2-RFQ 2026-10 - Title Services.pdf

Rev. 4/6/26; Law No. 26-ED-217 SC Procurement Office RFQ No. 2026-10 Issue Date: 5/7/2026 Commodity Code 953-87 RFQ for Title Examination & Insurance Services

Request for Qualifications (RFQ)

Suffolk County Office of Central Procurement on behalf of the Suffolk County Division of Real Property Acquisition and Management is

Seeking Responses for Title Examination and Insurance Services

Timeline

Advertised/Issue Date: May 7, 2026

Technical Questions Due: May 21, 2026 by 3:30 PM

Response Due Date: June 10, 2026 by 3:30 PM

Anticipated Term of Contract: January 1, 2027 – December 31, 2029

Contact/Help Information

Name: Michael Brown Direct Tel. 631-853-5947 Land Acquisition Supervisor Main Tel. 631-853-4800 100 Veterans Memorial Highway, 2nd FL Email: Michael.brown@suffolkcountyny.gov Hauppauge, N.Y. 11788 Need Help? Please contact Bonfire directly at Support@GoBonfire.com for technical questions or issues related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc

Uploading your submission

• Upload your submission at: https://suffolkcountyny.bonfirehub.com/portal/

• Logging in and/or uploading your file(s) does not mean your response is submitted. Responders must successfully upload all the file(s) and MUST click the SUBMIT button before the closing time.

• You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission. This will confirm that you have successfully submitted your Response.

• Each submitted item of requested information will only be visible to Suffolk County after the closing time.

• If the file you are submitting is required by this RFQ, you will not be able to complete your submission until the requirement is met.

• Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

• Please note the type and number of files allowed. The maximum upload file size is 1000 MB. Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

• Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox. Java Script must be enabled.

Late Responses Will Be REJECTED mailto:Support@GoBonfire.com https://bonfirehub.zendesk.com/hc https://suffolkcountyny.bonfirehub.com/portal/

Table of Contents

Section I Administrative Information

1. Purpose of RFQ

2. Coordinating Departments

3. Background Information

4. Evaluation Committee and Award of Contract

5. Questions and Comments

6. Responder’s Conference

7. Due Date for Responses

8. Submission of Responses

9. RFQ Policies and Procedures

10. RFQ Posted on Bonfire Portal

11. Reservation of Rights

12. Response Format

13. Award Criteria

14. Contract Terms and Conditions

15. Use of County Resources to Interfere with Collective Bargaining Activities LL 26-2003

16. Non-Responsible Bidder

17. Effective Period of Responses

18. NYS Freedom of Information Law (FOIL)

Section II Responder Profile

1. General Information/Responder’s History

2. Qualifications and Experience of Personnel

3. Financial Viability

4. Client History

5. References

6. Conflicts of Interest and/or Potential Conflicts of Interest

7. Subcontractors

Section III Technical Requirements

1. Background and Overview/Scope of Desired Services

2. Minimum Requirements for Technical Services Responses

3. Additional Technical Services Specifications (Detailed Scope of Services)/Confidentiality

Section IV Cost Response/Fee Schedule

1. Separate File

2. Cost Response/Fee Schedule is One of Several Evaluation Criteria

3. Additional Information

4. Alternative Responses

5. Format for Cost Response/Fee Schedule

6. Standard Title Search Charges

7. Additional or Special Charges

8. Payment Vouchers

9. Changes to Payment Structure

Section V Model Contract

Section VI Suffolk County Required Compliance Forms in Accordance with County Laws

Exhibit 1 Rate Schedule

Section I Administrative Information

1. Purpose of RFQ

The County of Suffolk (“County”), on behalf of the Suffolk County Department (“Department”) set forth on page one, invites responses (“Response(s)”) from qualified Title Examination/Insurance companies (“Responder(s)”) to provide services (“Services”), as described in Section III, entitled “Technical Requirements.”

The term Contractor (“Contractor”) shall mean the successful Responder who may be awarded a contract pursuant to this RFQ.

2. Coordinating Departments

a. Prior to Award of Contract

The Suffolk County Office of Central Procurement is responsible for coordinating with the Department regarding the issuance of this RFQ:

Suffolk County Office of Central Procurement

H. Lee Dennison Building, 10th Floor 100 Veterans Memorial Highway Hauppauge, NY 11788 Tel: (631) 852-5463

Contact: Thomas Malanga, Associate Chief Procurement Officer Email: thomas.malanga@suffolkcountyny.gov

b. After Award of Contract

i. The Department is responsible for coordinating with the Suffolk County Attorney’s Office and the Contractor regarding the negotiation and execution of the contract.

ii. The County will execute a contract with the Contractor, based on the Model Contract included in this RFQ. Note that the Model Contract is subject to negotiation and revision, based on the Department’s needs and the approval of the County Attorney’s Office.

iii. The Response submitted by the Responder in response to this RFQ, as may be negotiated by the Department, will become the basis for the contract.

c. After Execution of Contract

The Department is responsible for administration of the contract.

3. Background Information

a. Suffolk County, with a population of 1.5 million, is Long Island's eastern-most county, and covers an area of approximately 900 square miles, 20 miles at its widest part and approximately 86 miles in length.

b. The County of Suffolk is a municipal corporation of the State of New York with an annual operating budget of approximately $3.9 billion. The County employs approximately 9,000 employees, with main offices located in Hauppauge, Yaphank, Riverhead, and several smaller locations.

4. Evaluation Committee and Award of Contract

The RFQ Evaluation Committee will include representatives of the Department. The Suffolk County Department of Law acts as counsel to the Evaluation Committee but does not vote in the selection process. The award of any contract will be made in the best interest of the County.

5. Questions and Comments

a. Administrative Questions

Administrative questions (e.g., procedural questions on how to respond to this RFQ) may be submitted by telephone or in writing (email acceptable) to the Office of Central Procurement staff member listed in paragraph 2 (a) of this RFQ.

b. Technical Questions

Technical questions (questions which are specific to the service requested in this RFQ) must be submitted on or before the date set forth on page one of this RFQ. Responses to such technical questions will be developed by the requesting Department and issued by the Office of Central Procurement in the form of an Addendum to this RFQ.

To contact the Suffolk County Office of Central Procurement or ask questions in relation to this RFQ, respondents must register with the Office’s Procurement Portal at https://suffolkcountyny.bonfirehub.com/portal (the “Portal”) and initiate the communication electronically through the “Messages” tab in the left column on Bonfire, then click “Vendor Discussions” to enter your question(s). The County will not accept any respondent’s communications by any other means, except as specifically stated in this RFQ.

Need Help? Please contact Bonfire directly at Support@GoBonfire.com for technical questions or issues related to your submission. You can also visit their help forum at https://bonfirehub.zendesk.com/hc

c. No Direct Contact

No questions or comments should be directed to any County employee or its contractors or any firm currently in contract with the County regarding this RFQ during the RFQ process, except as set forth in sub-paragraphs 5.a and 5.b above or as may be requested or permitted by the Suffolk County Office of Central Procurement and/or the Suffolk County Department of Law.

Failure to comply may result in immediate disqualification.

6. Proposer’s Conference- Intentionally Omitted

7. Due Date for Responses

Responses must be submitted by 3:30 p.m. on the date set forth on page one of this RFQ.

In the interest of fairness to all participants, no extensions or exceptions will be permitted, unless issued as an Addendum to this RFQ and applicable to all Responders.

8. Submission of Responses

Suffolk County no longer will accept hard copies of RFQ responses. All submissions must be done online at https://suffolkcountyny.bonfirehub.com/portal/.

9. RFQ Policies and Procedures

a. It is the County’s intent to select the Responder that provides the best solution for the County’s needs. In order for the County to conduct a uniform review process of all Responses, Responses must be submitted in the format set forth below in the paragraph entitled “Response Format.” Failure to follow this format may be cause for rejection of a Response because adherence to this format is critical for the County’s evaluation process.

b. The contract will be in the general format set forth in Section V entitled “Model Contract,” but will be subject to final contract negotiations.

c. This RFQ is not intended, and shall not be construed, to commit the County to pay any costs incurred in connection with any Response or to procure or contract for any services.

d. As a preliminary step, each Response will be examined to determine whether it is responsive to the requirements of this RFQ. After such preliminary review, all responsive Responses will be evaluated.

e. The decision to award a contract shall be based on the ability of the Responder to provide quality and needed services and products and to comply with all applicable laws, rules, and regulations, including without limitation the local preference and other Suffolk County local laws referenced in the Section entitled “Suffolk County Required Compliance Forms in Accordance with County Laws.”

f. While the County is under no obligation to contact Responders for clarifications, it reserves the right to do so. Depending on the number and quality of the Responses submitted, the County, at the sole discretion of the RFQ Evaluation Committee, may elect to interview all or some of the Responders during the selection process and to request presentations.

g. After evaluating the Responses, the County may enter into negotiations with one Responder or multiple Responders. The primary purpose of negotiations is to maximize the County’s ability to obtain the best value based on the mandatory requirements, evaluation criteria, and cost. Multiple rounds of negotiations may be conducted with one Responder or multiple Responders.

Negotiations will be structured by the County to safeguard information and ensure that all Responders are treated fairly.

https://suffolkcountyny.bonfirehub.com/portal/

h. The County may invite one or more Responders to submit a best and final offer (“BAFO”). Such invitation will establish the time and place for submission of the BAFO. Any BAFO that is not equal to or lower in price than the pricing offered in the Responder’s original Response will be rejected as non-responsive and the County will revert to consideration and evaluation of the Responder’s original pricing.

i. If required, after review of the BAFO(s), clarification may be sought from the Responder(s). The

County may conduct more than one round of negotiations and/or BAFO submissions in order to attain the best value for the County.

j. The County will not necessarily choose the Responder(s) with the lowest rates for Services.

Based on the evaluation criteria, a competitive range consisting of those Responses which are acceptable to the County, or which could be made acceptable following written or oral presentations, will be determined.

k. The award of any contract will be made as judged to be in the best interest of the County.

l. Protest Procedures: Any actual or prospective bidder, offeror, or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to the Chief Procurement Officer (“CPO”) who is head of the Office of Central Procurement for Suffolk County. A protest with respect to an invitation for bids or a request for qualifications shall be submitted to the CPO in writing and signed by the aggrieved party prior to the opening of bids or the closing date for responses, unless the aggrieved person did not know and should not have known of the facts giving rise to such protest prior to bid opening or the closing date for responses. In that case the protest shall be submitted within three (3) calendar days after the aggrieved person knows or should have known of the facts giving rise thereto. A protest with respect to an award from a bid or a request for qualifications shall be submitted in writing and signed by the aggrieved party within ten (10) calendar days after the aggrieved person knows or should have known of the facts giving rise thereto.

10. RFQ Posted on Bonfire Portal

This RFQ is available on-line at: https://suffolkcountyny.bonfirehub.com/portal/. By downloading documents for this RFQ, you will be notified of all future addendums.

11. Reservation of Rights

The County expressly reserves the right to:

a. Reject or cancel any or all Responses or any part thereof submitted in response to this RFQ;

b. Withdraw the RFQ at any time, at the County’s sole discretion;

c. Disqualify any Responder whose conduct and/or Response fails to conform to the requirements of the RFQ;

d. Use Response information obtained through site visits, management interviews, and the

County’s investigation of a Responder’s qualifications, experience, ability or financial standing, https://webmail.suffolkcountyny.gov/owa/redir.aspx?C=wL63pA_5sCg9lgZaTEW5CE0GhWpphQNcZHAuD1DkY-AnISpWM5XXCA..&URL=https%3a%2f%2furldefense.proofpoint.com%2fv2%2furl%3fu%3dhttps-3A__suffolkcountyny.bonfirehub.com_portal_%26d%3dDwMFaQ%26c%3d2jf7j_fmOmUCzmZdL9_9DcZqqPZfvJmqOdXz77c3xWM%26r%3d_moRwlyMhIH_TRDZGvupsf2AL6sFNeAfklRupyj7m2ZxBPFQaR4j6qoFtdUtKc2W%26m%3d0dsUNbezkQEuSmYjEWssOBsgIsR-N5Jab0qtbjLAa3c%26s%3dj77cLSpWLHDX_pA4krXuPk3ebr0bHZ52pWOrhIHyYYU%26e%3d and any material or information submitted by the Responder in response to the County request for clarifying information in the course of evaluation and/or selection under this RFQ;

e. Prior to Bid opening, amend the RFQ specifications to correct errors, or oversights, or to supply additional information as shall become available;

f. Prior to Bid opening, direct Responders to submit Response modifications addressing subsequent RFQ amendments;

g. Change any of the dates concerning the RFQ award schedule;

h. Eliminate any mandatory, not-material specification that cannot be complied with by all of the prospective Responders;

i. Waive any requirements that are not material;

j. Award negotiated contracts to one or more Responders;

k. Negotiate with the successful Responder(s) within the scope of the RFQ, in the best interest of the County;

l. Conduct contract negotiations with the next responsible Responder should the County be unsuccessful in negotiations with the selected Responder;

m. Require clarification at any time during the procurement process and/or require correction of arithmetic or other apparent errors for the purpose of assuring a full and complete understanding of a Response and/or to determine a Responder’s compliance with the requirements of the RFQ.

12. Response Format

The following materials are required to be received by the County, by the Response Due Date set forth on the first page of this RFQ. The topics listed under these general headings are minimum standards and should not be viewed as limitations to the information provided by the Responder in response to this RFQ.

a. Transmittal Letter (PDF file uploaded to appropriate section of the Bonfire portal)

A transmittal letter is a letter on the Responder’s stationery. A corporate officer or an authorized agent of the Responder must sign the transmittal letter. The transmittal letter must state the contact person who will be responsible for answering all questions of the RFQ Evaluation Committee. Include the telephone number and e-mail address for such contact person.

b. Compliance Forms

i. Disqualification of Non-responsible Bidders (LL 52-2012 Form) (2 pages)

LL 52-2012 Form is included in the Section entitled “Suffolk County Required Compliance Forms in Accordance with County Laws.”

ii. Suffolk County Form 22 -- Contractor’s/Vendor’s Public Disclosure Statement

(2 pages)

SCEX Form 22 is included in the Section entitled “Suffolk County Required Compliance

A corporate officer, or an authorized agent of the Responder, must sign one (1) original of form and have it notarized.

Please note that any Responders who are not-for-profit corporations are not required to complete this form.

iii. Non-Collusive Offer Certification (FTS Form) (1 page)

FTS Form is included in the Section entitled “Suffolk County Required Compliance Forms in Accordance with County Laws.”

iv. Lawful Hiring Form (LHE-1/2 Form) (1 page)

This form is included in the Section entitled “Suffolk County Required Compliance Forms in Accordance with County Laws.”

The Labor Department’s Lawful Hiring of Employees Unit may be reached at

(631) 853-6600 for specific questions.

v. Living Wage Form (LW1/38 Form) (1 page)

This form is included in the Section entitled “Suffolk County Required Compliance Forms

If the Living Wage Law applies and Section I is checked, the chart must be completed.

The Labor Department’s Living Wage Unit may be reached at (631) 853-6600 for specific questions.

vi. Suffolk County Union Organizing Certification/Declaration (LO1 Form) (2 pages)

LO1 Form is included in the Section entitled “Suffolk County Required Compliance Forms

(Note: this Form will be required only from the Apparent Successful Responder)

vii. Lobbying Certification Form

This form is included in the Section entitled “Suffolk County Required Compliance

viii. Contractor’s Statement of Applicability of Local Preference Law – Section A4-13 of the Suffolk County Administrative Code (Local Preference Law)

Local Preference Law - Section A4-13 of the Suffolk County Administrative Code establishes a preference program for Suffolk County consulting contracts. This preference program requires all contracts for professional consulting services (engineering, architectural, planning, legal, and accounting, etc.) to be awarded to firms located and doing business within Suffolk or Nassau County, except where no local consultant has the necessary expertise or credentials to provide the needed service, or where the local consultant's response to a Request for Qualifications (RFQ) exceeds the otherwise lowest response by more than 10%. The local law contains specific definitions and language relative to application of this law which interested parties should review.

The laws of Suffolk County are available free of charge at https://www.ecode360.com/SU0867.

If applicable, include a statement with the Response asserting the applicability of the Local Preference Law. The statement must include the reasons for assertion of the applicability of the Local Preference Law.

c. Responder Profile/Response to Questions set forth in the RFQ Section entitled “Responder Profile” (Section II)

Responders’ responses will be used in the County’s evaluation of the Responders’ general qualifications.

d. Responder’s Proposed Technical Services/Response to items set forth in the RFQ Section entitled “Technical Requirements” (Section III)

This Section will be used in the County’s evaluation of the Responder’s proposed technical services.

e. List of Subcontractors (if applicable) Identify all subcontractors the Responder plans to use and the function for which such subcontractors will be responsible. Provide qualifications, including prior relevant experience, for all subcontractors anticipated to be used (Reference Section II).

Subcontractors must complete all County forms listed above in paragraph 12(b).

Subcontractors must respond to all questions set forth in the RFQ Section entitled “Responder Profile.” This includes financial statements.

Subcontractors must respond to all requirements, to the extent such requirements are applicable to the services they will be providing, set forth in the RFQ Section entitled “Technical Requirements.”

Failure to include this information in the Response may be grounds for disqualification.

f. Conflict of Interest Responders must disclose to the County the existence of any conflicts of interests, whether existing or potential. If none exist, state so. Responses shall disclose:

https://www.ecode360.com/SU0867

i. Any material financial relationships that the Responder or any employee of the Responder has that may create a conflict of interest in acting as a Contractor for Suffolk County.

ii. Any family relationship that the Responder or any employee of the Responder has with any County employee that may create a conflict of interest or the appearance of a conflict of interest acting as a Contractor for Suffolk County.

iii. Any other matter that the Responder believes may create a conflict of interest or the appearance of a conflict of interest acting as a Contractor for Suffolk County.

g. Responder’s Cost Response/Fee Schedule - Response to items set forth in the RFQ Section entitled “Cost Response/Fee Schedule” (Section IV) The Responder’s proposed Cost Response/Fee Schedule will be used in the event that the Responder is selected by the County, approved by the County Legislature, and enters into a written contract with the County.

h. Responses shall be prepared avoiding the use of elaborate promotional materials beyond those sufficient to provide a complete, accurate, and reliable presentation. Each response in a Response shall clearly identify the section and paragraph number from the RFQ to which it responds.

13. Evaluation Criteria

a. General Qualifications: 50 points Responder’s history, expertise, experience, reliability, financial viability, and references. See RFQ Section II, entitled “Responder’s Profile” for specific requirements.

b. Proposed Technical Services/Products: 50 points

Strategies, methodologies, services offered by Responder. See RFQ Section III, entitled “Technical Requirements” for specific requirements.

Total 100 points

14. Contract Terms and Conditions

a. Reference is made to the Model Contract set forth in Section V entitled “Model Contract.”

The Model Contract is included to illustrate general terms and conditions, including indemnification and insurance, which will be included in the contract when executed.

b. If the Responder has a concern or question regarding any of the terms and conditions included in the Model Contract, the Responder must:

i. note such concerns or questions in the Response;

ii. submit exceptions to the Model Contract in the Response; and/or

iii. identify any items relating to the Model Contract that the Responder requests be negotiated.

c. The Model Contract is subject to revision arising out of the terms and conditions imposed by law and/or deemed appropriate by the County Attorney’s Office.

d. Portions of the Response, as may be subsequently modified in negotiations with the County, may be included as exhibits in any contracts that the County may execute with the Responder.

e. The County will execute a contract with principal contractors only. Any arrangements, including fee arrangements, partnerships, or collaborations between the principal contractor and subcontractors that provide services as part of the Response, must be fully disclosed in the Response.

f. The Responder should not return the Model Contract with the Response.

g. Selection of Responders is subject to the approval of the Suffolk County Legislature. It is anticipated that this RFQ process shall be concluded in 3rd Quarter of 2026. The anticipated commencement date of services is January 1, 2027.

15. Use of County Resources to Interfere with Collective Bargaining Activities

Local Law No. 26-2003

Responders are advised that the efficient, timely, and nondisruptive provision of goods and services is a paramount financial interest of the County and, as such, the County requires the potential Contractor to protect the County’s financial interest by adopting non-confrontational procedures for the orderly resolution of labor disputes, including but not limited to, neutrality agreements, majority authorization card agreements, binding arbitration agreements, fair communication agreements, nonintimidation agreements, and reasonable access agreements.

16. Non-Responsible Bidder

It shall be the duty of the Responder to read, become familiar with, and comply with the requirements of Article II of Chapter 189 of the Suffolk County Code.

The Responder certifies that it has complied with the disclosure requirements under section 189-7 of the Suffolk County Code, it is in compliance with all applicable licensing laws, and that it either has not engaged in a prohibited act covered under section 189-5 of the Suffolk County Code or is otherwise exempt from the provisions of Article II of Chapter 189 of the Suffolk County Code under section 189-9.

This certification is required at the time of response submission and shall be set forth on the LL52-2012 Form “Disqualification of Non-Responsible Bidder.”

17. Effective Period of Responses

All Responses must state the period for which the Response shall remain in effect (i.e., how much time the County has to accept or reject the Response under the terms proposed). Such period shall not be less than 180 days from the Response due date.

18. NYS Freedom of Information Law (FOIL)

All submissions for the County’s consideration will be held in confidence, until final execution of the contract(s) unless disclosure is required by law or judicial order. Upon execution of the contract, all documents submitted by proposers during the RFQ process and the fully executed contract are subject to disclosure pursuant to the New York State Freedom of Information Law (FOIL), codified at Public Officers Law Article 6. Therefore, if a Responder believes that any information in its submission constitutes a trade secret or is otherwise information which, if disclosed would cause substantial injury to the competitive position of the Responder’s enterprise, and the Responder wishes such information to be withheld if requested pursuant to FOIL, the Responder shall segregate such information from its Response and submit with its Response a separate letter addressed to the primary contact referenced in this RFQ, specifically identifying such information, explaining in detail why such information is a trade secret or is information which if disclosed would cause substantial injury to the competitive position of the Responder’s enterprise, and formally requesting that such information be kept confidential. Failure by a Responder to submit such a letter with its submission will constitute a waiver by the Responder of any interest in seeking exemption of this information under Article 6 of the Public Officers Law relating to protection of trade secrets. The proprietary nature of the information designated confidential by the Responder may be subject to disclosure if it is requested and the County deems it subject to disclosure or if ordered by a court of competent jurisdiction. A request that an entire Response be kept confidential may not be considered reasonable since a submission cannot reasonably consist of all data exempt from FOIL.

End of Text for Section I

Section II Responder Profile

1. General Information/Responder’s History

a. Company name and address.

b. Year company was founded and history.

c. Total number of employees in company, and the number of employees at servicing office(s).

d. Location(s) from which services will be performed.

e. Describe the nature of your organization (e.g. business corporation, not-for-profit corporation, proprietorship, etc.).

f. Contact person and title.

2. Qualifications and Experience of Personnel

a. Provide resumes or detailed descriptions of the account manager and other key staff who will be assigned to this account.

b. For each professional listed above, describe his/her qualifications and provide information regarding:

i. Education;

ii. Professional licenses and other affiliations (copies of which shall be submitted with Responses);

iii. Number of years engaged in services relating to the services requested in this RFQ;

iv. Other relevant work experience or qualifications;

v. The role each identified person would play.

c. Describe other accounts involving similar services. Describe the role and experience of key personnel assigned to other similar accounts who will be assigned to this account.

d. If temporary staff is involved, include details of their supervision and training.

e. In addition, the County may make such investigations as it deems necessary to determine the ability of the Responder to perform the work. The Responder shall furnish to the County, within five (5) business days of a request, all such information and data for this purpose as may be requested. The County reserves the right to reject any Response if the information submitted by, or investigation of such Responder fails to satisfy the County that such Responder is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein. Conditional Responses will not be accepted.

3. Financial Viability

a. Financial Statements – Mandatory for Nongovernmental Agencies

Requirement specifications:

i. Current financial statement (if current year not available previous calendar year acceptable) prepared and certified by an Independent Certified Public Accountant (CPA) to include:

o Balance Sheet o Income Statement o Statement of Cash Flows o Opinion Letter

ii. If independently audited financial statement is not available, the most current in-house

Company statement to include o Balance Sheet o Income Statement o Statement of Cash Flows o Financial Statement to be signed by one of the following attesting to the accuracy of the statement:

Chief Executive Officer (CEO)/Chief Financial Officer (CFO)/Chief

Operating Officer (COO)

iii. Failure to submit complete, comprehensive documents may result in disqualification for consideration of an award.

b. Indebtedness to County, Liens, and Litigation

Submit a statement as to indebtedness, if any, to the County; and a listing of all outstanding liens, if any, against the Responder. Submit a summary of all litigation, if any, against the Responder and disposition or outcome of same.

c. Statement Regarding Bankruptcy

Include a statement disclosing any bankruptcy(ies) filed within the last seven (7) years. The statement must include the date the bankruptcy was originally filed, the current status, and, if applicable, the date the bankruptcy was discharged.

4. Client History

Provide a list of all clients for whom you have provided similar services within the last three (3) years.

For each client, provide the following:

a. Client name; and

b. Client address; and

c. Contact name, title, and telephone number; and

d. Description of services provided and time period.

5. References

a. From the list provided in response to paragraph 4, entitled “Client History,” provide three client references for which you have provided services (current governmental or quasi-governmental agencies preferred). Provide name of the organization, services, contact name, telephone number, and email address.

b. Provide a list of all contracts with the County of Suffolk within the last five (5) years (regardless of type of service), the time period for those services and your primary County contact.

6. Conflicts of Interest and/or Potential Conflicts of Interest

a. Relationships with Third Parties

Any Responder to the County of Suffolk is charged with the continuing duty to disclose to the County the existence of any interests it may have, contractual or otherwise, ongoing or previous, with any companies or individuals with whom the County of Suffolk does business with respect to the services required by this RFQ. This duty continues for so long as the Responder is retained on behalf of the County or its employees.

b. Relationships with County Departments/Agencies/Employees

Any Responder to the County of Suffolk is charged with the continuing duty to disclose to the County the existence of any interests it may have, contractual or otherwise, ongoing or previous, with any County department, agency or employee. This duty continues for so long as the Responder is retained on behalf of the County or its employees.

7. Subcontractors

If you intend to use the services of a subcontractor, please provide all of the above information in this Section for each such subcontractor.

Note that the County must pre-approve the use of any subcontractors.

End of Text for Section II

Section III Technical Requirements

1. Background and Overview of Desired Services

The Department, in cooperation with other County departments, is responsible for the acquisition, disposition, condemnation and management of real property. These activities may require the County to acquire easements, fee simple title or other interests in real property, including development rights in agricultural properties. In order to carry out these activities, the Department requires the use of title examination, title insurance services and related closing/escrow services with respect to the property to be acquired, disposed of, condemned and/or managed by the County.

The title company is expected to provide the services set forth below, on an as-needed basis, for an undetermined number of properties. These services may be ordered by the County at any time during the contract term or not at all. The County will order services by issuing a Title Order Form to the title company. The Title Order Form is attached as Exhibit 3 to the Model Contract set forth at Section V of this RFQ. In accordance with County law, title companies will be selected on a rotating basis from the list of approved Responders established as a result of this RFQ.

The County is seeking qualified title insurance companies that, at a minimum, are licensed by the State of New York to perform the following services:

a. Conduct title examination of one or more properties, as identified by the County by issuance of a Title Order Form, and issue a report of title or title commitments and periodic updates as requested by the County. The Contractor shall prepare and furnish a minimum of three (3) full copies of the title report. If requested by the Department, reports, updates and continuations shall be sent directly to the attorney for the third-party seller (or the seller if not represented by an attorney) and the Municipal Law/Real Estate Bureau of the Suffolk County Department of Law, by electronic or hard copy at the election of the Department.

b. The title company shall identify all persons and entities that appear to have an interest of record in the title to the premises and shall document the nature and extent of such interests, including, without limitation, mortgages, liens, judgments, taxes, bankruptcies, restrictions, easements and leases. In addition, all title examinations shall include a Patriot search. All exceptions regarding such outstanding interests, must be listed in the Title Commitment. All documents or interests listed as exceptions must be attached. Title searches shall cover not less than the preceding 40 year period. Any additional or special searches (e.g., sewer, street report, etc.) will be requested by the County as indicated on the Title Order Form. The cost of any such special searches shall require prior written approval by the Department. If any title services are requested by the County in connection with a condemnation proceeding, then the title company shall also provide and certify to the County the necessary parties to be notified pursuant to the New York Eminent Domain Procedure Law and shall make such list and certification a part of the title report.

c. The title company shall assist the County and the seller in resolving all issues affecting clear title by, among other things, (1) eliminating, where appropriate, the exceptions listed in Schedule B, and (2) recording of corrective instruments. The title company shall review and make recommendations regarding the sufficiency of each document or other instrument offered to remove or otherwise satisfy each exception to title. In this regard, the title company shall have in-house staff that is experienced with review of conditions affecting title, including but not limited to, matters relating to estates, partnerships, corporations, mortgages, judgments and other interests in real property that could affect clear title.

d. The title report must contain a legal description of the property. The description shall be the metes and bounds description or a filed map lot and block description, as applicable, prepared as part of the survey package and shall be the same description that appears in the Deed to be recorded in favor of the County. The Department shall provide to the title company the Suffolk County Tax Map Number and a survey of each subject property and where available.

e. The title company shall review the survey, if provided, to determine what actions may be reasonably taken to remove any survey exception of the title commitment. In this regard, the title company shall have in-house staff that is experienced with reviewing surveys, descriptions and conditions that may impact the boundary or title to the subject property.

f. Title company shall ascertain whether any taxes or other charges affect the subject property, whether they are due and the period for which apportionment at closing applies.

At least ten days prior to closing, the title company will provide a settlement statement of all fees, charges and adjustments and provide an updated statement at closing.

g. Title company shall perform a continuation or “bring down” search for the subject premises within 24 hours before the closing date at no additional cost to the County.

h. Title company shall be required to attend closings, which are anticipated to occur at County offices, and to ensure that all settlement documents are recorded as necessary as soon as possible after closing. The title company shall provide the County with a copy of the recorded deed, easements and title policy as soon as practicable after closing. The County shall provide such Affidavits as may be necessary to exempt such documents from recording charges.

i. Title company shall issue a standard owners title policy, with appropriate endorsements as the County shall request for each property. The title company shall supply title insurance in amounts as requested by the County in the Title Order Form, or as amended at the title closing. Charges for title insurance shall be per the Title Insurance Rate Service Association (“TIRSA”) rates.

j. On occasion, it may be necessary to place funds in escrow, pending satisfaction of all sale conditions. In such event, the title company shall provide escrow services to the County at no additional charge.

k. The title company will provide timely reports, both oral and in writing, on the status of pending and proposed activities, as may reasonably be requested by the Department or the Suffolk County Department of Law. All written reports will also be made available to the County in electronic format.

l. The title company shall perform continuation of title searches as necessary, however, the first continuation of title search shall be included in the Owner Policy Premium, as approved by the New York State Insurance Department.

m. The title company will perform the Services as promptly as possible following receipt of a Title Order Form for each individual project but in no event later than the date requested in the Title Order Form.

2. Minimum Requirements for Technical Services Responses

a. Understanding of the Project

The Response must include a statement of work that describes the Responder’s understanding of the Project. The Responder is expected to discuss its understanding of the proposed “Scope of Work.”

i. The complexity, challenges and problems involved in performing the work.

ii. Approach and philosophy for dealing with problems.

iii. Experience dealing with key issues.

iv. Any additional issues or matters relating to the “Scope of Work” which the Responder wishes to address.

b. Key Personnel and Staffing

Key personnel identified in the Response will be expected to remain assigned to the project for the term of the contract. Requests for a change in key personnel assignments during the term of the contract must be approved in advance, in writing, by the County. The Response should also include a discussion that outlines staffing levels/man-hour requirements that should be expected on the County level to support the implementation and day-to-day operation of the project. This information will be a recommendation only for discussion purposes. The Responder should describe other potential burdens that may be placed on the County with respect to the servicing of the account.

c. Subcontractors

Services that are to be subcontracted must be clearly defined in the Response. The Contractor retains responsibility for all acts and omissions of the subcontractor. The Contractor must obtain the prior approval from the Department for all subcontracts.

Subcontractors must respond to all requirements set forth above in this Section, to the extent such requirements are applicable to the services they will be providing.

The County may require that subcontracted activities be provided under the terms of a three-party contract between the Contractor, the County and the subcontractor.

3. Additional Technical Services Specifications/Confidentiality

a. Any reports prepared or information obtained by the Contractor is confidential, is only for the use of the County, and is not to be used by the Contractor in part or in whole without the prior, express written consent of the County. The Contractor shall not communicate directly or indirectly concerning any matter, or condemnation, or any real estate claim or action, by or against the County, with anyone, including but not limited to an adverse party or any attorney, expert, representative or agent of such party, without the prior written consent of the Department; nor shall the Contractor make any statement, whether or not for publication, with respect to any matter or litigation for which the Contractor has been retained by the County.

b. Because of the confidential nature of this employment, upon receipt of the County’s request to retain the Contractor for a particular project, the Contractor shall disclose any connection with or interest that it may have in the subject matter of the project. The Contractor shall not directly or indirectly take any personal advantage of and/or acquire any interest in the subject matter of the project.

End of Text for Section III

Section IV Cost Response/Fee Schedule

1. Separate File

Do not include cost information in the body of your Response. Create a separate PDF file containing your Cost Response and upload it to appropriate section on the Bonfire portal. Include the name of your company on each page of your Cost Response/Fee Schedule.

2. Cost Response/Fee Schedule is One of Several Evaluation Criteria

Based on the evaluation criteria set forth in Section I, entitled “Administrative Information,” paragraph 13 (“Evaluation Criteria”), please note that the County will not necessarily choose the Responder with the lowest rates for services.

If the Cost Response/Fee Schedule involves revenue in any form to the County, please also note that the County will not necessarily choose the Responder with the highest rates for revenue to the County.

3. Additional Information

The Responder should provide any additional information it deems necessary to explain or clarify its Cost Response/Fee Schedule.

4. Alternative Responses

The Responder may submit alternative Technical Responses and alternative Cost Response/Fee Schedules, if there is more than one viable approach to performing the services.

Responders must supply Cost Response/Fee Schedules in the format set forth below. Cost Response/Fee Schedules in alternative formats will be reviewed and may be accepted. However, all Responders, at a minimum, must provide a Cost Response/Fee Schedule in the format set forth below.

Responders are requested to submit any additional information, charts, data and descriptions as the Responder deems necessary for evaluation.

5. Format for Cost Response/Fee Schedule

Responders shall provide a detailed list for anticipated charges it will impose for items that shall or may apply to the Services requested under this RFQ. Failure to include a charge or schedules of charges may preclude the Contractor from billing the County for such non-specified items.

All schedules submitted must include the name of the Responder and must be paginated.

The anticipated term of the Contract is: Three (3) Years, with Services commencing on or about

January 1, 2027.

6. Standard Title Search Charges

For the services set forth at Section III above in connection with a Standard Owner Policy, the County shall pay a fixed fee. The fixed fee for a Standard Owner Policy shall be the amount of the owner policy premium (the “Premium”) as established by New York State and based on the purchase price of the properties. The Premium shall be inclusive of the report, all necessary searches, title insurance, and one continuation, if requested by the County. Additional continuations, if requested by the County, shall be paid at the rate of not more than $50.00 per continuation.

7. Additional or Special Charges.

The Contractor will file with the Department a copy of the rate schedule utilized by the Contractor in connection with separate title activities, including a title closer fee upon closing. The rate schedule shall be in the form attached hereto as Exhibit 1. Any additional or special searches and/or requests shall be made in writing by the County and shall be set forth in the Title Order Form or as otherwise agreed to, in writing, by the County. Additional or special searches shall be paid in accordance with the rate schedule provided by the Contractor and on file with the Department. The Contractor will submit a list of all rate charges, in the form attached hereto as Exhibit 1, along with the response to the RFQ. If a closing does not occur with respect to any parcel, then the title company shall be entitled to be paid for its services pursuant to the rate schedule provided to the County. If a closing does occur with respect to any parcel, then the title company shall be entitled to be paid the fixed fee/Premium for a Standard Owner Policy and the title closer fee of $275 per title policy regardless of the number of affected lots included in the policy.

8. Payment Vouchers.

In order for payment to be made by the County to the Contractor for the Services, the Contractor shall prepare and present a Suffolk County Payment Voucher in a form acceptable to the Comptroller.

9. Changes to Payment Structure.

The County reserves the right to change this payment structure, as may be appropriate. Responders shall be notified of any change(s) and will have the option to reject the proposed changes. If Responders reject the proposed changes to the payment terms, the contract shall be terminated.

End of Text for Section IV

Section V Model Contract

Title Examination, Title Insurance, and Related Services Contract

This Contract (“the Contract”) is between the County of Suffolk (“the County”), a municipal corporation of the State of New York, acting through its duly constituted Department of Economic Development and Planning, Division of Real Property Acquisition and Management (“the Department”), located at H.

Lee Dennison Building, 2nd Floor, 100 Veterans Memorial Highway, P.O. Box 6100, Hauppauge, New York 11788-0099; and

Insert Name of Contractor (“the Contractor”), having an address at Insert Address.

The Contractor has been designated to receive funds from the County for title examination, title insurance, and related services (“the Services”) as set forth in Article I, entitled “Description of Services.”

Term of the Contract: January 1, 2027 through December 31, 2029.

Total Cost of the Contract: Shall be on a fee-for-service basis as provided in Article II and Exhibit 3, attached.

Terms and Conditions: Shall be as set forth in Articles I and II and Exhibits 1, 2, and 3, attached hereto and made a part hereof.

In Witness Whereof, the Parties hereto have executed the Contract as of the latest date written below.

Name of Contractor

By: _______________________________ Name Title Fed. Tax ID # Date____________________________

Approved as to Form:

Christopher J. Clayton County Attorney

By: _________________________________ Michael Camacho Assistant County Attorney Date_________________________________

COUNTY OF SUFFOLK

By: _________________________________

Kevin B. Molloy Chief Deputy County Executive Date _____________________________

Approved:

Department of Economic Development and Planning, Division of Real Property Acquisition and Management

By: __________________________________ Tamir Young Director of Real Estate Date__________________________________

List of Articles & Exhibits

Article I Description of Services

1. Conflicting Provisions

2. Reports/Progress Meetings

3. Services

4. Reports and Confidentiality

5. Performance

Article II Financial Terms and Conditions

1. Conflicting Provisions

2. General Payment Terms

3. Agreement Subject to Appropriation of Funds

4. Accounting Procedures

5. Audit

6. Comptroller’s Rules and Regulations for Consultant’s Agreements

7. Specific Payment Terms and Conditions

Exhibit 1 County Terms and Conditions

1. Elements of Interpretation

2. Meanings of Terms

3. Contractor Responsibilities

4. Qualifications,…