responsible for, and the period of time in which the work was completed. Provide a statement of the Firm’s adherence to the schedule and budget for each of the referenced projects. Include name of agency, address, telephone number, email and name of representative. e. Firms shall fully disclose and identify any subcontractors or partners and their representative roles in providing service. f. Vendor Acknowledgement Form as required herein. g. Address any performance related litigation that your firm may be, or has been, involved in over the last five (5) years. h. Identify if your firm has had any contracts terminated due to non-performance over the last five (5) years. i.

Identify adverse actions sanctioned by any regulatory authorities over the last five (5) years.

Tab 4 - Proposal Pricing/Delivery - Offerer shall provide an itemized proposal for the Records Management and Imaging System as described herein. All itemized pricing shall be combined for a set firm fixed monthly fee for all services. This fee proposal shall reflect the total cost for provision of all services and hardware and on-going maintenance/support, described herein. Evaluations will be based on a total 5 year cost for the services described herein. The monthly fee will be firm fixed for the initial 12 month period with subsequent annual periods to be quoted as firm fixed monthly fees up to 5 years. Offeror shall submit proposed pricing on the Pricing Form in Exhibit A.

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Tab 5 – Scope of Work – Submit a description of the Firms’ plan for accomplishing the work and services to be provided to the County demonstrating your firm has a clear understanding of the scope of work. Statistical Data on current usage is attached as Exhibit B. At a minimum: a. Submit a detailed project plan for this engagement outlying major tasks and responsibilities, time frames, and staff assigned for each category of the scope of work identified above; b. Identify progress reports and management tools that will be made available during the process and key decision points; and c. Prepare a responsibility matrix distinguishing the Firms’ duties and responsibilities and those of the County. Absence of this distinction shall mean the Firm is assuming full responsibility for all tasks. Tab 6 - Hardware, Software and Third-Party Software Requirements- A current list of equipment supplied by Xerox is included in Exhibit C. Provide full documentation and information regarding all aspects of software, hardware, functionality procedures, and responsibilities. Firm shall provide detailed specifications and configuration information for all hardware (workstations, printers, scanners, etc.) included in the proposal. Firm shall provide full documentation and information regarding disaster recovery procedures (inclusive of security breach) to protect the integrity of Denton County’s data and network. Provide the technical and architectural design of the proposed system. Include copies of all software, equipment and service warranties and maintenance plans. Tab 7 - Functional Specifications- Functional Specification (Exhibit D) shall be submitted within the proposal document and in an Excel format on Flash Drive. Tab. 8 – Site Specifications – For the proposed system, describe the necessary site requirements relative to environmental, electrical power outlets and ratings, cabling, etc. Tab 9 - Training/Documentation – Indicate the training services included with this proposal. For each class of user (i.e. network administrator, system administrator, scanner operator, cash station operator, public user) indicate the estimated number of hours of training to be provided and the format proposed. Describe the level of on-line documentation available to system users as well as any user manuals available. Tab 10 – Implementation Schedule - Submit a time-line that includes dates for implementation the project with specific milestones identified such as detailed development, delivery installation, training and project management tasks. Prepare your timeline based upon an anticipated contract execution date of November 25, 2014 and a required go live date of January 1, 2015. Page 9 of 28

Tab 11 - Contract Negotiation Requirements – Include copies of the following standard contracts and /or license agreements: a. Software License Agreement b. Software Maintenance/Support c. Any other standard agreements required Tab. 12 - Descriptive Literature - Illustrative or descriptive literature, brochures, specifications, drawings, diagrams, etc., that provide additional proposer/product information with regard to issues addressed in other areas of the proposal. C. BONDING The awarded firm will be required to furnish a Performance Bond in the amount of one hundred percent (100%) of the annual contract price from an approved Surety Company. (An approved Surety Company being a company holding a permit from the State of Texas, to act as Surety, and being acceptable according to the latest list of companies holding certificates of approval from the State Board of Insurance under 7.19-1 of the Texas Insurance Code.) Bond shall be provided on the form attached. All bonds shall be approved by the Owner before the successful bidder may proceed with the work. The successful Bidder must also be able to show evidence that it is authorized to do business in the State of Texas prior to executing the contract. All cost for bonding shall be included in your firm’s proposal. D. TENTATIVE SCHEDULE The tentative schedule for the Request for Proposal process is as follows: Specification Approval Pre-Bid Meeting Question Deadline Receive Proposals Interviews and Demo’s RFP Award Contract Approval

September 16, 2014 September 25, 2014 October 2, 2014 October 13, 2014 October 30, 2014 November 18, 2014 November 25, 2014

E. DEMONSTRATION OF PROPOSED SYSTEM 1. Upon request by Denton County, Firm’s most susceptible of receiving an award shall make available for evaluation a live system of the type proposed and provide a comprehensive demonstration. 2. Actual length of evaluation will be determined by Denton County. Demonstration of the system will be held at Denton County facilities, but may take place by accessing a remote system. Although some of the Firm’s team may contribute remotely, Denton County expects to have the key staff members assigned to our project on-site for the interview and demonstration. Firms will have a minimum of one week notice to have system available for evaluation. Page 10 of 28

III. SCOPE OF WORK A. OBJECTIVE/SUMMARY: The objective of this RFP is to obtain proposals for an onsite hosted, completely turnkey, fully integrated records management and document image processing system and specific vendor production services (hereinafter referred to as the “System”) for the Office of the County Clerk, specifically the Recording Department, for Denton County (hereinafter referred to the “County” or the “Clerk”). “Data” shall refer to index and/or images hereinafter. The County Clerk currently has installed a system provided by Xerox (formerly Affiliated Computer Services, Inc.). It is the intent of this solicitation that any replacement system be capable of performing all functionality provided by the current system. The vendor provided system and services shall consist of all hardware, operating system software, application software and any items such as networking and communication needed to implement the requirements of this RFP including delivery, installation, documentation, maintenance, and user training. The County Clerk processes approximately 200,000 + documents per year. Exhibit B is a summary of production totals for a sample week and for an annual period. The County Clerk will not allow any downtime of computerized systems during the transition to a new service provider should this award result in a change. Should the provider change, the new vendor will be required to work with Xerox to load the indices and images they are converting as they become available. Denton County Clerk’s current vendor will supply all index data in standard ASCII text file format. The layout of the contents of this file will be supplied to the chosen vendor on bid award. All image pages will be supplied as single page tiff files and will have a standard ACSII text file cross-reference with them. The vendor must provide a system that supports multiple office locations as well as offices of the Justice of the Peace. B. TECHNICAL SPECIFICATIONS 1.

The awarded vendor shall provide the following services: a. b. c.

Creation of digital archival microfilm from document images. Vendor shall store all archived film in a vault off-site according to Texas State Library Commission standards. Indexing of all Real Property or Official Public Records with a guaranteed 72 hour turnaround maximum. Loading of indices onto the system linked to appropriate images. Page 11 of 28

d. e. f.

g. 2.

System must provide for records classification system to accommodate records that are marked private. Data extract system for the download and sale of bulk data transfers capable of providing a watermark on the downloaded information stating “non-certifiable copy”. Hosting of County Clerk’s property records data on a website designed with customization of the vendor’s web service used to access the County Clerk’s property records data to look similar to the County Clerk’s Denton County website. Commissioners Court indexing and imaging system.

The system functionality includes storage, retrieval and automated cashiering for the following document types: a. b. c. d. e. f. g. h.

Real Property/Official Public Records Birth Records Death Records Marriage License Applications and Records Plats/Maps Commissioners Court imaging and indexing capabilities. On site climate controlled storage of records Government Records

For Marriage Records there is the requirement to generate both the marriage license application and the marriage certificate in accordance with State of Texas and County of Denton forms and guidelines. For Plats/Maps there is the requirement to be able to scan, display and print in at least an 24” x 36” size. Original plats to be scanned will also be 24” x 36”. System must possess the capability of storing and reproducing the plats in the exact same size. 3.

The Denton County Clerk currently has document images from 1854. It is the vendor’s responsibility to insure its ability to convert the images. Vendor is also responsible for converting all existing indices and linking the index data to the appropriate images. The vendor is responsible for providing a server with sufficient storage capacity to store all current images and indices plus allow for the back images and indices to be uploaded as well as at least 7 years of estimated growth.

4.

The County is not interested in the outright purchase of any hardware or software. Vendor pricing for the system should be quoted on a fixed monthly fee for all services.

5.

System must be capable of filing and cashiering documents in an electronic filing system. The Clerk must be able to electronically file/record all Real Property/Official Public Record documents and the system must be fully integrated with the cashiering, imaging and indexing system provided. Page 12 of 28

6.

Vendor will be required to provide off-site Internet web-hosting services in a secured electronic environment for all property records. The current website: http://216.60.44.147/TX/Denton/D/Default.aspx.

7.

Indexing by persons experienced in indexing Texas land/property records is required by vendor. All land records are to be indexed with every field that is currently indexed. Indices are required to be double key verified.

C. FUNCTIONAL SPECIFICATIONS The Denton County Clerk is seeking proposals for a fully integrated records management and document image processing system and specific vendor production services for the Office of the County Clerk, specifically the Recording Department, for Denton County . Your firm shall respond fully to the Functional Requirements (Exhibit D) indicating capabilities to perform as specified. E. SPECIFIC TERMS AND CONDITIONS 1.

Ownership of Data - All County Data, including real property records, shall remain the property of Denton County. The County Data shall not be used by the vendor other than in connection with providing the services pursuant to this RFP; it shall not be disclosed, sold, assigned, leased or otherwise provided to third parties, or commercially exploited by or on behalf of the vendor, its employees, officers, agents, subcontractors, invitees, or assigns, or any third party, in any respect. The vendor shall not delete or destroy any County Data or media on which County Data resides without prior, written, signed authorization of Denton County. At no cost to Denton County, the vendor shall, upon request, promptly return to Denton County, in the format and on the media in use as of the date of the request, any and all requested portions of any County Data it may possess or control.

2.

Relationship of the Parties - Any subsequent agreement with a vendor shall not constitute, create, give effect to, or otherwise imply a joint venture, partnership, or business organization of any kind. The vendor and Denton County are independent parties, and neither party shall act as an agent for or partner of the other for any purpose. This solicitation or any subsequent agreement shall not grant to either party any right to make any commitments of any kind for or on behalf of the other party without the prior written consent of the other party.

3.

Audit - County may, upon its request, audit any and all work or documentation necessary to back up vendor invoices relating to materials and/or services provided. The vendor shall maintain its books and records relating to material and/or services provided for a period of five (5) years after termination or expiration of services. Page 13 of 28

4.

At the time of the opening of bids, each Firm will be presumed to have inspected the site and to have read and be thoroughly familiar with the RFP and contract documents (including all addenda). The failure or omission of any bidder to examine any form, instrument or document shall in no way relieve any bidder from obligations in respect to his proposal.

5.

Each Firm must inform himself fully to the conditions relating to the project and the allocation of appropriate resources. Failure to do so will not relieve a successful vendor of his obligation to furnish all materials and labor necessary to carry out the provisions of his contract. Insofar as possible, the vendor must employ such methods or means during the implementation as will not cause any interruption of or interference with the office of the County Clerk.

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IV. GENERAL CONTRACT TERMS AND CONDITIONS A. CONTRACT: This request for proposal, submitted documents, and any negotiations, when properly accepted by Denton County, shall constitute a contract equally binding between the successful proposer and Denton County. No different or additional terms will become a part of this contract with the exception of a Change Order. B. CONFLICT OF INTEREST: No public official shall have any interest in this contract, except as permitted by and subject to the disclosure requirements of Vernon's Texas Codes Annotated, Local Government Code, Title 5, Subtitled C, Chapter 171. C. CONFIDENTIALITY: All information disclosed by Denton County to successful proposer for the purpose of the work to be done or information that comes to the attention of the successful proposer during the course of performing such work is to be kept strictly confidential. D. CHANGE ORDERS: No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All change orders to the contract will be made in writing by Denton County Director of Purchasing. E. ASSIGNMENT: The successful proposer shall not sell, assign, transfer or convey any contract resulting from this RFP, in whole or in part, without the prior written consent of Denton County Commissioners. F. VENUE: This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Denton County, Texas. G. INDEMNITY: Successful proposer shall defend, indemnify and save harmless Denton County and all its officers, agents and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of any negligent act or fault of the successful proposer, or of any agent, employee, subcontractor or supplier in the execution of, or performance under, any contract which may result from proposal award. Successful proposer shall pay any judgment with cost which may be obtained against Denton County growing out of such injury or damages. H. DESIGN, STANDARDS AND PRACTICES: Design, strength, quality of materials and workmanship must conform to the highest standards of engineering practices and/or professional services. I. PATENTS/COPYRIGHTS: The successful proposer agrees to protect Denton County from claims involving infringements of patents and/or copyrights.

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J. TERMINATION OF CONTRACT: This contract shall remain in effect until contract expires, completion and acceptance of services or default. Denton County reserves the right to terminate the contract immediately in the event the successful proposer fails to: 1. meet delivery or completion schedules, or 2. otherwise perform in accordance with the accepted proposal. Breach of contract or default authorizes the County to award to another proposer, purchase elsewhere and charge the full increase cost to the defaulting proposer. Either party may terminate this contract with a thirty (30) days' written notice prior to the either party stating cancellation. The successful proposer must state therein the reasons for such cancellation. Prior written notice must be delivered in person or sent by registered or certified mail, return receipt requested, proper postage paid, and properly addressed to the other party at the address on the affidavit for the contractor or to the County Judge, 110 West Hickory, Denton, Texas. K. PERFORMANCE OF CONTRACT: Denton County reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the County in the event of breach or default or resulting contract award. L. PURCHASE ORDER: A purchase order(s) shall be generated by Denton County to the successful proposer. M. INVOICES: Invoices shall be mailed directly to: Denton County Auditor's Office P.O. Box 2055 Denton, Texas 76202 The invoices shall show: 1. Name and address of successful proposer; 2. Detailed breakdown of all charges for the services or products delivered stating any applicable period of time; and 3. Denton County Purchase Order Number. Invoices shall be based upon actual services rendered and actual hours of performance and/or products delivered. N. PAYMENT: Payment will be made upon receipt and acceptance by the County of completed services and/or products ordered and receipt of a valid invoice, in accordance with the Texas Government Code, Chapter 2251. Successful proposer is required to pay subcontractors within ten (10) days. O. OWNERSHIP: All plans, prints, designs, concepts, etc., shall become the property of Denton County. Page 16 of 28

P. INSURANCE: Before commencing work, the successful proposer shall be required, at his own expense, to furnish the Denton County Director of Purchasing within ten (10) days of notification of award with evidence showing the following insurance coverage to be in force throughout the term of the contract: 1. Worker's Compensation in accordance with State Territorial Worker's Compensation Laws; and Employer's Liability Insurance: 2. Public Liability and property damage insurance coverage including, but not limited to, the liability assumed in the indemnification provisions (as specified in this RFP) fully insuring contractor's and/or subcontractor's liability for injury to, or death of, County employees and third parties, extended to include personal injury liability coverage, and for damage to property of third parties, with a minimum combined coverage for each occurrence of $500,000.00; and 3. Comprehensive automobile and truck liability insurance to include coverage of owned, hired, and non-owned vehicles with minimum limits of $300,000.00 each occurrence for bodily injury and $100,000.00 each occurrence for property damage. Such insurance is to include coverage for loading and unloading hazards. Each insurance policy to be furnished by successful proposer shall include, by endorsement to the policy, a statement that a notice shall be given to Denton County by certified mail thirty (30) days prior to cancellation or upon any material change in coverage. Q. FUNDING: Funds for payment have been provided through the Denton County budget approved by the Commissioners Court for this fiscal year only. State of Texas statutes prohibit the obligation and expenditure of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that may arise past the end of the current Denton County fiscal year shall be subject to budget approval. R. DEBARMENT: Proposer certifies that at the time of submission of its proposal, Proposer was not on the federal government’s list of suspended, ineligible or debarred contractors and that Proposer has not been placed on this list between the time of its proposal submission and the time of execution of the Contract. If Proposer is placed on this list during the term of the Contract, Proposer shall notify the Denton County Director of Purchasing. False certification or failure to notify may result in termination of the Contract for default. S. INDEPENDENT CONTRACTOR: The successful proposer shall be and remain an independent contractor throughout the term of any contract awarded pursuant to this RFP.

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VENDOR REFERENCES List three (3) references of current customers who can verify the quality of service your company provides. The County prefers customers of similar size and scope of work to this proposal. THIS FORM MUST BE RETURNED WITH YOUR PROPOSAL. REFERENCE ONE Government/Company Name:_____________________________________________________ Address:______________________________________________________________________ Contact Person and Title:________________________________________________________ Phone:______________________________

Email: ______________________________

Contract Period:_______________________

Scope of Work_______________________

REFERENCE TWO Government/Company Name:_____________________________________________________ Address:______________________________________________________________________ Contact Person and Title:________________________________________________________ Phone:______________________________

Email: ______________________________

Contract Period:_______________________

Scope of Work_______________________

REFERENCE THREE Government/Company Name:_____________________________________________________ Address:______________________________________________________________________ Contact Person and Title:________________________________________________________ Phone:______________________________

Email: ______________________________

Contract Period:_______________________

Scope of Work_______________________

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VENDOR ACKNOWLEDGEMENT The undersigned hereby certifies that he/she understands the specifications and any addendums, has read the document in its entirety and the prices submitted in this bid/proposal have been carefully reviewed and are submitted as correct and final. If Bid/Proposal is accepted, proposer further certifies and agrees to furnish any or all products/services upon which prices are extended at the price offered, and upon conditions in the specifications of the Invitation for Bid/Proposal. The undersigned hereby certifies the foregoing proposal submitted by the company listed below hereinafter called "Bidder" is the duly authorized agent of said company and the person signing said proposal has been duly authorized to execute the same. Bidder affirms that they are duly authorized to execute this contract; this company, corporation, firm, partnership or individual has not prepared this bid in collusion with any other Bidder; and that the contents of this bid as to prices, terms or conditions of said bid have not been communicated by the undersigned nor by any employee or agent to any other person engaged in this type of business prior to the official opening of this bid. Company Name Address of Principal Place of Business Street City, State, Zip Phone of Principal Place of Business Fax of Principal Place of Business E-mail Address of Representative Federal ID Date Acknowledgement of Addenda

#1

Authorized Representative Name Authorized Representative Title Authorized Signature

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#2

#3

#4

#5

Exhibit A Proposal Form

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Exhibit A – Proposal Form Offerer shall provide an itemized proposal for the Records Management and Imaging System as described within this RFP. The itemized proposal shall be attached to the Proposal Form. All itemized pricing shall be combined for a set firm fixed monthly fee for all services. This fee proposal shall reflect the total cost for provision of all services and hardware and on-going maintenance/support, described herein. Evaluations will be based on a total 5 year cost for the services described herein. The monthly fee will be firm fixed for the initial 12 month period after full implementation and acceptance with subsequent annual periods to be quoted as firm fixed monthly fees. It is understood that any future changes to the Scope of Work would be negotiated, but proposed fees shall be firm on an annual basis for the first five years given anticipated escalation and growth factors affecting the work. Offerer shall submit any conditions or pricing terms related to on-going service after the quoted 5 year period.

Year 1 Year 2 Year 3 Year 4 Year 5

Term

$ $ $ $ $

Monthly Fee

$ $ $ $ $ Total 5 year Cost: $

Annual Fee

The undersigned declares that it has carefully examined the Request for Proposal Specifications and has carefully examined the documents, site and requirements related to the proposed services. Vendor agrees to provide all the necessary management, technology, and services significant and incidental to the Scope of Work, and will provide for all the work described in the Specifications.

Date

____________________________________ Authorized Signature _____________________________________ Name (typed or printed) _____________________________________ Name of Firm

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Exhibit B County Clerk Statistical Data

Page 22 of 28

Exhibit B Recording Department Weekly Report (Including totals for the fiscal year) Week of September 1 – 5, 2014

Real Property Records Number of documents recorded each day and the total for the week. Mon.

Tues.

Wed.

Thurs.

Fri.

Total

Holiday 780 654 549 510 2,493 Total e-recorded documents for the week: 1,832 (included in the total above) Total documents recorded for the year: 121,198 Plat Records Number of plats filed for the week and the total for the year. Document

Plats

Weekly Total

Total for Year

5

400

ERX Filings-Electronic Filings Total ERX filings for the week: $100,082.00 Total ERX filings for the year: $4,456,665.00 Deposits Money taken in for the Real Property Department for the week and total for the year. Total Filings For Week

Total Deposits To Date (fiscal year)

$144,608.00

$7,071,592.00

Marriage License Number of Marriage License issued by location for the week and year. Location

Total for week

Total for year

Denton 33 1,573 Carrollton 24 928 Cross Roads 10 271 JP-2 8 446 JP-3 19 1,028 Combined Totals: 94 4,246 Exempt Marriage License totals for the week: 7 (included in total above) Exempt Marriage License totals for the year: 431 (included in total above)

Page 23 of 28

Informal Marriage License Number of Informal Marriage License issued by location for the week and the year. Location

Denton Carrollton Cross Roads Combined Totals:

Total for week

Total for year

3 0 0 3

111 33 13 157

Passports Number of Passports issued by location for the week and year. Location

Denton Carrollton Cross Roads Combined Totals:

Total for week

Total for year

44 100 16 160

5,975 8,516 1,108 15,599

Photos Number of Photos taken by location for the week and year. Location

Denton Carrollton Cross Roads Combined Totals:

Total for week

Total for year

36 72 12 120

4,662 5,445 968 11,075

Birth Records Number of Birth Certificates issued by location for the week and year. Location

Denton Carrollton Cross Roads Combined Totals:

Total for week

Total for year

127 44 8 179

8,622 2,711 520 11,853

Death Records Number of Death Certificates issued by location for the week and year. Location

Denton Carrollton Cross Roads Combined Totals:

Total for week

Total for year

10 1 0 11

532 12 7 551

Page 24 of 28

Texas Home Visiting Program Donations ($5.00 each) Number of Texas Home Visiting Program Donations by location for the week and year. Location

Denton Carrollton Cross Roads Combined Totals:

Total for week

Total for year

0 1 0 1

53 23 4 80

Assumed Names Number of Assumed Names filed by location for the week and year. Location

Denton Carrollton Cross Roads Combined Totals:

Total for week

Total for year

55 29 10 94

3,338 1,397 369 5,104

Marks & Brands Number of Marks & Brands registered by location for the week and year. Location

Denton Carrollton Cross Roads Combined Totals:

Total for week

Total for year

0 0 0 0

17 0 3 20

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Exhibit C Current Hardware Configuration

Page 26 of 28

Exhibit C Current Hardware Configuration ACS/Xerox inventory for Denton County, TX Dell Optiplex 980 Dell P2011 monitor Dell P1911 monitor Dell U3011 monitor HP4015 printer TPG 780 Cash Drawer

50 15 cash, 22 public, 7 clerk, 6 scan 37 12 1 33 12 receipt printers 12

Xerox 6204 scanner\plotter

1

Dell R610 server Dell MD3200 disk array 2.75TB Dell R210 server

2 20/20 primary servers 1 1

Dell R610 server Dell MD3200 disk array 2.75TB Dell R210 server

2 20/20 backup servers (in Dallas) 1 1

Dell 2950 server Dell 1950 server

2 Apix 2

Dell 2950 server

1 FTP

Dell laptop

1 Comm. Court laptop

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Exhibit D Functional Requirements

Page 28 of 28

Functional Specifications Legend For the purpose of helping vendors understand the needs of Denton County Clerk, a priority has been assigned to each functional line item. The items marked "High" reflect areas of high importance or mandatory in nature. The following definitions have been provided by Denton County to assist vendors in their responses. Priority:

High - Mandatory, must have Medium - Nice to have, but not essential Low - Not important

RESPONSE CODE

DEFINITION

5 Existing

The requirement will be met by proposed existing software that is installed and operational at other sites can be demonstrated Denton County Clerk. A "5" response to any requirement signifies that the proposed system provides the actual capability to meet the requirement without extensive user intervention or development. Indirect or implied solutions to meet the requirement should not be coded "5".

4 Minor

Requirement will be met with minor modifications to existing software or use of software tools such as application report writer, query, etc. All work shall be performed by the vendor - any additional costs must be noted.

3 Under Development 2 Report Writer

Requirement will be met by software that is currently under development, in Beta test, or not yet released. Please specify the cost, if any, for the item after development is complete.

Requirement could be met by the use of proposed software tools, such as report writer, query language or spreadsheet - any additional costs must be noted.

Requirement will be met by major modifications to existing software or by new custom software programming. All work 1 shall be performed by the vendor, and any additional costs must be noted. Major Customization 0 Not Available

Requirement cannot be provided.

Additional Instructions: 1. An omitted response will be scored as a '0' response. 2. Any deviation from the response codes will be interpreted at the discretion of the Denton County . 3. Costs associated with 3, 2, or 1 responses should be clearly shown in the margin to the right or below the bracket (e.g., [3] $1,000) 4. All costs associated with 3, 2, or 1 responses must also be included in the Vendor's Cost Estimates. 5. Vendors will respond with comments in the "Comments" field to clarify their offering, explain how their solution responds to the requirement, or offer an alternative perspective as to how this function may be met by the vendor.

Page 1 of 12

General System Overview 1.1 1. 2. 3.

4. 5. 6.

7.

8. 9.

10. 11.

12. 13. 14.

15. 16.

17. 18.

1.2 1. 2. 3.

General System Specifications Priority Code System Description Capable of handling 1500 real property document filings a day High at start-up and allow modular expansion of the system to handle any increase in filings. All recording system functions shall be in compliance with the High law of the State of Texas. All equipment, software, and procedures shall meet or surpass High on a continuing basis, all Texas state Library laws, and standards for archiving and preservation of records as they are developed and become effective. All fields in the system contain the following concepts: Medium efficient navigation, informative help messages, field editing, data entry automation. All proprietary equipment and software are disclosed. High The entire system is simple to use, especially for the end-user public to minimize prolonged intervention or assistance from a County employee. As an example, no sign-on should be necessary at a public terminal for public search users. Public terminals are view only with print capabilities and provide sufficient security to preclude any possibility of altering documents. Interface software allowing the novice operator to accomplish tasks through the use of a simple sequence, allowing quick access with a minimum of confusion, delay or instruction.

High

Annual maintenance agreements to include system modifications necessary as a result of a statute change. System includes appropriate statistical and summary information to be used by management. Areas of decision support include workflow efficiency, individual production stats, monetary transactions, database stats related to application transactions and system resources usage reports.

High

The software structures designed or provided by the vendor contain data and utilities that afford supervisory personnel decision support capabilities. All entry fields - as appropriate - offer default values when a screen is first displayed for entry, or when the user passes the field without entering any value. Also, screens produce messages informing users of required information. All fields that receive date and time values should perform edits and be set to accept valid entries. Provide user screens with user help fields. Produce, upon request, a pick list of code table values, where the user can select proper code for field for any entry filed that has validation from a code table.

High

Allow for intelligent edits for all fields, where appropriate. Ex. Date year cannot be 0000. Workflow tracking capabilities to determine where each document is in the overall process is incorporated into the system enabling the clerk to manage the entire workflow process. Vendor is responsible for disclosing type of application uses; Oracle or MS-SQL databases. Track the user ID for each activity performed to provide an audit trail and improve accountability and capable of generating a report produced on a daily basis. Documentation System Description System Description Technical and operational manuals, including manuals for each application are provided both online and hard copy. Release documentation is provided prior to each release via email. Desk reference guides and job aid materials are provided for each workstation, including public workstations.

Comments

High

High

Medium

High Medium High

High High

High High

Priority High

Code

High High

Page 2 of 12

Comments

1.3 1. 2. 3.

4. 5. 6. 7. 8.

9.

System Description Workflow Specifications System Description All Official Public Records documents are imaged and linked to the Official Public Index. A code table for all document types exists that includes all document types recorded. This table is able to be edited by management. Integration of the system includes the functionality of data entered by cashiers or clerks will carry forward to be available by others for the next step in the process and then for the indexing. All numbers assigned by the system are unique - no duplication of instrument numbers, receipt numbers, file numbers, etc. Documents are linked by direct reference to a grantor/grantee, instrument number, recorded date, legal description, volume page (if applicable). Security allows certain users to update data on the Official Public Record for current and prior years. The document record provides a method for tracking how a document is processed and returned to customer. All receipt records are linked to the document recorded for which they were generated. Receipt records can print on standard document printer and receipt printer.

Priority Code

Comments

Priority High

Comments

High High

High High High Low High

Provide for the ability to keep data entry audit trails throughout the system. The recording/indexing software contains a document workflow queue which manages all documents that have not completed the full workflow cycle.

High

The workflow queue allows for documents to be available for up to 72 hours from the time they began processing by the clerk. Users are able to select a document from the workflow queue to work with in any workflow screen. The document data records are able to date and time verify: recorded, scanned, indexed, verified, mailed. Includes the ability to be tracked and vendor/proposer ID status codes to be used. Document status levels are achieved automatically by completion of a particular process, or by the user that updates a flag field when a manual procedure is completed. System has the flexibility to allow changes to document type while within the receipt and after transaction is completed.

High

System has the flexibility to change the order that the documents within the recording package entered. Proposed system utilizes a cashiering fee table to calculate and display the total fee for each document and batch. Depending on the type of document the system automatically calculates all fees due. Page counts are entered to establish document fees.

High

18.

Cashier has the ability to enter 1st grantor, return address, all check payment information and all recording information captured at the time the document is processed. Otherwise, system shall automatically timestamp recording process information.

High

19.

The system processes any changes in recordings, recalculating the filing fee as appropriate. System automatically assigns appropriate instrument numbers sequentially within each customer batch, processing each batch in time received order. Instrument number assigned varies with type of document being processed, real property record, financing statements, assumed name certificates, etc.

High

10.

11. 12. 13.

14. 15. 16. 17.

20.

Code

High

High High

High High

High

High

Page 3 of 12

21.

22.

23.

24. 25. 26. 27.

28. 29. 30.

31.

32.

33. 34.

System Description System provides the ability to research receipts from the any of the check information fields entered during the payment transaction (ex. Amount, payer, date, etc.). System assigns a receipt number, a transaction validation number and a cashier identification number and generates a receipt which also identifies all document types and monies collected. Combination payment types must be accepted and identified on each receipt. Included on each receipt: - Received from – name and address - List of fees by document number and type - Method of payment, including the check number - Any change required - Receipt number - Validation number (sequential transaction number) - Cashier identification and station number - Total fee amount - Date System provides a cover sheet for each document recorded. The cover sheet provides a barcode encoded with the recording information and page count of the document for the imaging system to read at the time of scanning. A sample of the cover sheet is provided to supply vendor with all required information to be included on cover sheet that the system is required to generate. The printing of the cover sheet by the cashier does not slow down the recording process for the cashier. The system has the ability to generate multiple copies of the cover sheet at time of recording. The cover sheet contains all stamps required by Law endorsing the document with all filing information. Cover sheet fits in clerk's window envelope. Envelope is 9 x 12 Booklet Envelope with 4 x 1 3/8 window 2 1/8 from top and 5/8 from left side.

Priority Code High

High

High

System must allow for flexibility in selecting cover sheets to be High printed at the time of recording or at the time the receipt is generated. System has an independent icon for reprinting prior Medium coversheets. Cashier system interfaces with the Internet to process certain High payment transactions. The system includes a cash drawer for each cashiering High workstation. Provision is made for closing each drawer both during the day with subtotals and at the end of the day with subtotals. Each station is uniquely identified. The end of the day reconciliation report allows for a remarks field to enter operator signature and comments. System ‘opens’ the cash drawer at appropriate time during the transaction. System allows for electronic files to be processed at any Medium cashier station as well as other clerk terminals. Reports include daily, monthly, semi-annually reporting High statistics and annual reports. Customization of reports with any information available to the system is available. Voided transactions are documented by the system. Any High manual overrides are recorded and tracked and provide documentation on daily reports. Voided document information is not be available to the public. These capabilities should be manageable and/or configurable by supervisors. Based on access level, some employees should have access to void transactions. All images are available to the public for viewing without Clerk High intervention. Image selection for viewing is accomplished with no keying of data. Copies are available at specified printers. System allows images or selected portions of an image to be High enlarged for clarification and printing, including birth and death records. Software allows images to be rotated at 90 degree intervals and to reverse the image from black to white and vice-versa. Safeguards are included to prevent the deletions or alteration High of any image. System allows for redaction as required by Law. Vendor High should be able to provide a demo of this process.

Page 4 of 12

Comments

35.

36.

37. 38. 2 2.1 1.

2. 3.

2.2 1. 2. 3. 4. 5.

System Description Plat scanning is a requirement – providing a scanner able to scan plats 24”X 36”. The scanned plats are indexed and loaded onto the system for public retrieval. A plat printer that prints in a least 24” x 36" is required to be furnished and maintained as well. Specify Proposed scanner. Data extract service should allow for County Clerk employees to produce electronic information in requests for bulk data purchases - either utilizing hard drive transfers, internet downloads, or other electronic services. System has the ability to allow the customer to prepare/submit their document from an IPad device or a vendor provided Kiosk located in the clerks office. All cash drawers cannot exceed the size of the current cash drawers (16"x16"x4") Workflow Specifications Assumed Names System Description The system produces Assumed Names forms when the customer selects a name that is not in use from a workstation(s), or print a Withdrawal of Assumed Name, if Customer selects a name in use. The customer has the ability to enter the data required on the form and print it out for the clerk to file. The system provides the ability for customers to research Assumed Names over the Internet and complete Assumed Name application online or download the application. Upon verification by the clerk, data entered on the Assumed Name or Withdrawal form by the customer is preserved for the Assumed Name index so that duplicate data entry will not be required. Document Retrieval & Printing System Description Users have access to search and select lists - with flexibilities built into the search screen As the user chooses records and images to print, a running total of all copy work fees (Plain or Certified) incurred is displayed on the screen to inform the user of the total cost. Customers with debit accounts, can print directly to printer and have system automatically deduct payment for copies System allows for email option instead of printing. System needs to allow for the use of the county seal and certification overlay in order to prepare certified copies.

2.3

Microfilm Archival Print Services & Indexing

1.

System Description The master film is developed and sent to a pre-approved offsite storage and duplication facility in Texas.

2.

3. 4. 5. 6.

7. 8. 9. 10

The exposure of the original (master) film is done in accordance with General Accepted Industry Standards for the highest quality microfilm. The processed microfilm will meet ANSI standards in regard to resolution, density, and residual thiosulfate (hypo residual). Methylene blue tests are to be performed to provide assurances of archival microfilm processing on an on-going basis. The master film is produced from the scanned image filed at the County Clerk’s Office. Vendor is capable of performing all portions of the indexing, film, storage, maintenance of these records as well as indexing in house without sub-contracting these services. Indexing fields contain all required indexing fields and the legal description. Indexing personnel have experience indexing Texas land records. Vendor/Proposer performs all indexing within a 60 mile radius of Denton County. Vendor uploads Denton County indices within a 72 hour time frame. Vendor/Proposer keys and blind re-keys all characters and fields of Denton County documents. Vendor assigns a minimum of 2 staff members designated to index for the Denton County daily indexing service. Recording system supports OCR (optical character recognition) technology for computer aided indexing.

Priority Code High

Comments

High

Medium High

Priority High

Code

Comments

Code

Comments

Code

Comments

High High

Priority High High Medium High High

Priority High High

High High High High

High High High Low

Page 5 of 12

2.4 1. 2. 3.

4. 5. 6. 7.

2.5

System Description E-Recording

Priority Code

Comments

System Description The e -Recording process conforms to PRIA standards. System is able to process Electronic Documents. Describe your method to meet this requirement. System is able to accept e-filing at no additional cost to the County. The service is made available to the filers that utilize this Office. Electronic filing services are made available to users and should be easy to use and relatively inexpensive as an incentive to those customers wanting to file electronically.

Priority High High

Code

Comments

Clerk maintains control over what documents are filed electronically. Accept and Process these records from the beginning electronically: brands, assumed name certificates, plats and foreclosure postings. Cashier system clearly indicates to all cashiers that e-files are waiting to be processed without the clerk having to check the queue. Cashier/Clerk needs to be able to reject a document with enough character space given to provide a reasonable explanation. A minimum of 65 characters is required.

High

Code

Comments

High

Medium High High

Marriage System System Description Capable of issuing marriage license for up to 10 different offsite locations (JP’s, Carrollton, etc.). System issues the license number at the time the application and license is created. The same numbering system should be used for all locations. The system has the capability to enter information about the 72 hour waiting period and names of proxies, etc. and have that information print on the application and license at the time of printing. The system has the capability to calculate age of applicant and create a parental consent form and should use any information off of the application that has already been entered on the form (ex: minor’s name, date, etc.) when it prints.

Priority High

3.

Changes that are made to the application during the issuance are made by a clerk with a higher security level. System is able to set security levels for clerks for this type of correction.

High

4.

All data entered into the marriage application is carried High forward and becomes the index for the marriage license. Records are able to be searched by index data. User has the ability to add comments to the marriage record Medium for internal user only. Ability to make modifications to the verified index and High document image is restricted to the system supervisor only. System provides the ability to enter a separate “mail to” High address for the marriage license. This address can be different than the bride or grooms’ addresses. The system should have the capability to generate and print a High duplicate marriage license. This process is required to include the name of the issuance clerk and the word "DUPLICATE" printed on the back of the license. The index and scanned images of the license are available onHigh line to the public. System offers on-line or kiosk Marriage License Applications High for customers to securely and remotely complete and submit the marriage license application forms over the internet.

1.

2.

5. 6. 7.

8.

9. 10.

11.

Vendor to provide Driver's License swipe pad to populate customer info into marriage application at each clerk station. Current total clerk stations: 14. Future total clerk stations: 26 minimum

High

Medium

Page 6 of 12

2.6 1. 2.

3.

4. 5.

6. 7.

8. 9.

10.

2.7 1. 2. 2.8 1.

2. 3.

4. 5.

6. 7.

System Description Vital Statistics - Birth/Death System Description The user has the ability to produce a copy of the birth/death image in a format that fits a prescribed certificate form.

Priority Code

Comments

Priority High

Code

Comments

When a certified copy is issued for a birth/death record, the system maintains a count of copies issued, requestor information and sequential number of each certificate issued for state audit. The count of certified birth certificate copies is maintained through the index. The user has the ability to flag the birth/death record with an indicator that the record has been locked by the State Registrar, that the person is deceased, or that the record is a delayed birth. Access to make modifications to the verified index and document image is restricted to the system supervisor only. System is compliant with the State of Texas’ new Electronic Registrar (TER) processes and requirements implemented for birth certificates. Vendor should be aware of new TxEver system processes and requirements and have the ability to make changes accordingly after implementation of TxEver. System provides the ability to place an indicator on the birth index when a person is deceased. Supports at a minimum the following index fields for birth records: (1) Registrar file number, (2) full name of child, (3) birth date, (4) volume, (5) page, (6) father name and (7) mother name. The system has the ability to scan and track burial transits and purge according to County retention schedule. Support at a minimum the following index fields for death records: (1) Full name of deceased (last, middle, first), (2) date deceased, (3) sex, (4) race, (5) age, (6) volume, (7) page, (8) amendment volume, (9) amendment page, (10) date of birth, (11) place of death, (12) residence location, (13) cause of death and (14) registrar file number. The system should have the ability to allow for electronic submission of Burial Transit Permits and deliver to specified clerk.

Medium

Code

Comments

Code

Comments

Medium

High High

Medium High

Medium High

High

Testing/Training/Implementation Services System Description Proposal includes ample hours of instruction and training of County personnel using a testing environment with county clerk data. Training environment should include a live "test" version of the system that is made available to each clerk. Commissioners Court System Description System allows for county clerk employee to input all indexing and process/scan all images. Indexing for Comm. Court purposes will require a blank character field for the County Clerk employee to enter key words from Court Orders. Required fields to include court order number, comm. court meeting date, and doc. type(ex: legal) All data input by clerk is required to be keyword searchable. System provides for organizing data by Commissioner’s Court Meeting date, agenda type, submitting county department, etc. Stores scanned images in industry standard CCITT Group IV, PDF or TIFF format.   System handles single and multi-page TIFF or PDF files in addition to other media types such as MPEG, WAV, MP3, etc. extension files.  System allows for county clerk employee to submit Commissioner's Court documents to requestors via email. Provides for the ability to import images from an outside scanning source. (e.g. email, PDF’s, etc.)

Priority High High

Priority High

High High

High High

High High

Page 7 of 12

System Description 2.9 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16.

2.10 1.

Scanning System Description All images are instantly written simultaneously to the system hard disks. Provides immediate on-screen validation for scanned document images. Maintains a count of pages at scanning for verification to recording pages. Supports document sizes 3”X5” to 11”X17”. Accepts various sizes in same batch. Provides operator adjustable quality controls (i.e. contrast, despeckle) that can be adjusted before the image is written to disk. Displays the scanned image and the index screen on the monitor simultaneously. Allows operator to rescan images without storing the original image scanned. Scanning routine compares instrument numbers scanned versus instrument numbers cashiered and produces an exception report for any missing instrument numbers. Scanning system provides capabilities for quality control. Review of images on-line with the ability to replace bad images as needed. Scanning device has auto-page size detection and can process both letter and legal sized paper in mixed batches. Scanning device has double-sided capabilities and will eliminates images of blank pages. Scanning device uses bar code as separator sheet. System interfaces with a wide variety of industry standard devices (flatbed and doc feed). Images can be categorized by status i.e., not verified, verified, rejected. Allows user to view all scanned pages of a document at once in thumbnail form. System allows for option to have a scanner at each cashier station to accommodate the possibility for any changes to the scanning process in the future. Web Services System Description Provide services and pricing for Web site being hosted on County facilities and provide alternative pricing for hosting of the Web site by the vendor, if available.

2.

The system provides the ability to view documents and the index via a web browser. Capabilities are similar to those stated in Public Inquiry/Research. Provide web service system info.

3.0 3.1

Technical Requirements Operating Systems Software Requirements - Server

1.

2.

3.

System Description Denton County prefers a system that adheres to the following standards: Microsoft SQL Server 2012 (or greater). Identify operating system software platform uses. Identify solution. Web-enabled applications can be accessed through the 3 most recent major versions of the following web browsers: Internet Explorer, Chrome, Safari, and Firefox. Identify solution. Provide a complete backup and recovery process for all database tables and system files. Available industry standard backup. Allow for continued use of the system during backup. "Off-Site" backup required. Identify solution.

Priority Code

Comments

Priority High

Code

Comments

Code

Comments

Code

Comments

High High High High High High High High High High High High High High Medium

Priority High

High

Priority High

High *require most current version High

Page 8 of 12

4.

5.

System Description Provides clearly defined procedures for updating the file servers with the vendor’s application. Identify solution.

Priority Code High

If necessary, the vendor provides personnel to perform the file server updates for vendor applications. The design of the proposed system supports either a true client-server or an intranet environment. The local area network (having one or more segments) shall support at least 1000BASE-T (1000 Mbps) switched topology and utilize TCP/IP as its network protocol. Identify Solution. All client workstations run MS-Windows 7 64 bit (or greater) with Service Pack 1. Include computer license for current version of MS-Office and user license to access server. Identify Solution. The server is multi-processing, image processing and communications concurrently. The server also includes a relational data base management system with a suitable suite of utility functions. The supported Server operating system platform should be Windows Server 2008 R2 (or greater). The System should support high availability and scalability and perform under periods of high usage and high processing loads. The system should have the ability to recover from a hardware or application failure. Built-in redundancy and failover architecture to ensure seamless system recovery would be preferred Identify Solution Implements industry open standard in hardware and software to protect the County’s investment and offer distributed processing capabilities, allowing information to flow transparently between the proposed imaging system and the County’s existing system through a coordinated effort between vendor and the County’s Technology Services Department. Identify solution.

High

All hardware is clearly identified as property of the vendor and vendor shall keep an updated inventory of all equipment and submit such inventory reports to the Denton County Clerk and Denton County Purchasing Department annually. The local area network is owned and maintained by the County’s Technology Services Department. Vendor must work with County’s TS department to provide services.

High

Before any computer is connected to the Denton County network, it shall have all critical security updates and current anti-virus/anti-spyware software. Critical security updates and anti-virus/anti-spyware software shall be kept current at all times. The County's Technology Services Department shall be responsible for maintaining windows updates, anti-virus, group policy, and connectivity to the Denton County network domain. This shall not interfere with any internet access or Microsoft access All workstations shall consist of an equivalent of Dell OptiPlex 9020 with small form factor case, Intel i7 processor, 2.5 GHz, 8 GB of memory, 128 GB SSD, DVD Burner, and Dell Ultrasharp 24" flat panel display. Scanners included with the imaging workstations specifications itemized below:

High

13.1

   (1)  All workstations shall consist of an equivalent of Dell OptiPlex 9020 with small form factor case, Intel i7 processor , 2.5 GHz, 8 GB of memory, 128 GB SSD, DVD Burner, Dell Ultrasharp 24" flat panel display, must be equipped with a cash drawer (with lock and check slits) and receipt printing device capable of printing all required receipts and validations.  A laser printer comparable to the HP Laserjet Pro 601dn must be provided for each cashier station for the purpose of printing bar-coded coversheets. Identify solution.

High

13.2

(2)  All workstations shall consist of an equivalent of Dell OptiPlex 9020 with small form factor case, Intel i7 processor, 2.5 GHz, 8 GB of memory, 128 GB SSD, DVD Burner, and Dell Ultrasharp 24" flat panel display.  A laser printer comparable to the HP 4350m must be provided.  Additionally, a laptop comparable to a Dell Latitude E6440 4th gen Intel Core i74610M Processor (minimum 3.0 GHz, 8GB of memory, 256GB SSD; DVD Burner, Intel Advanced -N 6235.802.11AGN Dual Band Wi-Fi + BT 4.0LE Half Mini Card) is required to be provided. Identify solution.

High

6.

7.

8.

9.

10.

11.

12.

13.

High

High

High

High

High

High

Page 9 of 12

Comments

14.

15. 16. 17.

18.

19. 20.

21.

22.

23.

3.2 1. 2. 3. 4. 5.

System Description There is no limiting factor on the number of printers attached to the system. Printers shall use laser technology with a minimum speed of 17 pages per minute at a density of 600 dpi. It is required that all printers be network attached and able to print at the printer’s rated speed. Identify solution. Scanners are compatible with the imaging system and included. Scanners are comparable to the Fujitsu fi-7160 scanner at a minimum. Identify solution. The server has a configurable magnetic disk array subsystem (RAID). The County Clerk’s Office has a branch office in the Sandy Jacobs Government Center in Carrollton and the Steven E. Copeland Government Center in Cross Roads (Lewisville, Flower Mound and Frisco branch offices being added). Vendor shall provide hardware and software including networking necessary to enable each branch location to have identical functionality as the main County Clerk’s Office in Denton. System must be able to support multiple branch offices, existing and future, in this manner. System must also be able to support interface to other County departments with workstations for data retrieval. Each Justice of the Peace office must be equipped to provide marriage license services. Denton County has an existing network connection to each branch office Vendor shall provide archival microfilm that meets all ANSI standards and Texas State Library requirements. The microfilm must be created from the digital image and converted to film. The film is required to be stored off-site by the vendor in a vault in accordance with all standards and requirements. Vendor must be an authorized Kodak or Fuji film processing lab for film. Specify authorized lab. The workflow and workload will require a minimum of each type of workstation to be determined based upon current office configuration plus expandability. Back-up of digitized images shall be retained in a suitable vault/storage facility under security approved by Denton County. Vendor shall provide off-site storage in the State of Texas for copies of all images, index database, and microfilm at no additional cost to Denton County. Denton County requires a fully replicated stand by off-site server for disaster recovery. Vendor’s off-site storage facilities shall meet or exceed current ANSI standards and applicable Texas State Library requirements. Identify solution. Vendor shall provide full documentation and information regarding all aspects of software, hardware, functionality procedures, and responsibilities. Vendor shall provide detailed specifications and configuration information for all hardware (workstations, printers, scanners, etc.) included in the proposal. Vendor shall provide full documentation and information regarding disaster recovery procedures. System uptime is a primary concern of Denton County. Vendor shall provide complete information on system availability and reliability along with fallback procedures in case of equipment failure. Vendor should provide signature pads at each workstation to capture customers signature when processing marriage application, assumed names, birth/death applications. Identify solution. Operating Systems Workstations System Description All workstations have anti-virus software and anti-malware per county policy. All software is configured to use the maximum video display with 24” monitors. All driver software is constant across all workstations. Any separate components in the new system have a unique icon on the workstation desktop. All workstations have the same software configuration.

Priority Code High

Comments

High High High

High

High High

High

High

High

Priority High

Code

High High High High

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3.3 1.

2.

3.

4.

5.

6. 7.

8.

3.4 1. 2 3. 4. 5. 6. 6.1 6.2 6.3 6.4 6.5 6.6 6.7 7. 8. 9. 10. 11. 12.

System Description Service and Support

Priority Code

Comments

System Description Vendor provides for full installation support and any on-going training necessary for Denton County employees to fully utilize the system. Vendor provides a method for system modifications, software and hardware, whether the change is required by system upgrades, workload fluctuations, changes in standards or as requested by Denton County. Dedicated and identified support staff is required to be provided by the vendor. Support is expected to be provided by knowledgeable staff, in a responsive manner regularly. A representative that can be contacted is a required level of service – not being placed into a random queue to be handled by any number of representatives. Equipment maintenance shall be performed on-site. Equipment shall be repaired or replaced within 24 hours after failure. Maintenance hours are 9 hours a day (8 a.m. through 5 p.m.) five days a week (Monday through Friday) except for Denton County holidays. It is the vendor’s responsibility to make all replacement hardware operational (not the County or the County’s personnel). The vendor shall provide a toll free telephone number for a customer support representative available during maintenance hours. Responsibility for system cabling and installation under the guidance of the County’s Technology Services Department, and all costs relating to the installation shall be the responsibility of the vendor. The County shall be responsible for providing adequate space, electrical power, and environmental conditions necessary for the proper installation and operation for the system. Denton County requires that the support, off-site storage and maintenance depot location for this system be in the State of Texas. Specify location. It is required for the vendor to provide training at the 3 current office locations prior to "go live". Vendor’s system shall include the capability for remote software debug and maintenance in an on-line mode. Responsibility for determining the source (i.e. hardware/operating system/software) of a problem and for resolving that problem shall rest with the vendor alone. In the event a more efficient technology becomes available, vendor guarantees to convert the County’s data to a media acceptable to the new technology. Vendor shall also provide an acceptable timetable for the conversion at no additional cost to Denton County. System Security System Description System supports user ID/passwords for each user. System tracks activities by user ID. System provides reports (audit trails) by user ID activities.

Priority High

Code

Comments

Code

Comments

High

High

High

High

High High

High

Priority High High High

System supports access restrictions by password. High Each user receives their own password with requirements to High change passwords periodially. Specify period. System has the ability to restrict access rights by separate user ID/password to each of the following: (1) Access to cash management functions High (2) Access to cash drawer High (3) Access to image scanning High (4) Access to index images High (5) Access to retrieve images High (6) Access to update indexes (add information) High (7) Access to change indexes (change information) High System restricts access to field level data. High System supporst a user ID (no password) for Public Retrieval Medium workstations. Access at the Public Retrieval workstations can be restricted to Medium 'view only' access? System records unauthorized access attempts. Medium System provides administrator notification of unauthorized access attempts. System automatically logs off users after a fixed 'in active' timeframe.

Medium Medium

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13. 14.

3.5 1.

System Description System security/control levels are determined and maintained by the system administrator. Provide a summary of other security safeguards implemented to protect the integrity of Denton County's data and network.

Priority Code High

Comments

High

Vendor Requirements System Description All work shall be performed by the vendor, per the contract. Vendors shall provide evidence of their onsite hosting capability. Vendor shall safeguard all information and data provided by the County. Proprietary ownership of all data, regardless of what media it is stored on, is retained by Denton County. Any reproduction or duplication shall have the written approval of the Denton County Clerk.

Priority High

Code

Prepared By: Company Name: Date Prepared:

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