14-Addendum 1.pdf

ADDENDUM

Incorporated County of Los Alamos Procurement Division

101 Camino Entrada, Building 3 Los Alamos, NM 87544

This Addendum forms a part of the Solicitation documents and modifies the original Solicitation documents, as stated herein. All other provisions of the Solicitation documents remain unchanged. This Addendum is hereby made a part of the Solicitation documents to the same extent as those provisions contained in the original documents and all itemized listings thereof.

GENERAL INFORMATION

To: All holders of Solicitation documents for the below-referenced Solicitation.

Date: September 22, 2026

Addendum No.: No. 1

Solicitation No.: RFP27-21

Solicitation Title: Clerk Recorder System

Contact Name: Patricia Masterson

Contact Title: Management Analyst

Contact Phone No.: 505.662.8127

Contact E-Mail: patricia.masterson@losalamosnm.gov

ACKNOWLEDGEMENT

Respondents are requested to acknowledge receipt of this Addendum by submitting a signed copy of page one (1) of this Addendum with Respondent’s Bid or Proposal. Pursuant to NMSA 1978 §14-16-7, this acknowledgement may be signed by electronic signature.

I hereby acknowledge receipt of this Addendum.

Name: Date:

Title: Signature:

Company:

(This space intentionally left blank)

MODIFICATIONS TO THE SOLICITATION AND/OR Q&A

Please note the modifications to the Solicitation and/or questions received and County’s answers.

Ref.

No.

Modification and/or Question Answers

Link to recording of Pre-Proposal Conference held 09.03.26 at 1pm Mountain Time https://losalamosnm.egnyte.com/dl/XYbgY8mK4Vt9

2 A list of attendees is attached See Exhibit A

Are screen shots allowed/preferred/not preferred?

Screenshots are allowed and may be used to illustrate concepts where vendor believes it is helpful to the proposal content.

Do you have a list of all document types included in your current records?

For current document types, see Exhibit B. The County would like the flexibility to add or modify document types in the future.

Is there any integration with a case management system?

No, there is no integration with case management.

The probate caseload is roughly 40 per year and they are recorded along with other record types.

Are there separate numbering series for probate or other types of records?

Yes, there are currently four sequences: Probate, Regular Recordings, and Internal Recordings like signed contracts/agreements. In addition, Marriage Books have their own sequence.

The County identifies 100 GB / 278,000 records across 275 tables in Tyler Technologies Records Management v.

2024.1.31. Will the County be

responsible for providing a clean SQL database backup and unencrypted image files (TIFFs), or is the Offeror expected to extract the schema and binaries directly?

The County will be responsible for providing a clean SQL database and unencrypted TIFF images.

Legacy Data and Image Migration:

Could the County provide an approximate volume and composition of the records expected to be migrated, including the number of document images, approximate storage size, associated indexing records, date ranges, and the existing source system or systems from which the data will be exported?

See pages 8 and 9 of the RFP document.

Ref.

No.

Modification and/or Question Answers

Required Initial Integrations: The solicitation identifies integration with the County’s financial and Assessor systems and includes several related technical requirements. Could the County identify the specific current systems/products and available integration methods or APIs that the selected solution will be expected to support during the initial implementation?

The integration with the Assessor’s Office is not functional. Their current software is Eagle Assessor.

The current integration with the County’s financial operations comprises a comma-delimited extract which is manually imported into Tyler Munis, then manually converted into a deposit batch.

FedRAMP Applicability: The County Technology Standards state that FedRAMP-certified data centers are required for SaaS solutions if they store or may store LANL critical infrastructure information, with applicability to be confirmed with LANL authority. For purposes of this RFP, should offerors assume that the Clerk Recorder System will contain information that makes the FedRAMP requirement applicable?

The County’s system will not contain documents that make the FedRAMP requirements applicable.

Implementation and Go-Live Expectations: Does the County have a desired or required implementation completion/go-live timeframe following contract award, including any preferred sequence for data migration, core recording functionality, public portal deployment, integrations, and optional AI indexing capabilities?

The full go-live, including data migration, core recording functionality, integrations, and optional indexing capabilities should be completed by September 30, 2027.

The implementation should allow time for multiple rounds of testing and refining the final product.

Can the County provide “RFP 10 County Tech Standards Questionnaire” as an editable document?

MSWord version of the County Tech Standards Questionnaire has been added to Public Files.

Can the County provide a sample of their current probate docket or an example of how they would like to see the docket?

See Exhibit C.

14 Can the County provide the typical workflow for Probate Records?

See Exhibit C.

15 Can the County provide samples of their required reports?

See Exhibit D.

Is the County open to the vendor providing payments for both counter and web so the County has a single source to reconcile?

Yes.

Modification and/or Question Answers

Will the County accept proposals that have been digitally signed (i.e. through DocuSign)?

Proposals may be digitally signed but must be uploaded to the Bonfire portal in accordance with the RFP response requirements, and meet all content and format requirements.

What specific pain points or inefficiencies in the current system are driving this replacement—speed, usability, data sharing, reporting, vendor support, etc.?

The expiration of the current contract is the primary driver of this RFP. The opportunity to learn improvements and changes across the market is an added benefit.

With our current system, we were to have an integration with our Assessor’s office. While that was implemented, it caused additional work for the Assessor staff. The system was disconnected rather than corrected.

Four years after implementing our current system, we still cannot accept payments online. This must be corrected in any future solution.

21 How many reports are in the current system?

The current system includes 80 total reports.

How many forms are in the current system?

The County will want to use these and have the ability to create more as needed. Ideally, the designer function will be intuitive, with a WYSIWYG interface.

Beyond replacing the legacy solution, what strategic outcomes does the County want to achieve — operational efficiency, public transparency, cost savings, or modernization?

The County continually seeks ways to improve operational efficiency, whether in internal processing or by the ease of use for external customers. The County is open to learning about modern technologies that may enable that improvement.

How does the County envision user training — virtual, on-site, train-the-trainer, or hybrid?

A hybrid format for training will be requested, with on-demand training required for new users. A train-the-trainer option would be desirable, as would in-depth training for County administrators.

Modification and/or Question Answers

Historical Indexing Scope Should the ~131,000 minimally indexed documents be fully re-indexed during implementation, or migrated as-is with back-indexing priced as an option?

Indexing historical files should be priced as a separate option.

Matrix 4.2 What form of “published accuracy statistics” satisfies the requirement?

The proposer is expected to have tested real-world data and example data indexed with AI and human-verified.

Matrix 1.8 Does “verifiably compliant” require a third-party accessibility audit, or will a VPAT/equivalent report suffice?

An Accessibility Conformance Report (ACR) will be required, whether conducted by a third party or the provider itself.

Must we integrate with the County’s existing processor, or may we propose another PCI-compliant integrated solution?

Another PCI-compliant integrated solution may be considered with the approval of the County’s Procurement, Finance, and Information Management departments. If proposing an alternate PCI-compliant solution, please also provide the 3rd party’s Terms and Conditions with your proposal.

29 Can the County confirm the currently available integration method/API?

None of our shared processes currently use true integration. See Question 9 for more detail.

Does the SQL Server 2019 requirement apply to vendor-hosted/SaaS solutions or only on-premise deployments?

The County will work with any structure the vendor provides, if usable data is available as an extract upon demand.

Which numbering should we follow where Sections 5.10–5.13 reference Scope Sections 18–23?

Please reference the Scope sections (5.10 – 5.13) when providing your response.

1) Please provide the current RMS vendor and product, the number of databases, indexed instruments, images and pages to be migrated, total data volume, source file formats, date ranges, and any known data-quality or index-reconciliation issues.

2) Please also clarify whether the scope includes physical document scanning or only migration of existing electronic data and images.

1) See pages 8-9.

2) The scope of the project includes only migration of existing electronic data and images.

Please identify the County financial, assessor, payment-gateway, identity-management, GIS, and eRecording systems that must be integrated, including available API or interface documentation, required data flows, and whether the incumbent vendor will provide database extracts and technical cooperation.

For financial and assessor, refer to question 9.

We do not currently have a payment gateway but will want customers to be able to pay for documents online for downloading.

We do not have any integration with a GIS system.

eRecordings use PRIA standards for document names.

The current vendor will provide technical cooperation as required for any transfer.

Modification and/or Question Answers

Has the County determined whether the RMS will store or may store LANL critical-infrastructure data and, consequently, whether FedRAMP-certified hosting is mandatory for this procurement? If applicable, please identify the required FedRAMP authorization level and any additional security-control or reporting requirements.

The County’s system will not contain documents that make the FedRAMP requirements applicable.

1) Please provide the anticipated numbers of internal named and concurrent users, title-company subscribers, public searches, annual recorded instruments,

2) certified-copy transactions,

3) storage growth, and

4) required retention periods, and

5) confirm whether transaction, subscription, convenience-fee, or payment-processing revenue may be incorporated into the pricing model.

1) See pages 9 – 10 of the RFP document.

2) Approximately 200/year over a 10 year period

3) Unknown

4) It is the duty of the county clerk to maintain permanently all documents that by law should be recorded. (NMSA 14-8-2. )

5) The County will absorb any transaction fees.

There are no convenience fees charged.

Subscriptions are charged as a monthly fee.

Please confirm that the County is willing to distinguish County data and County-specific deliverables from an offeror’s pre-existing SaaS platform, reusable components, tools, methodologies, and generalized enhancements, with ownership of the latter remaining with the offeror and the County receiving the subscription rights necessary to use the solution.

The County is willing to distinguish between the ownership of its data and ownership of the offeror’s solutions.

Regarding the approximately 131,000 historical documents the County needs indexed:

a. What kind of writing is on these documents? Is it typed text, handwriting, cursive?

b. What year range are these documents?

c. Are they already digitized? If so, where are these documents stored?\

a. The historical documents are primarily written with typed text and the occasional inclusion of handwritten books/pages and document numbers for released documents.

b. The majority of the historical documents range from 1968 to 2001 with a few outliers prior to 1968.

c. These documents are already digitized and exist in the current software database.

1) How many documents do you record annually? Can you provide annual recordings per document type if possible.

1) See page 10 of the RFP document.

2) See Exhibit E.

Modification and/or Question Answers

Regarding AI-assisted Indexing, what document types would you want to be auto indexed by the system?

All recorded documents (notarized) should be indexed. Ideally, filed documents should be indexed as well, with this as a secondary priority.

Regarding auto redactions, can you specify what document types would need to be run through the redaction service and what information you would want the system to detect and redact?

For example, Mortgages would need the mortgage number identified and redacted by the system wherever present on the document.

Mortgages: Account number except for the last 4 digits, MIN numbers if the account number is embedded within.

Any/all documents: Social Security Number (full number), EIN/Business Identification (except last 4 digits).

Death Certificates: All personal information except for the name of the deceased, their YEAR of birth, and the date of death.

Exhibit A Pre-Proposal Conference List of Attendees

RFP27-21 Clerk Recorder System

County Attendees

Name Title E-Mail

Patricia Masterson

Management Analyst – Procurement patricia.masterson@losalamosnm.gov

Michael Redondo County Clerk michael.redondo@losalamosnm.gov

Tessa Jo Mascareñas

Chief Deputy Clerk tessajo.mascarenas@losalamosnm.gov

Allison Collins Senior Deputy Clerk allison.collins@losalamosnm.gov

Betty Martinez Chief Appraiser betty.martinez@losalamosnm.gov

Jeannette Aldaz Information Management jeannette.aldaz@losalamosnm.gov

Alex Lerma Accounting Operations Manager

Vendor Attendees

Name Organization E-Mail

Naomi Skopec Catalis nskopec@catalisgov.com

Payten Jensen Catalis payten.jensen@catalisgov.com

Ryan Crowley Catalis rcrowley@catalisgov.com

Ferdous Wahid Superior Data Science LLC wahid@superiordatascience.com

Jessica Parker Neumo jessica.parker@neumo.com

Peter Duffy Tyler Technologies peter.duffy@tylertech.com mailto:patricia.masterson@losalamosnm.gov mailto:michael.redondo@losalamosnm.gov mailto:tessajo.mascarenas@losalamosnm.gov mailto:allison.collins@losalamosnm.gov mailto:betty.martinez@losalamosnm.gov mailto:jeannette.aldaz@losalamosnm.gov mailto:nskopec@catalisgov.com mailto:payten.jensen@catalisgov.com mailto:rcrowley@catalisgov.com mailto:wahid@superiordatascience.com mailto:jessica.parker@neumo.com mailto:peter.duffy@tylertech.com

Eric Benoit SC Strategic Solutions ebenoit@scview.com

Durgesh COOLSOFT durgesh.b@coolsofttech.com

Sanjitha mailto:ebenoit@scview.com mailto:durgesh.b@coolsofttech.com

Exhibit B

Los Alamos County, New Mexico

Document Types

STANDARD RECORDINGS — NOTARIZED DOCUMENTS

Numbering Format: 123456

AFDT Affidavit

AGMT Agreement

AMNT Amendment

APPO Appointment

ARTI Articles of Incorporation

ASSG Assignment

BYLW Bylaws

CERA Certificate of Approval

CONT Construction Contract

COVE Covenants

DCLR Declaration

DD214 Military Discharge

DEATH Death Certificate – Real Estate

DEED Deed

DPTX Delinquent Property Tax

EASE Grant Easement (non-County)

JUDG Judgment

LEAS Lease

LETT Letters Testamentary

LIEN Lien

LISP Lis Pendens

MEMO Memo/Certification of Trust

MODA Modification Agreement

MORT Mortgage

MOU Memorandum of Agreement

NMLIEN New Mexico Lien (no charge)

NMREL New Mexico Release of Lien (no charge)

NOT Notice

NOTICEHOA HOA Notice

OATH Oath (non-County)

ORDE Order

PERM Permit

PET Petition

PLAT Plat/Survey

POA Power of Attorney

PR Party Rules

REALESTATECONT Real Estate Contract

REL Release

RELJ Release of Judgment

RELISPEND Release of Lis Pendens

REVO Revocation

RLEN Release of Lien

SPAG Separate Property Agreement

STMT Statement

SUBO Subordination Agreement

TERM Termination

UCC UCC (all)

UFN Unused File Number

VACE Vacation of Easement (non-County)

WILL Will / Last Will & Testament

WLEN Withdrawal of Lien

MARRIAGE LICENSE

Numbering Format: Book 35 Page 74, Document 1234

MARAPP Marriage Application

PROBATE CASES

Numbering Format: PB1234

Probate cases are filed with a single case number. Documents within the case are scanned individually but do not have numbers.

PROBATE Probate File

COUNTY DOCUMENTS

Numbering Format: LACF26-1234

Several of these are no longer or rarely used, as notarized documents have been transitioned to Standard Recording types at no charge. There are, however, legacy documents with some of these types.

CODEORDINANCES Code Ordinance

LAC General County Documents

LACAFFIDAVID Affidavit

LACFAGREEMENT Agreement

LACFAMENDMENT Amendment

LACFCERTIFICATEAPPROVAL Certificate of Approval

LACFDEED Deed

LACFLEASE Lease

LACFLIEN Lien

LACFMORTGAGE Mortgage

LACFMOU Memorandum of Agreement

LACFOATH Oath – County Positions/Offices

LACFORDER Order

LACFPARTYRULES Party Rules

LACFPERMIT Permit

LACFPSA INACTIVE – USE LACFAGREEMENT Professional Services Agreement

LACFREL Release of Lien

LACFSTATEMENT Statement

LACFVACATEEASEMENT Vacation of Easement

MINUTES Meeting Minutes

ORDINANCES Ordinance

RESOLUTIONS Resolution

Exhibit C

Probate Case Workflow

Los Alamos County processes informal probate cases only. Informal probate in New Mexico is a streamlined, paper-based court process used when an estate is undisputed, and all family members agree on who will manage it.

Case details are entered into recording software, as shown below, then each document is scanned separately. The Clerk’s Office prepares a docket for the case using the “Scan Info” tab, shown on the following page. The Docket is printed from a pre-designed system form.

Exhibit ___ Example Reports

Receipt Extract for Munis (*.csv)

Receipt Listing by Date

Exhibit C

Probate Case Workflow

Los Alamos County processes informal probate cases only. Informal probate in New Mexico is a streamlined, paper-based court process used when an estate is undisputed, and all family members agree on who will manage it.

Case details are entered into recording software, as shown below, then each document is scanned separately. The Clerk’s Office prepares a docket for the case using the “Scan Info” tab, shown on the following page. The Docket is printed from a pre-designed system form.

Exhibit E

FY2026 Recordings by Document Type

Product Description Documents Recorded

AFDT AFFIDAVIT 47

AGMT AGREEMENT 53

AMNT AMENDMENT 2

ARTI ARTICLES OF INCORP 1

ASSG ASSIGNMENT 39

BYLW BYLAWS 5

CERA CERTIF APPROVAL 1

CERT CERTIFICATE 9

CODEORDINANCES CODE ORDINANCES 7

COVE COVENANT 3

DCLR DECLARATION 6

DEATH DEATH CERTIFICATE - RE 64

DEED DEED 691

EASE GRANT EASEMENT 3

JUDG JUDGMENT 6

LAC LOS ALAMOS COUNTY GOVERNMENT DOCUMENTS 9

LACFAGREEMENT AGREEMENT 116

LACFAMENDMENT AMENDMENT 44

LACFLEASE LEASE 1

LACFLIEN LIEN 1

LACFMOU MOU 5

LACFOATH OATH 3

LACFORDER ORDER 19

LACFSTATEMENT STATEMENT 1

LEAS LEASE 1

LETT LETTERS TESTAMENTARY 3

LIEN LIEN 77

LISP LIS PENDENS 10

MARAPP MARRIAGE APPLICATION 90

MEMO MEMO / CERT OF TRUST 71

MINUTES MINUTES 31

MODA MOD AGREE 3

MORT MORTGAGE 581

NMLIEN NEW MEXICO LIEN 82

NMREL NEW MEXICO RELEASE 34

NOT NOTICE 7

ORDE ORDER 9

ORDINANCES ORDINANCES 13

PLAT PLAT 16

POA POA 47

PR PARTY RULES 1

PROBATE PROBATE FILING FEE 29

PSA PSA 3

REALESTATECONT REAL ESTATE CONT 2

REL REL 570

RELLISPEND REL LIS PEND 1

RESOLUTIONS RESOLUTIONS 25

REVO REVOCATION 13

RLEN REL LIEN 74

SPAG SEP PROP AGREE 12

SUBO SUBORDINATION 2

UCC UCC 38

UCCA UCC AMENDMENT 3

UCCCONTINUATION UCC CONTINUATION 4

UCCT UCC TERMINATION 7

WILL WILL / LAST WILL & TESTAMENT 1