GENESEE COUNTY PURCHASING

RFP 24-362

A Division of the Genesee County Office of Fiscal Services

COUNTY ADMINISTRATION BLDG

1101 BEACH STREET, ROOM 361,

FLINT, MICHIGAN 48502

Phone: (810) 257-3030 Fax (810)257-3380

www.geneseecountymi.gov

Chrystal Simpson, CPA

Chief Financial Officer

February 23, 2024

GENESEE COUNTY REQUEST FOR PROPOSALS #24-362

Sealed proposals will be received until 2:00 p.m. (EST) Thursday, April 4, 2024, at the Genesee

County Purchasing Department, 1101 Beach Street, Room 361, Flint, MI, 48502 for Records

Management Software System.

This procurement is conducted in accordance with the Genesee County Purchasing Regulations,

a copy of which is on file and available for inspection at the Genesee County Purchasing

Department or at the website

https://cms7files.revize.com/genessecountymi/Document_Center/Department/Fiscal%20Service

s/PURCHASING%20REGULATIONS%20REVISED%20by%20AJP%20updated%204.11.23%2

0(002)%20(1).pdf.

A mandatory pre-proposal meeting will be held on Wednesday, March 13, 2024, at 10:00 AM

(EST) at 1101 Beach Street, Room 301, Flint, MI 48502. All contractors submitting a proposal

must attend the mandatory pre-proposal meeting and arrive within a reasonable time following

the start of the meeting. This meeting will afford contractors the opportunity to obtain information

about this project and ask any questions directly related to this solicitation. An attendance sheet

will be provided and will serve as the official document verifying attendance. Failure to attend this

meeting shall result in disqualification of a Contractor’s proposal.

Each offeror is responsible for labeling the exterior of the sealed envelope containing the proposal

response with the proposal number, proposal name, proposal due date and time, and your firm’s

name. The proposal request number and due date for this RFP are:

DUE DATE:

2:00 p.m.(EST), Thursday, April 4, 2024

DUE DATE FOR SUBMISSION OF QUESTIONS:

Friday, March 8, 2024, before 5:00 pm (EST)

MANDATORY PRE-BID MEETING:

Wednesday, March 13, 2024 @ 10:00 AM (EST)

POST MEETING SUBMISSION OF QUESTIONS:

Thursday, March 14, 2024, before 5:00 PM (EST)

BID REQUEST NUMBER:

#24-362

________________________________

Rita Schubert, Purchasing Manager

bid2\2024\24-362

Attachments

GENESEE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

www.geneseecountymi.gov

RFP 24-362

TABLE OF CONTENTS

SECTION 1 - INSTRUCTIONS TO PROPOSERS ...................................... 3

SECTION 2 - STANDARD TERMS & CONDITIONS .................................. 5

SECTION 3 - ADDITIONAL TERMS & CONDITIONS ................................ 5

SECTION 4 – SCOPE OF WORK .............................................................. 7

SECTION 5 – QUALIFICATIONS OF PROPOSERS ............................... 11

SECTION 6 – INFORMATION REQUIRED FROM PROPOSERS ........... 12

SECTION 7 –EVALUATION CRITERIA & SELECTION PROCUDURE ... 13

SECTION 9 – INSURANCE REQUIRED FROM PROPOSERS ............... 14

COST PROPOSAL FORM ....................................................................... 17

SIGNATURE PAGE.................................................................................. 18

GENESEE COUNTY INSURANCE REQUIREMENTS ............................. 19

REFERENCES…….. ................................................................................ 20

PROFESSIONAL SERVICES CONTRACT .............................................. 21

EXHIBIT A…………. ................................................................................. 28

RFP 24-362

RFP #24-362 Records Management Software System

SECTION 1 - INSTRUCTIONS TO PROPOSERS

1. Sealed proposals will be received until 2:00 p.m. (EST), Thursday, April 4, 2024, at

the Genesee County Purchasing Department, 1101 Beach Street, Room 361, Flint,

MI, 48502. The Genesee County Purchasing Department hours of operation are 8:00

a.m. to 5:00 p.m., closed holidays check website for closed days. Label the envelope

containing the proposal response as described on page 1. LATE PROPOSALS AND

PROPOSALS SENT BY FACSIMILE OR E-MAIL WILL NOT BE ACCEPTED.

2. A mandatory pre-proposal meeting will be held on Wednesday, March 13, 2024,

at 10:00 AM (EST) at 1101 Beach Street, Room 301, Flint, MI 48502. All contractors

submitting a proposal must attend the mandatory pre-proposal meeting and arrive

within a reasonable time following the start of the meeting. This meeting will afford

contractors the opportunity to obtain information about this project and ask any

questions directly related to this solicitation. An attendance sheet will be provided

and will serve as the official document verifying attendance. Failure to attend this

meeting shall result in disqualification of a Contractor’s proposal

3. Please carefully review this document. It provides information necessary to aid

participating vendors in formulating a thorough response. A formal, comprehensive

review period will be conducted to ensure that Genesee County selects the best

possible vendor that will provide the best value and service.

4. Submit one original and paper copy of your proposal. After the proposal closes

you will be contacted to send the County an electronic copy of your proposal.

All proposals become the property of Genesee County. The original must include a

signature on the Signature Page of a person authorized to make a binding offer.

Failure to provide the required number of duplicate copies may result in rejection of

your proposal. Proposals may not be submitted at the MITN site for this offering.

5. All submissions will be time stamped by an individual within the Office of Fiscal

Services. The only acceptable evidence of the time of receipt of the submissions is

that of the time clock that resides within said department. It is each Bidder’s

responsibility to ensure that its bid is time stamped by the Fiscal Services Department

by the deadline. This responsibility rests entirely with the Bidder, regardless of delays

resulting from postal handling or for any other reasons. Bids will be accepted at any

time during the normal course of business only, said hours being 8:00 a.m. to 5:00

p.m. Local Time, Monday through Friday, legal holidays as exception.

6. Michigan Inter-governmental Trade Network– an alternate review of this proposal

under Proposal # 24-362 Records Management Software System can be done

at https://www.bidnetdirect.com/mitn.

a. Genesee County has partnered with BidNet as part of the Michigan Inter-

governmental Trade Network (MITN) and will post their bid opportunities

to this site. As a vendor, you can register with Michigan Inter-

governmental Trade Network (use hyperlink or

https://www.mitn.info/Registration.asp?ID=2340) and be sure that you see

RFP 24-362

all available bids and opportunities. By selecting automatic bid

notification, your company will receive emails once Genesee County has a

bid opportunity that matches your company's business. In addition, the

site handles bid opportunities, RFPs, and RFQs for other member

governmental agencies. If you need help registering, please call Michigan

Inter-governmental Trade Network support department toll free 1-800-835-

4603.

7. All communications, any modifications, clarifications, amendments, questions,

responses or any other matters related to this RFP, shall be made by and through

the purchasing contact reference in this solicitation. No contact regarding this

solicitation made with other County employees is permitted. Any violation of this

condition may result in immediate rejection of proposal.

8. All prospective proposers shall be responsible for routinely checking the Genesee

County Purchasing Department website at

https://www.geneseecountymi.gov/departments/fiscal_services/purchasing_departm

ent/current_bids_2024.php for issued addenda and other relevant information.

Genesee County shall not be responsible for the failure of a prospective proposer to

obtain addenda and other information issued at any time related to this RFP.

9. The County’s Standard Proposed Contract is attached to this RFP. After the award

is made to the successful proposer, the County and the successful proposer will

negotiate a final contract that substantially conforms to the Standard Proposed

Contract. Any exceptions to the terms and conditions of the Standard Proposed

Contract and this RFP must be clearly set forth in your proposal and referenced on

company letterhead. The County will not entertain negotiations to change any terms

and conditions of the Standard Proposed Contract or RFP unless those changes are

requested in your proposal.

10. Insurance must be provided prior to the contract starting date and kept in full effect

and compliance during the entire contract period. Insurance requirements are

provided in Section 9 Insurance Required from Proposer. Failure to comply with these

provisions will cause termination of the agreement. The County of Genesee requires

a signed Genesee County Insurance Requirements acknowledgement form with

each proposal submitted.

The contractor agrees to be responsible for any loss or damage to property or

persons due to the performance of services herein contracted and further agrees to

indemnify and defend the County of Genesee against all claims or demands

whatsoever, and to hold the County of Genesee harmless from any loss or damage

resulting therefrom.

County Policy dictates that under no circumstances can the County agree to

indemnify bidders pursuant to Michigan Law.

11. Proposal Format: Proposals must be submitted in the format outlined in SECTION 6

- INFORMATION REQUIRED FROM PROPOSERS to be deemed responsive.

RFP 24-362

SECTION 2 - STANDARD TERMS & CONDITIONS

View Genesee County’s Standard Terms and Conditions by going to the following link:

https://cms7files.revize.com/genessecountymi/Document_Center/Department/Fiscal%2

0Services/Purchasing%20Department/Std%20T%20%20C%20%20SECTION%202023.

pdf

SECTION 3 - ADDITIONAL TERMS & CONDITIONS

1. Purpose: Through this RFP, Genesee County (“the County”) is soliciting

proposals from qualified firms who can provide a Records Management Software

System for Genesee County Clerk and Register of Deeds Offices.

2. Issuing Office: This RFP is issued by the Genesee County Purchasing

Department on behalf of the Genesee County Clerk/Register of Deeds. The

contact person is Rita Schubert, Purchasing Manager, Genesee County, 1101

Beach Street, Room 361, Flint, Michigan 48502, phone: (810)-257-3195, and

rschubert@geneseecountymi.gov. Email is the preferred method of contact.

3. Questions & Inquiries: All questions regarding this RFP shall be submitted in

writing and received no later than Friday, March 8, 2024, before 5:00 p.m. (EST)

to the Genesee County Purchasing Department as listed above. E-mail is the

preferred method of contact for all inquiries concerning this RFP, and please

entitle the subject line of your e-mail as follows: Question(s) for RFP #24-362 No

verbal interpretation to any respondent as to the meaning of any requirement

stated in this RFP shall be binding on Genesee County. All responses to

questions regarding this RFP shall be issued in writing and distributed as an

addendum by Genesee County. Contractors who have attended the pre-bid

meeting will also be allowed to submit questions no later than Thursday, March

14, 2024, before 5:00 PM.

4. Addenda: Genesee County reserves the right to amend and provide clarification

of this RFP prior to the date for proposal submission. In such an event, an

addendum will be posted on the Purchasing Department website

(https://www.geneseecountymi.gov/departments/fiscal_services/purchasing_depa

rtment/current_bids_2024.php). Further, all proposers shall acknowledge having

seen any and all addendums issued (1, 2, 3, etc.) on the Signature Page.

5. Proposal Considerations: All costs incurred in the preparation of a response to

this RFP or any costs prior to approval of the contract by Genesee County and

formal notification to the selected proposer will be the responsibility of the

respondent and will not be reimbursed by Genesee County. Bids should be

prepared simply and economically, providing a straightforward, concise description

of the proposer’s ability to meet the requirements of this RFP.

6. Responsive Proposals: To ensure proper consideration, all proposers are

encouraged to submit a complete response to this RFP using the format outlined

in Section 7, INFORMATION REQUIRED FROM PROPOSERS. In addition, at

least one of the paper proposals must be signed with an original signature of the

official authorized to bind the proposer to its provisions.

RFP 24-362

7. Proposal Modifications: Clarifications, modifications, or amendments to any

Proposal that has been submitted, but prior to the Proposal Opening Date, may be

made only within the discretion and written approval of the Purchasing Manager.

8. Withdrawal of Proposal: Proposals may only be withdrawn by a proposer with

written notice prior to the date and time set for the opening of proposals.

9. Validity Period: Any proposal submitted as a result of this Request for Proposal

shall be binding on the proposer for 120 calendar days following the due date.

10. Right to Reject: Genesee County reserves the right to reject any and all proposals

received in response to this RFP.

11. Disclosure: All information in an offeror’s proposal is subject to disclosure under

the provisions of Public Act N. 442 of 1976 known as the “Freedom of Information

Act”. This Act also provides for the complete disclosure of contracts and

attachments thereto. In the event that a proposer wishes to designate any portion

of their submission as “confidential” or “proprietary,” the proposer must contact the

Purchasing Manager prior to submission of the proposal. All requests regarding

disclosure and requests for confidentiality of a proposal response to this RFP shall

be submitted in writing and received no later than noon, Wednesday, March 27,

2024, to the Genesee County Purchasing Department as listed above.

12. Errors, Omissions, and Discrepancies: If a Proposer discovers any ambiguity,

conflict, discrepancy, omission, or other error in this RFP, it shall immediately notify

the Genesee County Purchasing Manager of such error in writing and request

modification or clarification of the document prior to the deadline for submitting

questions. Genesee County will make modifications by issuing a written

addendum. The Proposer is responsible for clarifying any ambiguity, conflict,

discrepancy, omission, or other error in the Request for Proposals prior to

submitting a proposal or it shall be waived.

13. Best and Final Offers: Discussions may be undertaken with those proposers

whose bid, based on the evaluation criteria stated herein, has been determined to

be reasonably susceptible of being selected for award. After discussions are held,

and prior to award, proposers may be allowed the opportunity to submit revisions

to their bids for the purpose of obtaining best and final offers.

During the aforementioned procedures, neither the names of any of the proposers

nor the contents of any bid will be disclosed until the completion of negotiations and

revision of proposals (Best and Final Offers).

The contract that may be entered into will be awarded based on the bid response

and, where applicable, the Best and Final Offer that is the most advantageous to

Genesee County, per the evaluation criteria included in this RFP.

14. Prime Contractor Responsibilities: The successful offeror(s) shall be required

to assume responsibility for all services offered in the proposal regardless of who

produces them. Further, the County will consider the successful offeror to be the

RFP 24-362

sole point of contact with regard to contractual matters, including payment of any

and all charges resulting from the contract.

15. Non-Assignability: The contract may not be assigned, transferred, or conveyed

by the Contractor without the expressed written consent of Genesee County.

16. Independent Contractor: It is understood and agreed to, by and between the

Contractor and Genesee County, that any and all acts that the Contractor or its

personnel, employees, and servants perform pursuant to the terms of the Contract

shall be undertaken as independent contractors and not as employees of Genesee

County by or with a contract or agreement, nor imposed any liability upon Genesee

County. All acts and contracts of the Contractor shall be in its own name and not

in the name of Genesee County.

17. Subcontracts: The Contractor shall not enter into subcontracts to this Agreement

with additional parties without obtaining prior written approval of Genesee County.

A condition of granting such approval is that such subcontractors shall be subject

to all conditions and provisions of this contract. The Contractor shall be responsible

for the performance of all subcontractors.

18. Statement of Exceptions: The proposer shall furnish a statement on company

letterhead giving a complete description of all exceptions to the terms, conditions,

and specifications set forth in the proposal. Failure to furnish this statement shall

mean that the proposer agrees to meet all requirements set forth in this solicitation.

19. Acceptance of Proposal Content: It is proposed that, if a contract is entered into

as a result of this RFP, the RFP will serve as the basis for the contract. The

contents of the proposal of the successful offeror may become contractual

obligations if a contract is issued. Failure of the successful offeror to accept these

obligations will result in cancellation of contract award.

20. Termination for Misrepresentation: If the successful proposer receives a

contract and is subsequently found to have misrepresented any information in its

bid and/or Best and Final Offer submission, the contract may be terminated at the

discretion of Genesee County.

21. Acceptable Deviations: The decision of Genesee County shall be final as to what

constitutes acceptable deviations from specification or requirements.

22. News Release: News releases pertaining to this RFP or the services to which it

relates will not be made without prior written Genesee County approval, and then

only in accordance with the instructions form the contract administrator. No

information regarding the procurement and services shall be released without prior

approval of the contract administrator.

SECTION 4 – SCOPE OF WORK

The Genesee County Clerks and Register of Deeds office is soliciting proposals for a fully

integrated Vital and Land Records Management Software System. The County will need to

have robust and reliable data storage options, have an online function to search and order

RFP 24-362

certified records for the Vital Records Division and to search and order copies of land

records for Register of Deeds, have in person and online credit card payment options.

The software vendor would need to have a responsive support staff. We must be ready

to go live with the software by July 1

, 2025.

Background of Genesee County Clerk/Register’s Office

Genesee County is the 5

largest county in the state of Michigan. The Genesee County

Clerk/Register’s office services thousands of constituents per year in person and on-line.

We strive to provide the best customer service and to ensure they get the best is by

utilizing software that allows us to be efficient and effective. The Vital Records Division

manages, stores, retrieves and preserves birth, death, and marriage records that took

place in Genesee County. They are also the office that processes marriage license

applications, assumed names/DBA’s, Concealed Pistol Licenses, and notary applications

for Genesee County constituents. The Register of Deeds Division maintains land records

such as deeds, mortgages, liens, and other documents affecting real property in Genesee

County. Register of Deeds is also responsible for recording these documents and

indexing them into a searchable database and to preserve these records and their

integrity in a timely manner. The Genesee County Register of Deeds records an average

of 85,000 documents annually, and Vital Records provides over 35,000 copies of certified

records a year to residents, processes on average 4,000 CPL applications and 2,000

marriage applications a year just to name a few. The current software is provided by Tyler

Technologies. Register of Deeds uses Tyler Eagle and Vital records uses Tyler Clerk. The

software was installed in 2018 in Register of Deeds and then in 2020 Vital Records also

began using Tyler Technologies. That system has been upgraded to include giving local

units of government access to all electronic images, CAM for rescanning faulty images,

branding images with document labels, the single page album of scanned but not indexed

images (to 1970) public access print (onsite), certification, batch processing Treasurer’s

Office documents (BS&A) and e-recording. Currently, documents from 1970 to the present

are digitized and available for public access. A complete conversion of data and images

from the current system to a new system is necessary. Please note: All data and images

collected and maintained by any software vendor and/or system always remain the property

of Genesee County and shall always be accessible to Genesee County and the public. No

documents shall be copywrite by the vendor. This shall be noted in the ultimate contract for

services. At the end of the contract term, the Contractor will provide all data to the County

in an appropriate manner for continued access. During the performance of the services, the

vendor will be responsible for any loss of or damage to the documents while they are in its

possession and must restore the loss or damage at its expense. Any use of the information

and results of this contract by the vendor must reference the project sponsorship by the

County. Any publication of the information or results must be co-authored by the County.

Scope of Project

Components of a software system shall include, but is not limited to the following:

1. Software Modules

a. Document Receipt and Review

RFP 24-362

i. Must maintain order of arrival for documents, i.e., between incoming

mail from the post office, over the counter mail, overnight delivery, and

electronic filing.

ii. An audited tracking system for rejected documents and preparing

rejection cover letters should be included.

b. Recording/Cashiering

i. Must support cash, check, credit card (both in person and online) and

escrow account transactions.

c. Receipting

i. Would like to have the ability to customize the form and delivery of

receipts.

d. eRecording

i. Must be able to integrate with third party submission vendors including

Simplifile, Indecom, CSC and eRecording Partners Network and

BS&A.

e. Indexing/Data Entry

f. Auto-Indexing

i. Proposal should address the availability of OCR or similar auto-

indexing features that may be available.

g. Auto-Redaction

h. Scanning/Imaging

i. Ability to perform basic image manipulation including adjust brightness,

rotate, add/delete pages, and redaction.

ii. Must have the functionality to image multi-sided documents and

perform batch scanning.

i. Quality Assurance

j. Verification/Validation/Browsing

k. Rejections

i. Ability to create and track rejection letters and images of rejected

documents.

2. System Requirements - The proposer must present, in detail, features and

capabilities of the proposed application software.

In addition, the following information should be included:

a. Solutions considered must be cloud-based

b. The web service module should be compatible with tablets, iPad, and

smart phones - Apple, Android, and Windows applications.

RFP 24-362

c. Would like separate environments for testing and production.

d. The system must support E- Recording capabilities.

e. The system should support subscription-based online search capabilities.

f. The system must be able to interface with the BS&A financial software

system.

g. Must have cloud-based storage solution.

i. The system must support installation in a VMWare virtual environment.

h. The system must be totally integrated. All the proposed modules must

seamlessly integrate to share the same data and eliminate redundant data

entry.

i. The system should help to minimize keystrokes (hotkeys), by facilitating

duplicate field entries within the same document and duplicate field entries

between different documents. Common indexes values should be easily

copied to multiple documents.

3. Data and Image Conversion

a. Proposers must state their ability and plan to convert existing databases,

images, and index data to the new system.

b. Conversion and timeline for conversion must be outlined in the proposal.

4. Training

a. The proposal should include a plan for training staff on the new system prior

to going live. This should include a description of the process to be

provided onsite to train staff and a description of the training materials that

will be provided.

b. Please specify what ongoing training (if any) is provided for staff and what

training (if any) is provided when updates and/or upgrades are released.

c. We will also need a demo of the product provided and ample time for the

staff to test.

i. We currently have 7 employees in Vital Records, 8 employees in

County Clerk.

5. Support and Upgrades

a. One year maintenance should be included in purchase price with an option

for multi-year maintenance.

RFP 24-362

b. Ideally, support and maintenance to include system fixes and upgrades,

customer support available from 8:00 a.m. to 5:00 p.m. (EST).

c. Provide SLA’s for incident response times.

6. Data Archiving and Disaster Recovery – Proposal should include an explanation of

the vendor’s data archiving process and the disaster recovery plan in place.

7. Equipment needs – If on premises, the County shall provide the hardware required

to support the software system.

a. Proposals should identify the equipment requirements and specifications

needed to support this system, including local servers, operating systems,

storage, and software.

b. If the system is hosted remotely vendor must include information on

connectivity between the remote system and the County

8. Data Security & Compliance – Provide proper documentation to show data security

and compliance.

9. Accounting – Ability to provide comprehensive and accurate accounting and interface

with the County Treasurer, Tax Assessor, General Ledger, and other finance

systems.

10. Standards of Testing, Performance and Acceptance – Establish a standard for User

Acceptance Testing and Test Plan to validate system performance before any portion

of the system is accepted by Genesee County and any progress payment is made

under this contract. This includes all modifications required to meet the system

requirements.

SECTION 5 – QUALIFICATIONS OF PROPOSERS

In order to qualify for award, a vendor shall have the capability in all respects to perform

the work with integrity and reliability, which will assure good faith performance. This

requirement shall include, but is not limited to, the availability of the appropriate financial,

material, equipment, facility, personnel, ability, expertise, and experience necessary to

meet all procurement requirements.

A vendor must have the capability, qualifications, and the necessary experience to

provide services of a character similar to that required in this solicitation. If a vendor does

not convince Genesee County that it possesses the above minimum qualifications with

the proposal submission, Genesee County shall not consider its proposal for award.

At a minimum, the following requirements are necessary for submission of a proposal:

1. The proposer shall be financially stable with financial resources that will ensure

the successful completion of the project.

2. The proposer shall demonstrate business longevity, providing similar software

and services, for at least five (5) years.

RFP 24-362

If a proposer does not convince Genesee County that it possesses the above minimum

qualifications with the proposal submission, Genesee County shall not consider its

proposal for award.

SECTION 6 – INFORMATION REQUIRED FROM PROPOSERS

Qualified individuals or firms interested in providing the product and services described

herein are required to submit a complete (responsive) proposal for consideration. The

proposal shall address the items listed below. Failure to provide all requested items may

be sufficient cause for rejection of proposal as non-responsive.

Administrative Proposals

1. Business organization and reporting structure: Provide information on the

business’s history with the proposed product and past installations. Identify

installations of similar size and complexity to Genesee County. Identify key

individuals by name and title.

o Business organization, state the full name and address of your organization,

and, if applicable, the branch office or other subordinate element that will

perform or assist in performing the work. Include the names and phone

numbers of personnel at your organization authorized to negotiate the

proposed contract.

2. Staff Qualifications & Experience: The project requires a knowledgeable team with

technical and procedural know-how. Provide qualifications of key personnel that

are proposed to be involved in the project.

3. Statement of the Project: State in precise terms your understanding and

interpretation of the project requirements.

o Define the scope and timeline, specific deliverables and the acceptance

criteria for the deliverable, include the project closing and user acceptance

testing.

o Describe how the proposed product will accomplish the scope of work.

o Include staffing and the number of labor hours you have allocated for each

project phase.

o Define the support and training that is provided.

o Define the firm’s assessment process.

4. Describe the product that will be provided, the interface with the existing programs

and the conversion process. If applicable, please include the following information:

a. Hardware Environment. Describe the ideal hardware environment required

to utilize the proposed software. In the event there is more than one suitable

hardware platform, list all options indicating the relative strengths and

drawbacks of each, if any. Genesee County invites proposers to outline the

option for and cost of vendor-provided hardware.

b. Network Environment. Describe the ideal network environment required to

utilize the proposed software. (Please note that only TCP/IP protocols will be

considered). In the event there is more than one suitable network

RFP 24-362

configuration, list all options indicating the relative strengths and drawbacks

of each, if any.

c. Operating System. Identify the ideal operating system required by the

proposed applications software and database management system in the

hardware environment recommended above. In the event there is more than

one suitable operating system, list all options indicating the relative strengths

and drawbacks of each, if any.

5. Additional information and comments include any other information that is believed

to be pertinent but not specifically asked for elsewhere. Genesee County

welcomes innovative and unique strategies from proposers.

Submit the required submittals contained in the RFP that are required to substantiate a

responsive proposal as indicated below.

1. Signed Signature Page

2. Signed Insurance Requirements Page

3. Reference Form: Prior experience with similar requests is essential for any firm to

provide the services required in this solicitation. This section shall consist of a

minimum of three (3) references with project descriptions. In addition, contact

information for each reference shall be provided with the name, address, phone

number and email address. The contacts for each reference must be knowledgeable

of the offeror’s performance on the referenced project and the scope of services

performed by the proposer.

4. Cost Proposal Form

5. Financial Stability: Most recent Financial Audit or audited Financial Statements.

6. Statement of Exceptions: Furnish a statement on company letterhead giving a

complete description of all exceptions to the terms, conditions, and specifications set

forth in the Standard Proposed Contract and this RFP.

SECTION 7 –EVALUATION CRITERIA & SELECTION PROCUDURE

It is the intent of Genesee County to conduct a fair and comprehensive evaluation of all

proposals received. The County will award the contract to the most responsive,

responsible proposer having proven experience as described herein.

An Evaluation Committee consisting of, but not limited to, members of the Register of

Deeds office and the Information Technology Department shall be formed to review and

consistently evaluate proposals based upon, but not limited to the following criteria:

EXPERIENCE

• Years the bidder has been providing indexing and imaging services to land

records offices.

• Years the bidder has been in business and proven financial stability.

RFP 24-362

• Number of installations of similar size and complexity in Register of Deeds

Offices.

• Demonstrated ability of the proposed solution to satisfy and support the

functional requirements defined in this RFP.

SUPPORT AND TRAINING

• Availability of proposers’ personnel, facilities, equipment, and other resources.

• Ability to support the County in planning for a conversion from a competing

application.

• Ability to support the County in converting existing images and index data.

• Quantity and quality of system documentation and County staff training

• Demonstrated ability to support a large, installed base of users and to provide

system integration.

• On-going support services to be provided by the proposer

COST PROPOSAL

• Proposed pricing and payment structure

• Quality and thoroughness of the bidder’s submitted work plan.

FUNCTIONAL APPLICATION

• Demonstrated understanding of the County’s needs and requirements.

• Completeness and thoroughness of technical data and documentation provided.

• Potential of the proposed software to accommodate the County’s future needs

and expected technical innovations in the industry

• Demonstrated performance in providing critical security features and practices

• Ability to provide and host a user-friendly online search component for public and

professional use.

Each factor will be scored based upon points indicated. Each proposal for this project will

then be ranked by total score.

Evaluation Criteria

Possible

Points

Responsiveness of proposal to the requirement of the RFP

Demonstrated understanding of the project

Product offered

Proposed timeliness of completion of the project

Interface ability with existing programs

Training offered

Conversion process

Warranty and Service Maintenance Program

Cost

References

Total Points Available

100

SECTION 9 – INSURANCE REQUIRED FROM PROPOSERS

The Contractor shall at all times maintain in full force and effect for duration of the term

of this agreement the following insurance coverages. All coverage shall be with insurance

companies licensed and admitted to do business in the State of Michigan, having an AM

RFP 24-362

Best rating of at least A- and acceptable to Genesee County. In addition, the County

reserves the right to modify or waive at any time any applicable insurance requirements

based on the scope of services provided at the discretion of the County’s Risk Manager

or other authorized representative of the County.

Commercial General Liability Insurance on an “occurrence basis” with minimum limits

of $1,000,000 per occurrence and a $2,000,000 aggregate limit.-. The policy shall name

Genesee County, including all employees, elected and appointed officials and volunteers,

all boards, commissions, and/or authorities, and their board members, employees, and

volunteers as additional insureds. Coverage shall be primary and non-contributory,

including a waiver of subrogation in favor of the County.

Workers’ Compensation Insurance – as required by and in accordance with all

applicable statutes of the State of Michigan, including Employers’ Liability Coverage.

Automobile Liability – Including Michigan No-Fault coverages, with limits of liability not

less than $1,000,000 per occurrence combined single limit for bodily injury and property

damage. Coverage shall include all owned, non-owned, and hired vehicles. Limits may

be satisfied using primary and excess/umbrella liability policies. -. The policy shall name

Genesee County, including all employees, elected and appointed officials and volunteers,

all boards, commissions, and/or authorities, and their board members, employees, and

volunteers as additional insureds.

Professional Liability Insurance – in an amount not less than $1,000,000 per

occurrence and $1,000,0000 aggregate. If this policy is a claims made form, the

Contractor shall be required to keep said policy in force, or purchase “tail” coverage for a

minimum of three (3) years after the termination of this contract.

Cyber Insurance – in an amount not less than $1,000,000 per occurrence and

$3,000,000 aggregate including, data breach response, network security liability and

business interruption. Coverage should be primary and non-contributory, name Genesee

County as additional insured. Including legal and regulatory compliance.

A licensee or its insurance broker shall notify the County of any cancellation or reduction

in coverage within seven (7) days of receipt of insurer's notification to that effect. The

contractor, licensee, permittee, or lessee shall forthwith obtain and submit proof of

substitute insurance to the County Risk Manager within five (5) business days in the event

of expiration or cancellation of coverage.

1.1 Insurance Certificate and Additional Insured Coverage

1. Certificate of Insurance – The contractor must provide a Certificate of

Insurance evidencing the required insurance set forth above. The

Certificate Holder should be listed as follows:

Genesee County

Attn: Risk Management

1101 Beach Street, Flint, MI 48502

2. Endorsements In addition, the contractor must provide the following

endorsements, including but not limited to:

RFP 24-362

a. An additional insured endorsement (equivalent in coverage to ISO form

CG 20 10 and CG 20 37) naming the "Genesee County, its officials,

employees and agents, all boards, commissions and/or authorities and

board members, including employees and volunteers thereof" as

additional insureds under the general liability policy. No person or

department should be identified as the additional insured. Coverage

afforded shall be considered primary and any other insurance or self-

insurance, maintained by or available to the County shall be considered

secondary and/or excess.

b. An endorsement to each policy stating that such policy shall not be

cancelled or reduced in coverage except after thirty (30) days prior

written notice to County. Cancellation, material restriction, nonrenewal

or lapse of any of the required policies shall be grounds for immediate

termination of the Agreement by the County. If any of the required

coverages expire during the term of the contract, the vendor shall deliver

renewal certificates, endorsements, and/or policies to County at least

ten (10) days prior to the expiration date.

In lieu of required endorsements, a copy of the policy sections, where

coverage is provided for additional insured and cancellation notice, may be

acceptable. Copies of all policies mentioned above shall be furnished, if so

requested.

1.2 Indemnification

The Contractor agrees to indemnify, defend, and hold harmless the County,

its officials, officers, agents, and employees from any and all claims,

damages, or liability, including defense costs, arising out of the Contractor’s

performance of the Services or presence on the County’s property or

worksite. Contractor agrees that the insurance requirements specified in

the contract do not reduce the liability Contractor has assumed in the

indemnification/hold harmless section of the Contract.

RFP 24-362

COST PROPOSAL FORM

(complete and submit with proposal)

PROJECT: RFP #24-362 Records Management Software System

The information requested in this section is required to support the reasonableness of

each proposal. Use the format below. Please provide the pricing for installation and

ongoing support of a total records system.

Service Description Cost

Records Management

Software System and

Licensing Fee

Web-based search

capabilities

Implementation services $

Training Services $

Remote hosting Charge $

Conversion Services $

Annual Maintenance $

Party Software (if any) $

Equipment $

Other Services $

Total Cost $

RFP 24-362

SIGNATURE PAGE

GENESEE COUNTY RFP #24-362

Records Management Software System

The undersigned represents that he or she:

1. is duly authorized to make binding offers on behalf of the company,

2. has read and understands all information, terms, and conditions in the RFP,

3. has not engaged in any collusive actions with any other potential proposers for this RFP,

4. hereby offers to enter into a binding contract with Genesee County for the products and services

herein offered, if selected by Genesee County within 120 days from proposal due date,

5. certify that it, its principals, and its key employees are not “Iran linked businesses,” as that term is

described in the Iran Economic Sanctions Act, P.A. 2012, No. 517, codified as MCL 129.311, et

seq.

6. acknowledges the following addenda ___________________ issued as part of the RFP:

Conflict of Interest:

____To the best of our knowledge, the undersigned firm has no potential conflict of interest due to any

other County contracts, or property interest for this proposal.

____The undersigned firm by attachment to this form, submits information which may be a potential

conflict of interest due to other County contracts, or property interest for this Proposal.

Exceptions to Solicitation and/or Standard Contract: NO_____ YES_____ (include attached statement)

Name (typed):

Signature: Title:

Date:

Company:

Federal Employee Identification Number (FEIN): _____________________

DUNS Number: ___________________________________

Contact Person of company representative for matters regarding this RFP

CONTACT NAME POSITION

MAILING ADDRESS CITY STATE ZIP CODE

PHONE FAX E-MAIL

RFP 24-362

GENESEE COUNTY INSURANCE REQUIREMENTS

Prospective Contractor’s Acknowledgement

I have reviewed the insurance requirements listed in the attached sample contract and

will comply in full if awarded the contract.

___________________________________ _______________________

Contractor Signature Date

RFP 24-362

REFERENCES

List 3 references of similar projects Submitted by: ____________________

Company/Client:

Contacts:

Name:

Title:

Phone:

Dates of Service:

Email:

Address:

City, State:

Company/Client:

Contacts:

Name:

Title:

Phone:

Dates of Service:

Email:

Address:

City, State:

Company/Client:

Contacts:

Name:

Title:

Phone:

Dates of Service:

Email:

Address:

City, State:

RFP 24-362

PROFESSIONAL SERVICES CONTRACT

This Contract for Professional Services (the “Contract”) is by and between the County of

Genesee, a Michigan Municipal Corporation, whose principal place of business is located

at 1101 Beach Street, Flint, Michigan 48502 (the “County”), and [Contractor Name], a

[State] [Entity Type], whose principal place of business is located at [Contractor

Address] (the “Contractor”) (the County and the Contractor together, the “Parties”).

2. Agreement and Authority

This Agreement is entered into pursuant to RFP #24-362 issued by the Genesee

County Purchasing Department, and execution of this Agreement is authorized by

Resolution #________ issued by the Genesee County Board of Commissioners.

3. Term

3.1 Initial Term

The initial term of this Contract commences on [Start Date]and shall be

effective through [End Date] (the “Initial Term”).

3.2 Extension Terms

The County has the option to extend this Contract for up to three (3)

additional one-year terms (the “Extension Terms”).

4. Scope of Work

The Contractor agrees to perform the services described on Exhibit A (the

“Services”).

5. Compensation

Unit Rate. The Contractor shall be paid according to the rates identified on Exhibit

A. The total amount paid to the Contractor shall not exceed $_____________. The

Contractor must provide to the County monthly invoices in a form acceptable to

the County, along with any necessary supporting documentation such as time

sheets. The County will pay the Contractor within sixty (60) days of the County’s

acceptance of the invoice and supporting documentation.

6. Taxes. The County is a Michigan Municipal Corporation. The Contractor

acknowledges that the County is exempt from Federal Excise Tax and Michigan

Sales Tax.

7. Contract Administrator

The contract administrator for this Contract is [Contract Administrator] (the

“Contract Administrator”). The Contractor acknowledges that the Contract

Administrator is the primary County contact for notices and instructions related to

this Contract. The Contractor agrees to provide a copy of all notices related to this

Contract to the Contract Administrator.

RFP 24-362

8. Warranties

The Contractor warrants that:

8.1 The Services will be performed in a good and workmanlike manner and in

accordance with generally acceptable practices in the industry.

8.2 The Contractor will comply with all federal, state, and local laws in the

performance of the Services.

8.3 The Contractor will comply with the requirements of any federal or state

grants used to fund or support this Contract.

8.4 The Contractor will obtain and maintain all applicable licenses and permits

necessary to provide the Services for the entire term of this Contract.

8.5 The Contractor will obtain and maintain all applicable licenses and permits

necessary to provide the Services for the entire term of this Contract.

The Contractor agrees to indemnify, defend, and hold harmless the County, its

officials, officers, agents, and employees from any and all claims, damages, or

liability, including defense costs, arising out of the Contractor’s breach of these

warranties.

9. Suspension of Work

9.1 Order to Suspend Performance

Upon written order of the Contract Administrator, the Contractor agrees to

immediately suspend performance of the Services. The Contractor shall not

be entitled to compensation for any Services performed during any period

in which the Contract Administrator has directed that the Services be

suspended.

9.2 Necessary Actions Before Suspension

If immediate suspension of the Services would cause harm, injury, or

damage to persons or property, the Contractor must immediately notify the

Contract Administrator of the nature of such harm, injury, or damage, and

obtain written authorization from the Contract Administrator to take such

necessary action as to prevent or minimize such harm, injury or damage.

Actions authorized by the Contract Administrator pursuant to this paragraph

are compensable.

10. Termination

10.1 Termination for Cause

If the Contractor is in breach of any provision of this Contract, and such

breach continues for fourteen (14) days after written notice is issued to the

Contractor by the County of the breach, the County may terminate this

RFP 24-362

Contract. Such termination for cause is effective upon receipt of the notice

of termination by the Contractor.

In addition to any other remedies provided by law or this Contract, the

Contractor shall be responsible for all costs incurred by the County as a

result of the Contractor’s breach and termination, including any costs to

obtain substitute performance.

10.2 Immediate Termination

If the County, in its discretion, determines that the Contractor’s breach of

this Contract constitutes a threat to public health, safety, or welfare, the

County may terminate this Contract immediately upon notice to the

Contractor.

In addition to any other remedies provided by law or this Contract, the

Contractor shall be responsible for all costs incurred by the County as a

result of the Contractor’s breach and termination, including any costs to

obtain substitute performance.

10.3 Termination for Convenience

If the County determines that it is in the County’s best interests, the County

may terminate this Contract upon thirty (30) days written notice to the

Contractor.

The County shall pay for all work properly performed up to the effective date

of the notice of termination.

10.4 Termination for Lack of Funding

If this Contract is funded by public funds or a grant from a public or private

entity, and the funds are not appropriated or the grant is discontinued, the

County may terminate this Contract by written notice specifying the date of

termination.

The County shall pay for all work properly performed up to the effective date

of the notice of termination.

11. Nondiscrimination

The Contractor covenants that it will not discriminate against an employee or

applicant of employment with respect to hire, tenure, terms, conditions, or

privileges of employment, or a matter directly or indirectly related to employment,

because of race, color, religion, national origin, age, sex, sexual identity, gender,

gender identity, gender expression, height, weight, marital status or a disability that

is unrelated to the individual’s ability to perform the duties of a particular job or

position, and that it will require the same non-discrimination assurances from any

subcontractor who may be used to carry out duties described in this contract.

Contractor covenants that it will not discriminate against businesses that are

owned by women, minorities, or persons with disabilities in providing services

RFP 24-362

covered by this Contract, and that it shall require the same assurances from

subcontractors. Breach of this covenant shall be regarded as a material breach of

this contract.

12. Freedom of Information Act

This Contract and all attachments, as well as any other information submitted by

the Contractor to the County, are subject to disclosure under the provisions of MCL

15.231, et seq., known as the “Freedom of Information Act”.

13. Intellectual Property

Any intellectual property created by the Contractor in the performance of the

Services shall be considered a work made for hire, and any and all rights in such

intellectual property shall belong solely to the County. Upon the County’s request,

the Contractor agrees to execute any documents necessary to convey ownership

of such intellectual property to the County.

14. Audit Rights

14.1 Certification of Accurate Information

Contractor certifies that all information provided to the County by the

Contractor relating to the award or modification of this Contract, or any

payment or dispute related to this Contract, is true and correct. The

Contractor further certifies that its accounting system conforms to generally

accepted accounting principles.

14.2 Inspection

The Contractor agrees that the County may inspect the Contractor’s plant,

place of business, or worksite to ensure compliance with the terms of this

Contract. If this Contract is funded or supported with any state or federal

grant funds, the state or federal agencies responsible for administering the

applicable grants may examine the Contractor’s plant, place of business, or

worksite to ensure compliance with the terms of this Contract and the terms

of the applicable grant.

14.3 Audit

The Contractor agrees that the County may examine the Contractor’s

records to ensure compliance with the terms of this Contract. If this Contract

is funded or supported with any state or federal grant funds, the state or

federal agencies responsible for administering the applicable grants may

examine the Contractor’s records to ensure compliance with the terms of

this Contract and the terms of the applicable grant.

14.4 Records Retention

RFP 24-362

The Contractor agrees to maintain any business records related to this

Contract or the Contractor’s performance under this Contract for a period of

at least three (3) years after final payment.

15. Identity Theft Prevention

15.1 In the event that the Contractor will obtain identifying information during the

performance of the Services, the Contractor must take reasonable

precautions to ensure that such identifying information is protected from

unauthorized disclosure and is used only for the purpose of performing the

Services.

15.2 For the purposes of this Paragraph, “identifying information” means any

name or number that may be used, alone or in conjunction with any other

information, to identify a specific person, including but not limited to name,

address, telephone number, social security number, date of birth, driver’s

license number, taxpayer identification number, or routing code.

16. Insurance Requirements and Indemnification

The Contractor shall at all times maintain in full force and effect for duration of the

term of this agreement the following insurance coverages. All coverage shall be

with insurance companies licensed and admitted to do business in the State of

Michigan, having an AM Best rating of at least A- and acceptable to Genesee

County. In addition, the County reserves the right to modify or waive at any time

any applicable insurance requirements based on the scope of services provided

at the discretion of the County’s Risk Manager or other authorized representative

of the County.

Commercial General Liability Insurance on an “occurrence basis” with minimum

limits of $1,000,000 per occurrence and a $2,000,000 aggregate limit.-. The policy

shall name Genesee County, including all employees, elected and appointed

officials and volunteers, all boards, commissions, and/or authorities, and their

board members, employees, and volunteers as additional insureds. Coverage

shall be primary and non-contributory, including a waiver of subrogation in favor of

the County.

Workers’ Compensation Insurance – as required by and in accordance with all

applicable statutes of the State of Michigan, including Employers’ Liability

Coverage.

Automobile Liability – Including Michigan No-Fault coverages, with limits of

liability not less than $1,000,000 per occurrence combined single limit for bodily

injury and property damage. Coverage shall include all owned, non-owned, and

hired vehicles. Limits may be satisfied using primary and excess/umbrella liability

policies. -. The policy shall name Genesee County, including all employees,

elected and appointed officials and volunteers, all boards, commissions, and/or

authorities, and their board members, employees, and volunteers as additional

insureds.

RFP 24-362

Professional Liability Insurance – in an amount not less than $1,000,000 per

occurrence and $1,000,0000 aggregate. If this policy is a claims made form, the

Contractor shall be required to keep said policy in force, or purchase “tail” coverage

for a minimum of three (3) years after the termination of this contract.

Cyber Insurance – in an amount not less than $1,000,000 per occurrence and

$3,000,000 aggregate including, data breach response, network security liability

and business interruption. Coverage should be primary and non-contributory,

name Genesee County as additional insured. Including legal and regulatory

compliance.

A licensee or its insurance broker shall notify the County of any cancellation or

reduction in coverage within seven (7) days of receipt of insurer's notification to

that effect. The contractor, licensee, permittee, or lessee shall forthwith obtain and

submit proof of substitute insurance to the County Risk Manager within five (5)

business days in the event of expiration or cancellation of coverage.

16.1 Insurance Certificate and Additional Insured Coverage

3. Certificate of Insurance – The contractor must provide a Certificate of

Insurance evidencing the required insurance set forth above. The

Certificate Holder should be listed as follows:

Genesee County

Attn: Risk Management

1101 Beach Street, Flint, MI 48502

4. Endorsements In addition, the contractor must provide the following

endorsements, including but not limited to:

c. An additional insured endorsement (equivalent in coverage to ISO form

CG 20 10 and CG 20 37) naming the "Genesee County, its officials,

employees and agents, all boards, commissions and/or authorities and

board members, including employees and volunteers thereof" as

additional insureds under the general liability policy. No person or

department should be identified as the additional insured. Coverage

afforded shall be considered primary and any other insurance or self-

insurance, maintained by or available to the County shall be considered

secondary and/or excess.

d. An endorsement to each policy stating that such policy shall not be

cancelled or reduced in coverage except after thirty (30) days prior

written notice to County. Cancellation, material restriction, nonrenewal

or lapse of any of the required policies shall be grounds for immediate

termination of the Agreement by the County. If any of the required

coverages expire during the term of the contract, the vendor shall deliver

renewal certificates, endorsements, and/or policies to County at least

ten (10) days prior to the expiration date.

RFP 24-362

In lieu of required endorsements, a copy of the policy sections, where

coverage is provided for additional insured and cancellation notice, may be

acceptable. Copies of all policies mentioned above shall be furnished, if so

requested.

16.2 Indemnification

The Contractor agrees to indemnify, defend, and hold harmless the County,

its officials, officers, agents, and employees from any and all claims,

damages, or liability, including defense costs, arising out of the Contractor’s

performance of the Services or presence on the County’s property or

worksite. Contractor agrees that the insurance requirements specified in

the contract do not reduce the liability Contractor has assumed in the

indemnification/hold harmless section of the Contract.

17. Independent Contractor

The Contractor and its agents and employees are independent contractors and

are not the employees of the County.

18. General Provisions

18.1 Entire Contract

This Contract, consisting of the following documents and Exhibits,

embodies the entire Contract between the Parties.

18.1.1. The Contract – This Professional Services Contract

18.1.2. Exhibit A – The Scope of Work

18.2 No Assignment

The Contractor may not assign or subcontract this Contract without the

express written consent of the County.

18.3 Modification

This Contract may be modified only in writing executed with the same

formalities as this Contract.

18.4 Binding Effect

The provisions of this Contract shall apply to and bind the heirs, executors,

administrators, and assigns all of the parties hereto.

18.5 Headings

The paragraph headings in this Contract are used only for ease of

reference, and do not limit, modify, construe, and or interpret any provision

of this Contract.

RFP 24-362

18.6 Governing Law and Venue

This Contract is entered into under the laws of the State of Michigan. Any

litigation between the Parties arising out of this Contract must be initiated

within two years of the cause of action accruing and must be brought in a

court of competent jurisdiction in Genesee County, Michigan.

18.7 Subpoena Power

The Contractor acknowledges and understands that the Chairperson of the

Genesee County Board of Commissioners, pursuant to MCL 46.3(5), as

amended, has the power to administer oaths, issue subpoenas, and compel

a person’s attendance in the same manner as a court of law. The Contractor

agrees to submit to this power with respect to this Contract.

18.8 Severability and Survival

In the event that any provision of this Contract is deemed by any court of

competent jurisdiction to be legally ineffective, such decision shall have no

effect on the remaining provisions of this Contract.

18.9 Interpretation

Each Party has had opportunity to have this Contract reviewed by legal

counsel and has had equal opportunity to contribute to its contents. In the

event of any dispute concerning the interpretation of this Contract, there

shall be no presumption in favor of any interpretation solely because the

form of this Contract was prepared by the County.

18.10 Remedies

All remedies specified in this Contract are non-exclusive. The County

reserves the right to seek any and all remedies available under this Contract

and applicable law in the event that the Contractor fails to abide by the terms

of this Contract.

IN WITNESS WHEREOF, the Parties have caused this Contract to be executed

by their duly authorized agents.

CONTRACTOR NAME COUNTY OF GENESEE

By: By:

____________________[Name] James Avery, Chairperson

____________________[Title] Board of County Commissioners

Date: Date:

RFP 24-362

EXHIBIT A

Description of the Services

This information will be provided upon mutual agreement between the County and

selected vendor.