AO1029-21.pdf

CMS # AO1029-21 – Image Scanning Services Page 1 of 32

MARION COUNTY

REQUEST FOR PROPOSALS

IMAGE SCANNING SERVICES

OregonBuys #: S-C25102-00001101

CMS #: AO1029-21

Release Date: December 10, 2021

Bid Due Date: 2:30 p.m. (PST) on January 6, 2022

Refer Questions to:

Justin Ford Phone number: (503) 566-3910 jwford@co.marion.or.us

Submit Bids to:

PO_Contracts@co.marion.or.us

Electronic copies of this RFP and attachments, if any, can be obtained from the OregonBuys website https://oregonbuys.gov and search either of the numbers listed above within Bid Solicitations.

mailto:jwford@co.marion.or.us mailto:PO_Contracts@co.marion.or.us https://oregonbuys.gov/

CMS # AO1029-21 – Image Scanning Services Page 2 of 32

Table of Contents

1. Introduction

2. Background

3. Contract Term

4. Schedule of Events

5. Scope of Work

6. Pre-Proposal Conference

7. Instructions to Proposers

8. Contract Form

9. Evaluation

10. Award Notice and Acceptance Period

11. Protest and Appeals

12. Terms and Conditions

13. Attachments and Exhibits

14. Proposal Submission Checklist for Proposers

CMS # AO1029-21 – Image Scanning Services Page 3 of 32

1. INTRODUCTION

Marion County Assessor’s Office (County) is currently seeking scanning services. The County is seeking proposals from individuals, firms, teams or consultants, hereafter called “proposer(s),” with demonstrated experience in image scanning of deed books and property files for digital access, and proposes to engage the successful Proposer for such services.

All firms submitting proposals are referred to as proposers in this document; after negotiations, the awarded Proposer will be designated as Contractor.

This project may be federally funded. Awarded proposer may be required to meet the federal provisions as stated within Appendix II to Part 200 – Contract Provisions for Non-Federal Entity Contracts under Federal Awards (See Exhibit 1).

2. BACKGROUND

Located in the heart of the Mid-Willamette Valley, Marion County has a population of 333,950, stretches from the Willamette River to the Cascade Mountains and encompasses nearly 1,200 square miles. Marion County has 20 cities, including the Oregon’s capital, Salem. The Marion County government organization is headed by an elected Board of Commissioners and has 15 departments, seven departments of which are headed by elected officials.

The Marion County Assessor’s Office maintains parcel information on individual taxlots. Some of this information is housed as historical annotations in older deed books. These annotations are used by our office as well as planning offices in other jurisdictions within Marion County. In an effort to make these reference books more easily accessible and readable, the Assessor’s Office is looking to digitize these records. As some of these books are very old, being handled risks damage and potential loss of vital information. Additionally, appraisal information on each taxlot are also maintained in paper files that are taken out of the office and into the field by appraisers. Much of this data is important in the analysis of the property (i.e. how it has changed over time), and affects how changes will be taxed. In an effort for efficient, fair and equitable valuation, the Marion County Assessor’s Office is looking to digitize these records, which will also serve to ensure security of essential data, and ease of use by appraisers.

3. CONTRACT TERM

The Contract is anticipated to start in Spring of 2022. The Contract term shall be for three (3) year(s). The parties may agree to extend the term of the Contract up to a maximum of five (5) years.

4. SCHEDULE OF EVENTS

EVENT DATE

Questions and Clarifications due to the contact on the cover page of the RFP no later than 5:00 p.m. (PST)

December 15, 2021

Answers to questions posted on OregonBuys website TBD http://www.co.marion.or.us/BOC/about.htm#cities

CMS # AO1029-21 – Image Scanning Services Page 4 of 32

Proposals are due no later than 2:30 p.m. (PST) at the email address listed on the cover page of the RFP. Late submittals will not be accepted.

OregonBuys Notice of Intent to Award (approximate)

Notice of Intent to Award Protest Ends 7 days from Notice of Intent to Award

Contract Execution (approximate) Spring 2022

The County reserves the right, at its sole discretion, to adjust this schedule as it deems necessary.

5. SCOPE OF WORK

Proposers responding to this RFP must be capable of performing the following tasks and services:

For Deed Books:

• Pick up Files from County location to be specified weekly, on Fridays, to process and scan.

• Perform preparation of File documents including:

o Removal of all staples, paperclips, binder clips, etc.

o Each deed book represents a reel and all documents within a book will be scanned and stored as one multi-page TIF Group 4 format file.

• Scan files at a minimum resolution of 300 Dots Per Inch (DPI).

• Indexing information shall be delivered in a delimited American Standard Code for

Information Interchange (ASCII) file.

o <BOOK NUMBER>, <FILE PATH>

• Delivery of scanned Files and index data will be provided by CD\DVD or secure FTP Site.

• Black borders on scanned images are not allowed.

• Perform quality control checks and balances for accuracy and consistency on all documents and will provide solutions for quality assurance.

• Auto dimension determination for all documents.

The Files include, but are not limited to, both front and back pages; approximately 98% of the documents are sizes 6 inches x 9 inches.

All scanning will be done in grayscale. Color scanning to be used only if grayscale scanning results in illegible copy. The scanned documents will ultimately be imported via County staff into Laserfiche Ver. 9.1 imaging system.

Files to be scanned consist of a minimum including but not limited to:

• One book per file

• Approximately 550 books

• Approximately 300 pages per book

CMS # AO1029-21 – Image Scanning Services Page 5 of 32

• Books contain single sided and double sided pages

• Originals are mixed with black, white and color documents

• Completed files to be returned each Friday from County location originally picked up from in order for County to perform quality checks prior to storage or destruction.

For Appraisal Files (Jackets):

• Pick up Files from County location to be specified weekly, on Fridays, to process and scan.

• Perform preparation of File documents including:

o Removal of all staples, paperclips, binder clips, etc.

o Each Account Jacket represents one account and all documents within an Account

Jacket will be scanned and stored as one multi-page TIF Group 4 format file.

• Scan files at a minimum resolution of 300 Dots Per Inch (DPI) and 24-bit color.

• Indexing information shall be delivered in a delimited >CSV file.

o <ACCOUNT NUMBER>, <FILE PATH>

• Delivery of scanned Files and index data will be provided by CD\DVD or secure FTP

Site.

• Black borders on scanned images are not allowed.

• Perform quality control checks and balances for accuracy and consistency on all documents and will provide solutions for quality assurance.

• Auto dimension determination for all documents.

Account Jackets include, but are not limited to, both front and back pages; Page size ranges from 3 inches x 9 inches (photos) to 8 inches x 14 inches (field sheets).

All scanning will be done in 24-bit color. The scanned documents will ultimately be imported via County staff into Laserfiche Ver. 9.1 imaging system.

Files to be scanned consist of a minimum including but not limited to:

• One Account Jacket per file

• Approximately 130,000 Account Jackets

• Approximately 18 pages per Account Jacket

• Jackets contain single sided and double-sided pages

• Originals are mixed with black, white and color documents

• Completed files to be returned each Friday from County location originally picked up from in order for County to perform quality checks prior to storage or destruction.

6. PRE-PROPOSAL CONFERENCE

There will be no pre-proposal conference for this RFP.

7. INSTRUCTIONS TO PROPOSERS

Proposals are due at the County no later than the time and date set forth in the Section 4:

Schedule of Events. Proposals will be considered time-stamped and received by the County

CMS # AO1029-21 – Image Scanning Services Page 6 of 32 when they are received in the email inbox listed on the cover page. Email subject line shall be clearly marked with the following:

AO1029-21- IMAGE SCANNING SERVICES RFP

Proposers must include their name and address and contact information in the body of the email.

It is the Proposer’s responsibility to ensure that proposals are received prior to the stated submission deadline and email address. Pursuant to MCPCR 20-0460, The County shall not consider late offers, withdrawals or modifications, except as permitted in sections 20-0470 or 20- 0261.

The proposal must include information responsive to items (a) through (h) set forth below. The proposal may not exceed a total of 25 single-sided, 8.5” x 11” numbered pages. Proposals shall be Microsoft 2003 compatible or searchable Adobe format and shall not be more than 50MB.

The cover letter, resumes and other required documents are excluded from the total page count.

Resumes must be included in an appendix to the proposal. Proposers must complete and submit Attachment 1: Proposal Form.

Proposers must include the following as part of their proposal:

a. Cover Letter. The proposal must be submitted with a cover letter describing the proposer’s interest and commitment to the proposed project. The letter must include the name, title, address and telephone number of the individual to whom correspondence and other contacts should be directed during the selection process. The person authorized by the proposer to negotiate a contract with the County must sign the cover letter.

b. Approach and Management Plan. Describe the approach and management plan for providing the services. Include an organizational chart showing the proposed relationships among proposer staff, County staff and any other parties that may have a significant role in the delivery of this program.

c. Qualifications and Experience. Provide the qualifications and experience of the key team member(s) who will work on the project. Emphasize the specific qualifications and experience from projects similar to this project for the key team members. Key team members are expected to be committed for the duration of the project. Replacement of key team members will not be permitted without prior consultation with and approval of the County.

d. Staffing Plan. Provide a staffing plan and an estimate of the total hours, detailed by position, required for the project tasks as outlined. Discuss the workload for all key team members and their capacity to perform the requested services for the project, according to your proposed schedule.

e. Work Plan and Schedule. Describe how you will perform each task of the project, identify deliverables for each task and provide a schedule. The work plan should be in sufficient detail to demonstrate a clear understanding of the project. Discuss the approach for completing the requested services for the project deadlines. The schedule should show the expected sequence of tasks and include durations for the performance of each task, CMS # AO1029-21 – Image Scanning Services Page 7 of 32 milestones, submittal dates and review periods for each submittal. The project is expected to commence and all public meetings, draft and final documents fully completed Spring 2022.

f. Cost Proposal. The Cost Proposal shall include: (a) the total dollar amount requested to complete the project, (b) any other resources, including in-kind, that will support the proposed project, (c) the number of anticipated hours and rate of the project manager and key team members inclusive of all services, expenses and fees (i.e., Payroll expenses – hours/rate/title, Admin, Overhead, etc.). The estimated level of hours for other staff can be summarized in general categories. Proposer must submit Cost Proposal using Attachment 4:

Cost Proposal Submission Form.

g. Cost Control. Provide information on how you will control project costs to ensure all work is completed within the negotiated budget for the project. Include the name and title of the individual responsible for cost control.

h. References. Provide at least three (3) references (names, email addresses and current phone numbers) from recent projects similar in scope and size. Include a brief description of each project associated with the reference, and the role of the respective team member(s) who would be assigned to the project. Proposer must submit references using Attachment 3:

Reference Form.

i. Additional Relevant Information. The proposer may submit additional relevant information that may be helpful in the selection process (not to exceed the equivalent of two (2) single-sided pages). Additional relevant information counts towards the 25 page proposal maximum.

8. CONTRACT FORM

By submitting a proposal, proposer agrees to comply with the requirements of the RFP, including the terms and conditions of the Sample Contract for Services (Exhibit 1). Proposer shall review the attached Contract for Services and note exceptions. Unless proposer notes exceptions in its proposal, the County intends to enter into a Contract for Services with the successful proposer substantially in the form set forth in Contract for Services (Exhibit 1). It may be possible to negotiate some provisions of the final Contract for Services; however, many provisions cannot be changed. Proposer is cautioned that the County believes modifications to the standard provisions constitute increased risk and increased cost to the County. Therefore, the County will consider the Scope of requested exceptions in the evaluation of proposals.

Any proposal that is conditioned upon the County’s acceptance of any other terms and conditions may be rejected. Any subsequent negotiated changes are subject to prior approval of the County’s Legal Counsel.

In the event that the parties do not reach mutually agreeable terms, the County may terminate negotiations and commence negotiations with the next highest-ranking proposer.

CMS # AO1029-21 – Image Scanning Services Page 8 of 32

9. EVALUATION

a. Minimum Responsiveness. In order to be responsive, each proposal will be reviewed for minimum responsiveness. Failure to meet minimum responsiveness may result in rejection of the proposal. Each proposal must comply with Section 7: Instructions to Proposers and include the following to be considered minimally responsive:

[ ] Cover Letter [ ] Approach and Management Plan [ ] Qualifications and Experience [ ] Staffing Plan [ ] Work Plan and Schedule [ ] Cost Control [ ] Attachment 1: Proposal Form [ ] Attachment 3: Reference Form [ ] Attachment 4: Cost Proposal Submission Form

b. Evaluation Committee. A County Evaluation Committee (CEC) will evaluate all responsive proposals. The CEC will be composed of County staff and other parties that may have relevant expertise or experience. The CEC will score and recommend proposals in accordance with the evaluation criteria set forth in this RFP. Evaluation of the proposals shall be within the sole judgment and discretion of the CEC.

c. Categories. The evaluation criteria and their respective weights are as follows:

CATEGORIES MAXIMUM POINTS POSSIBLE

General Qualifications and Experience 35

Scope of Work/Program Description 30

Cost Proposal 35

Total Points Possible 100

Interview/Presentation/Demonstration (optional) 20

Grand Total 120

d. Interviews. Proposers may need to attend an interview. The project manager and any key team members should attend the interview. The determination as to the need for interviews, evaluation criteria, the location, order and schedule of the interviews is at the sole discretion of the County. The interview panel may include representatives from the County and other agencies, but the specific composition of the panel will not be revealed prior to the interviews. The proposer must bear all presentation costs incurred to attend.

e. Best Value. The County will select the proposal that presents the best value and is most advantageous to the County and the public. Accordingly, the County may not necessarily award the proposer with the lowest price proposal if doing so would not be in the overall best interest of the County. The County reserves the right to expand or reduce the proposed scope

CMS # AO1029-21 – Image Scanning Services Page 9 of 32 of work during the contract negotiations based on budget constraints and to award to a single or multiple proposers.

10. AWARD NOTICE AND ACCEPTANCE PERIOD

a. After the evaluation of proposals and final consideration of all available pertinent information, the County will either reject all proposals or issue a written notice of intent to award the contract. The notice shall identify the apparent best evaluated proposal and the notice shall be provided to all proposers submitting a timely proposal. The notice shall not create any rights, interests, or claims of entitlement in the apparent best evaluated proposer.

b. The apparent best evaluated proposer should be prepared to enter into a contract with the County which shall be substantially the same as the Contract for Services in Exhibit 1 to this RFP. Notwithstanding, the County reserves the right to add terms and conditions, deemed to be in the best interest of the County, during final contract negotiations.

c. If a proposer fails to promptly sign and return the contract drawn pursuant to this RFP and final contract negotiations, the County may cancel the award and award the contract to the next best evaluated proposer.

11. PROTEST AND APPEALS

A proposer may protest the award of a contract or the intent to award a contract, whichever comes first, if the conditions set forth in ORS 279B.410(1) are satisfied. The protest must be submitted via email to the Contracts and Procurement Manager at cschlag@marion.or.us within seven (7) days after issuance of the notice of intent to award the contract. Please mark the email subject line “Protest for C25102-AO1029-21 - Image Scanning Services”.

All letters of protest shall clearly identity the reasons and basis for the protest. The Contracts and Procurement Manager will issue a written disposition in a timely manner as set forth in ORS 279B.410(4), which shall include the reason for the action taken and the process for appealing the decision. A proposer must file a written protest with the County and exhaust all administrative remedies before seeking judicial review of the County’s contract award decision.

12. TERMS AND CONDITIONS

a. The Marion County Public Contracting Rules, found at http://www.co.marion.or.us/FIN/Pages/contracts.aspx, govern this RFP.

b. RFP Amendment, Cancellation and Right of Rejection.

i. The County reserves the unilateral right to amend this RFP in writing at any time by posting the addendum on the ORPIN website. The County may extend the deadline for submission of proposals by written addendum. Proposers are responsible to view the website periodically for any addendum to the RFP. Proposers shall respond to the final written RFP, its exhibits and attachments, and all addenda. The County also reserves the right, in its sole discretion, to reject any and all proposals or to cancel or reissue the RFP.

mailto:cschlag@marion.or.us http://www.co.marion.or.us/FIN/Pages/contracts.aspx

CMS # AO1029-21 – Image Scanning Services Page 10 of 32

ii. The County reserves the right, in its sole discretion, to waive minor informalities in proposals provided such action is in the best interest of the County. Where the County waives minor informalities in proposals, such waiver does not modify the RFP requirements or excuse the applicant from full compliance with the RFP.

Notwithstanding any minor variance, the County may hold any proposal to strict compliance with the RFP.

c. Confidentiality. The County will retain a master copy of each proposal to this RFP, which becomes public record after the notice of intent to award unless the proposal or specific parts of the proposal can be shown to be exempt by law under ORS Chapter 192. If a proposer believes that any portion of its proposal contains any information that is a trade secret under ORS 192.311-431 or otherwise is exempt from disclosure under the Oregon Public Records Law, that proposer shall complete and submit the Attachment 2: Trade Secret Form and a fully redacted version of its proposal.

Proposer is cautioned that cost information generally is not considered a trade secret under Oregon Public Records Law and identifying the proposal as confidential, in whole or in part, as exempt from disclosure is not acceptable. County advises each proposer to consult with its own legal counsel regarding disclosure issues. If proposer fails to identify the portions of the proposal that proposer claims are exempt from disclosure, proposer has waived any future claim of non-disclosure of that information.

d. Proposer Responsible for Incurred Costs. The County shall not be liable for any expenses incurred by proposer in both preparing and submitting its proposal or contract negotiation process, if any.

e. Cooperative Purchasing. Pursuant to ORS 279A.205 thru 279A.215, other public agencies within the State of Oregon may use the purchase agreement resulting from this Request for Proposals unless the Proposer expressly notes in their proposal that the prices quoted are available to the County only. The condition of such use by other agencies is that any such agency must make and pursue contact, purchase order, delivery arrangements, and all contractual remedies directly with the successful Proposer; the County accepts no responsibility for performance by either the successful Proposer or such other agency using this agreement. With such condition, the County consents to such use by any other public agency within the State of Oregon.

13. ATTACHMENTS AND EXHIBITS

Attachment 1: Proposal Form

Attachment 2: Trade Secret Form

Attachment 3: Reference Form

Attachment 4: Cost Proposal Submission Form

Exhibit 1: County Contract for Services

CMS # AO1029-21 – Image Scanning Services Page 11 of 32

14. PROPOSAL SUBMISSION CHECKLIST FOR PROPOSERS

[ ] Cover Letter [ ] Approach and Management Plan [ ] Qualifications and Experience [ ] Staffing Plan [ ] Work Plan and Schedule [ ] Cost Control [ ] Attachment 1: Proposal Form [ ] Attachment 2: Trade Secret Form (optional) [ ] Attachment 3: Reference Form [ ] Attachment 4: Cost Proposal Submission Form

CMS # AO1029-21 – Image Scanning Services Page 12 of 32

Attachment 1. Proposal Form

OFFEROR NAME: _______________________________________________________________________________________

ADDRESS: _____________________________________________________________________________________________

TELEPHONE NUMBER: _________________ EMAIL: ______________________ WEB SITE: ____________________

TAXPAYER ID NUMBER: _______________ DATE/STATE OF INCORPORATION: _____________________________

BUSINESS DESIGNATION: Corporation Sole Proprietor Partnership S Corporation Non-Profit Government Other: __________________________________________________

CERTIFICATION/LICENSE NUMBER: __________________________________________________

The undersigned further acknowledges, attests and certifies individually and on behalf of the Proposer that:

1. That this proposal is, in all respects, fair and without fraud; that it is made without collusion with any official of the county;

and that the proposal is made without any collusion with any person making another proposal on this Contract.

2. Information and prices included in this proposal shall remain valid for ninety (90) days after the proposal due date or until a Contract is approved, whichever comes first.

3. The Proposer acknowledges receipt of all Addenda issued under the RFP.

4. The Proposer certifies that it does not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, handicap, financial ability, age or other non-job-related factors as per ORS 659 and USC 42 2000e.

5. The Proposer, acting through its authorized representative, has read and understands all RFP instructions, specifications, and terms and conditions contained within the RFP and all Addenda, if any;

6. The Proposer agrees to and shall comply with, all requirements, specifications and terms and conditions contained within the RFP, including all Addenda, if any;

7. The proposal submitted is in response to the specific language contained in the RFP, and Proposer has made no assumptions based upon either (a) verbal or written statements not contained in the RFP, or (b) any previously-issued RFP, if any.

8. The Proposer agrees that if awarded the Contract, Proposer shall be authorized to do business in the State of Oregon at the time of the award;

9. The signatory of this Proposal Form is a duly authorized representative of the Proposer, has been authorized by Proposer to make all representations, attestations, and certifications contained in this proposal document and all Addenda, if any, issued, and to execute this proposal document on behalf of Proposer.

10. By signature below, the undersigned Authorized Representative hereby certifies on behalf of Proposer that all contents of this Proposal Form and the submitted proposal are truthful, complete and accurate. Failure to provide information required by the RFP may ultimately result in rejection of the proposal.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS - The Offeror certifies to the best of its knowledge and belief that neither it nor any of its principals:

1. Are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from submitting bids or proposals by any federal, state or local entity, department or agency;

CMS # AO1029-21 – Image Scanning Services Page 13 of 32

2. Have within a five-year period preceding the date of this certification been convicted of fraud or any other criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) contract, embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

3. Are presently indicted for or otherwise criminally charged with commission of any of the offenses enumerated in item number 2 of this certification;

4. Have, within a five-year period preceding the date of this certification had a judgment entered against contractor or its principals arising out of the performance of a public or private contract;

5. Have pending in any state or federal court any litigation in which there is a claim against contractor or any of its principals arising out of the performance of a public or private contract; and

6. Have within a five-year period preceding the date of this certification had one or more public contracts (federal, state, or local) terminated for any reason related to contract performance.

Where Offeror is unable to certify to any of the statements in this certification, Offeror shall attach an explanation to their offer. The inability to certify to all of the statements may not necessarily preclude Offeror from award of a contract under this procurement.

IF THE PROPOSAL IS MADE BY A JOINT VENTURE, IT SHALL BE EXECUTED BY EACH PARTICIPANT OF THE

JOINT VENTURE.

THIS OFFER SHALL BE SIGNED BY AN AUTHORIZED REPRESENTATIVE OF THE PROPOSER; ANY

ALTERATIONS OR ERASURES TO THE OFFER SHALL BE INITIALED IN INK BY THE UNDERSIGNED

AUTHORIZED REPRESENTATIVE.

SIGNATURE OF PROPOSER'S DULY AUTHORIZED REPRESENTATIVE FOR ALL SECTIONS:

Authorized Signature: __________________________________________________________

Print Name: __________________________________________________________________

Title: _______________________________________________________________________

Contact Person (Type or Print): ___________________________________________________

Telephone Number: (___) _____________________

Email: __________________________

The Offeror will notify the County representative on the cover page of this RFP within 30 days of any change in the information provided on this form.

CMS # AO1029-21 – Image Scanning Services Page 14 of 32

Attachment 2: Trade Secret Form

1. I am an authorized representative of the Proposer, I have knowledge of the Request for Proposals referenced herein, and I have full authority from the Proposer to submit this Trade Secret Form and accept the responsibilities stated herein.

2. I am aware that the Proposer has submitted a Proposal, dated on or about January 6, 2022 (the “Proposal”), to Marion County in response to Request for Proposals AO1029-21, for image scanning services and I am familiar with the contents of the RFP and Proposal.

3. I have read and am familiar with the provisions of Oregon’s Public Records Law, Oregon Revised Statutes (“ORS”) 192.311 through 192.431, and the Uniform Trade Secrets Act as adopted by the State of Oregon, which is set forth in ORS 646.461 through ORS 646.475. I understand that the Proposal is a public record held by a public body and is subject to disclosure under the Oregon Public Records Law unless specifically exempt from disclosure under that law.

4. I have reviewed the information contained in the Proposal. The Proposer believes the information listed in Exhibit A is exempt from public disclosure (collectively, the “Exempt Information”), which is incorporated herein by this reference. It is my opinion that the Exempt Information constitutes “Trade Secrets” under either the Oregon Public Records Law or the Uniform Trade Secrets Act as adopted in Oregon because that information is either:

A. A formula, plan, pattern, process, tool, mechanism, compound, procedure, production data, or compilation of information that:

i. is not patented,

ii. is known only to certain individuals within the Proposer’s organization and that is used in a business the Proposer conducts,

iii. has actual or potential commercial value, and

iv. gives its user an opportunity to obtain a business advantage over competitors who do not know or use it.

or

B. Information, including a drawing, cost data, customer list, formula, pattern, compilation, program, device, method, technique or process that:

i. Derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and

ii. Is the subject of efforts by the Proposer that are reasonable under the circumstances to maintain its secrecy.

5. I understand that disclosure of the information referenced in Exhibit A may depend on official or judicial determinations made in accordance with the Public Records Law.

Authorized Representative Signature

Proposer identifies the following information as exempt from public disclosure:

CMS # AO1029-21 – Image Scanning Services Page 15 of 32

Attachment 3: Reference Form

Proposer must provide references that can be contacted regarding the quality of workmanship and service provided to current and past customers.

Project Reference #1

Name of Project: ______________________________________________________________ Project Location: ______________________________________________________________ Project Date: _________________________________________________________________ Firm Name for Contact Person #1: ________________________________________________ Name of Contact Person #1: _____________________________________________________ Telephone Number for Contact Person #1: __________________________________________ Email Address for Contact Person #1: ______________________________________________

Project Reference #2

Name of Project: ______________________________________________________________ Project Location: ______________________________________________________________ Project Date: _________________________________________________________________ Firm Name for Contact Person #1: ________________________________________________ Name of Contact Person #1: _____________________________________________________ Telephone Number for Contact Person #1: __________________________________________ Email Address for Contact Person #1: ______________________________________________

Project Reference #3

Name of Project: ______________________________________________________________ Project Location: ______________________________________________________________ Project Date: _________________________________________________________________ Firm Name for Contact Person #1: ________________________________________________ Name of Contact Person #1: _____________________________________________________ Telephone Number for Contact Person #1: __________________________________________ Email Address for Contact Person #1: ______________________________________________

The references will be used to confirm the selection rather than as an evaluation criterion.

However, if several proposers are close in the final evaluation, references may be used to select the best evaluated proposer.

CMS # AO1029-21 – Image Scanning Services Page 16 of 32

Attachment 4: Cost Proposal Submission Form

QTY UNIT OF

MEASURE DESCRIPTION OF SERVICES UNIT

RATE PRICE

1 EA Scanning of Deed Books as per Section 5: Scope of Work

1 EA Scanning of Appraisal Files as per Section 5: Scope of Work

Total Price:

CMS # AO1029-21 – Image Scanning Services Page 17 of 32

Exhibit 1: Sample County Contract for Services

The Contract for Services (provided in the following pages) contains capitalized and bracketed items that shall be replaced with appropriate information in the final contract.

[Sample County Contract for Services on Next Page]

CMS # AO1029-21 – Image Scanning Services Page 18 of 32

SAMPLE

MARION COUNTY

CONTRACT FOR SERVICES

This contract is between Marion County (a political subdivision of the State of Oregon) hereinafter called County, and [Insert Name], [a/an Corporation, non-profit, etc.] hereinafter called Contractor.

Contractor agrees to perform, and County agrees to pay for, the services and deliverables described in Exhibit A (the “Work”).

1. TERM. This Contract is effective on the date it has been signed by all parties and all required County approvals have been obtained. This Contract expires on [OPTION 1: [insert date].] [OPTION 2: the later of [insert date], the date all warranties have expired or the date Contractor has completed all Services in accordance with the requirements of this Contract, as determined by County.] The parties may extend the term of this Contract provided that the total Contract term does not extend beyond [insert date or event],

2. CONSIDERATION.

A. The maximum, not-to-exceed compensation payable to Contractor under this Contract, which includes any allowable expenses, is $[Insert amount]. County will not pay Contractor any amount in excess of the not-to-exceed compensation of this Contract for completing the Work, and will not pay for Work performed before the date this Contract becomes effective or after the termination of this Contract. If the maximum compensation is increased by amendment of this Contract, the amendment must be fully effective before Contractor performs Work subject to the amendment.

B. Interim payments to Contractor shall be made in accordance with the payment schedule and requirements in Exhibit A.

C. If specified below, county’s payments to Contractor under this agreement will be paid in whole or in part with federal funds. If so specified, by signing this agreement, Contractor certifies neither it nor its employees, contractors, subcontractors or subgrantees who will perform the Project activities are currently employed by an agency or department of the federal government.

In accordance with 2 CFR 200.330, Contractor has been designated:

☐ Subrecipient ☐ Contractor/Vendor ☐ Not applicable

Catalog of Federal Domestic Assistance (CFDA) #(s) of federal funds to be paid through this Grant:

21.019

3. COMPLIANCE WITH STATUTES AND RULES.

A. County and the Contractor agree to comply with the provisions of this contract, its exhibits and attachments and all applicable federal, state, and local statutes and rules.

Unless otherwise specified, responsibility for all taxes, assessment, and any other charges imposed by law upon employers shall be the sole responsibility of the Contractor. Failure of the Contractor or the County to comply with the provisions of this contract and all applicable federal, state, and local statutes and rules shall be cause for termination of this contract as specified in sections concerning recovery of funds and termination.

CMS # AO1029-21 – Image Scanning Services Page 19 of 32

County’s performance under this Contract is conditioned upon Contractor's compliance with the obligations intended for contractors under ORS 279B.220, 279B.225 (if applicable to this Contract), 279B.230, 279B.235 (if applicable to this Contract) and ORS 652, which are incorporated by reference herein.

B. Contractor must, throughout the duration of this Contract and any extensions, comply with all tax laws of this state and all applicable tax laws of any political subdivision of this state. For the purposes of this Section, “tax laws” includes all the provisions described in subsection 27. C. (i) through (iv) of this Contract.

i. Any violation of subsection B of this section shall constitute a material breach of this Contract. Further, any violation of Contractor’s warranty, in subsection 27.3 of this Contract, that Contractor has complied with the tax laws of this state and the applicable tax laws of any political subdivision of this state also shall constitute a material breach of this Contract. Any violation shall entitle the County to terminate this Contract, to pursue and recover any and all damages that arise from the breach and the termination of this Contract, and to pursue any or all of the remedies available under this Contract, at law, or in equity, including but not limited to:

a. Termination of this Contract, in whole or in part;

b. Exercise of the right of setoff, and withholding of amounts otherwise due and owing to Contractor, in an amount equal to State’s setoff right, without penalty; and

c. Initiation of an action or proceeding for damages, specific performance, declaratory or injunctive relief. The County shall be entitled to recover any and all damages suffered as the result of Contractor's breach of this Contract, including but not limited to direct, indirect, incidental and consequential damages, costs of cure, and costs incurred in securing [replacement Services/replacement Goods/ a replacement contractor].

C. These remedies are cumulative to the extent the remedies are not inconsistent, and the County may pursue any remedy or remedies singly, collectively, successively, or in any order whatsoever.

4. CIVIL RIGHTS, REHABILITATION ACT, AMERICANS WITH DISABILITIES ACT and TITLE VI OF THE CIVIL RIGHTS ACT. Contractor agrees to comply with the Civil Rights Act of 1964, and 1991, Americans with Disabilities Act of 1990, and Section 504 of the Rehabilitation Act of 1973, and Title VI as implemented by 45 CFR 80 and 84 which states in part, No qualified person shall on the basis of disability, race, color, or national origin be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity which received or benefits from federal financial assistance.

5. TIME IS OF THE ESSENCE. Contractor agrees that time is of the essence in the performance of this Contract.

6. FORCE MAJEURE. Neither County nor Contractor shall be responsible for any failure to perform or for any delay in the performance of any obligation under this Contract caused by fire, riot, acts of God, terrorism, war, or any other cause which is beyond the breaching party's reasonable control. Contractor shall, however, make all reasonable efforts to remove or eliminate the cause of Contractor’s delay or breach and shall, upon the cessation of the cause, continue performing under this Contract. County may terminate this Contract upon written notice to Contractor after reasonably determining that the delay or breach will likely prevent successful performance of this Contract.

CMS # AO1029-21 – Image Scanning Services Page 20 of 32

7. FUNDING MODIFICATION.

A. County may reduce or terminate this contract when state or federal funds are reduced or eliminated by providing written notice to the respective parties.

B. In the event the Board of Commissioners of the County reduces, changes, eliminates, or otherwise modifies the funding for any of the services identified, the Contractor agrees to abide by any such decision including termination of service.

8. RECOVERY OF FUNDS. Expenditures of the Contractor may be charged to this contract only if they

(1) are in payment of services performed under this contract, (2) conform to applicable state and federal regulations and statutes, and (3) are in payment of an obligation incurred during the contract period.

Any County funds spent for purposes not authorized by this contract and payments by the County in excess of authorized expenditures shall be deducted from future payments or refunded to the County no later than thirty (30) days after notice of unauthorized expenditure or notice of excess payment.

Contractor shall be responsible to repay for prior contract period excess payments and un-recovered advanced payments provided by the County. Repayment of prior period obligations shall be made to the County in a manner agreed on.

9. ACCESS TO RECORDS.

A. Contractor shall permit authorized representatives of the County, State of Oregon, or the applicable audit agencies of the U.S. Government to review the records of the Contractor as they relate to the contract services in order to satisfy audit or program evaluation purposes deemed necessary by the County and permitted by law.

B. Contractor agrees to establish and maintain financial records, which indicate the number of hours of work provided, and other appropriate records pertinent to this contract shall be retained for a minimum of three (3) years after the end of the contract period. If there are unresolved audit questions at the end of the three-year period, the records must be maintained until the questions are resolved.

10. REPORTING REQUIREMENTS. Contractor shall provide County with periodic reports at the frequency and with the information prescribed by County. Further, at any time, County has the right to demand adequate assurances that the services provided by Contractor shall be in accordance with the Contract. Such assurances provided by the Contractor shall be supported by documentation in Contractor’s possession from third parties.

11. CONFIDENTIALITY OF RECORDS.

A. Contractor shall not use, release or disclose any information concerning any employee, client, applicant or person doing business with the County for any purpose not directly connected with the administration of County’s or the Contractor’s responsibilities under this Contract except upon written consent of the County, and if applicable, the employee, client, applicant or person.

B. Contractor shall ensure that its agents, employees, officers and subcontractors with access to County and Contractor records understand and comply with this confidential provision.

C. If Contractor receives or transmits protected health information, Contractor shall enter into a Business Associate Agreement with County, which shall become part of this Contract, if attached hereto.

CMS # AO1029-21 – Image Scanning Services Page 21 of 32

D. Client records shall be kept confidential in accordance with ORS 179.505, OAR 309-11-020, 45 CFR 205.50 and 42 CFR Part 2 as applicable.

12. INDEMNIFICATION AND INSURANCE.

A. Contractor shall defend, save, indemnify, and hold harmless the County, its officers, agents, and employees from and against all claims, suits, actions, losses, damages, liabilities, costs and expenses of any nature whatsoever, including attorney fees, resulting from, arising out of, or relating to the activities of Contractor or its officers, employees, subcontractors, or agents under this Contract. Contractor shall have control of the defense and settlement of any claim that is subject to this section. However, neither Contractor nor any attorney engaged by Contractor shall defend the claim in the name of either County or any department of County, nor purport to act as legal representative of either County or any of its departments, without first receiving from County Legal Counsel authority to act as legal counsel for the County, nor shall Contractor settle any claim on behalf of County without the approval of County Legal Counsel. County may, at its election and expense, assume its own defense and settlement.

B. Contractor shall obtain the insurance required under section 23 prior to performing under this Contract and shall maintain the required insurance throughout the duration of this Contract and all warranty periods.

C. County, pursuant to applicable provisions of ORS 30.260 to 30.300, maintains a self-insurance program that provides property damage and personal injury coverage.

13. EARLY TERMINATION. This Contract may be terminated as follows:

A. County and Contractor, by mutual written agreement, may terminate this Contract at any time.

B. County in its sole discretion may terminate this Contract for any reason on 30 days written notice to Contractor.

C. Either County or Contractor may terminate this Contract in the event of a breach of the Contract by the other. Prior to such termination the party seeking termination shall give to the other party written notice of the breach and intent to terminate. If the party committing the breach has not entirely cured the breach within 15 days of the date of the notice, then the party giving the notice may terminate the Contract at any time thereafter by giving a written notice of termination.

D. Notwithstanding section 13C, County may terminate this Contract immediately by written notice to Contractor upon denial, suspension, revocation or non-renewal of any license, permit or certificate that Contractor must hold to provide services under this Contract.

14. PAYMENT ON EARLY TERMINATION. Upon termination pursuant to section 13, payment shall be made as follows:

A. If terminated under 13A or 13B for the convenience of the County, the County shall pay Contractor for Work performed prior to the termination date if such Work was performed in accordance with the Contract. County shall not be liable for direct, indirect or consequential damages. Termination shall not result in a waiver of any other claim County may have against Contractor.

B. If terminated under 13C by the Contractor due to a breach by the County, then the County shall pay the Contractor for Work performed prior to the termination date if such Work was performed in accordance with the Contract.

CMS # AO1029-21 – Image Scanning Services Page 22 of 32

C. If terminated under 13C or 13D by the County due to a breach by the Contractor, then the County shall pay the Contractor for Work performed prior to the termination date provided such Work was performed in accordance with the Contract less any setoff to which the County is entitled.

15. INDEPENDENT CONTRACTOR.

A. The Contractor is a separate and independently established business, retains sole and absolute discretion over the manner and means of carrying out the Contractor’s activities and responsibilities for the purpose of implementing the provisions of this contract, and maintains the appropriate license/certifications, if required under Oregon Law. This contract shall not be construed as creating an agency, partnership, joint venture, employment relationship or any other relationship between the parties other than that of independent parties. The Contractor is acting as an “independent contractor” and is not an employee of County, and accepts full responsibility for taxes or other obligations associated with payment for services under this contract. As an “independent contractor”, Contractor will not receive any benefits normally accruing to County employees unless required by applicable law. Furthermore, Contractor is free to contract with other parties for the duration of the contract.

B. SUBCONTRACTING/NONASSIGNMENT. No portion of the Contract may be contracted or assigned to any other individual, firm or entity without the express and prior approval of the County.

16. GOVERNING LAW AND VENUE. This Contract shall be governed by the laws of the State of Oregon. Any action commenced in connection with this Contract shall be in the Circuit Court of Marion County. All rights and remedies of the County shall be cumulative and may be exercised successively or concurrently. The foregoing is without limitation to or waiver of any other rights or remedies of the County according to law.

17. OWNERSHIP AND USE OF DOCUMENTS. All documents, or other material submitted to the County by Contractor shall become the sole and exclusive property of the County. All material prepared by Contractor under this Contract may be subject to Oregon’s Public Records Laws.

18. NO THIRD PARTY BENEFICIARIES.

A. County and Contractor are the only parties to this Contract and are the only parties entitled to enforce its terms.

B. Nothing in this contract gives or provides any benefit or right, whether directly, indirectly, or otherwise, to third persons unless such third persons are individually identified by name in this Contract and expressly described as intended beneficiaries of this Contract.

19. SUCCESSORS IN INTEREST. The provisions of this Contract shall be binding upon and inure to the benefit of the parties and their successors and approved assigns.

20. MERGER CLAUSE. This Contract and the attached exhibits constitute the entire agreement between the parties.

A. All understandings and agreements between the parties and representations by either party concerning this Contract are contained in this Contract.

B. No waiver, consent, modification or change in the terms of this Contract shall bind either party…