Digital_Imaging_(Addendum_#1_Revision).pdf

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Collin County, TX

REQUEST FOR PROPOSAL

2025-182

DIGITAL IMAGING

RELEASE DATE: July 29, 2025

RESPONSE DEADLINE: September 11, 2025, 2:00 pm

Please refer to the project timeline in this document for all important deadlines.

Request For Proposal #2025-182 Title: Digital Imaging

Table Of Contents

1. INTRODUCTION

2. PURPOSE/SCOPE OF WORK

3. SPECIAL CONDITIONS

4. INSURANCE REQUIREMENTS

5. EVALUATION

6. GENERAL INSTRUCTIONS

7. TERMS OF CONTRACT

8. PRICING PROPOSAL

9. PROPOSAL FORMAT / VENDOR RESPONSE

10. ATTACHMENTS

Attachments:

A - Attachment A-sample scope of work PDF

B - ATTACHMENT B pdf

C - Attachment C 1 of 2 Example Verification of Receipt of Boxes pdf

D - Attachment C 2 of 2 Example Chain of Custody pdf

E - Attachment D Example

F - ATTACHMENT E pdf

G - Exceptions

H - CIQ Form

I - W9

J - LEGAL NOTICE

1. INTRODUCTION

1.1. SUMMARY

The goal of this multi-year project is to convert the paper documents to digital storage in accordance with

Texas Local Government Code, Chapters 201-205 and the Texas Administrative Code, chapter 7, §§ 7.71-7.9.

Collin County’s goal is to create a digital electronic warehouse for county records that will provide both long term preservation and greater public access to the current and historical records of the County.

1.2. TIMELINE

RFP Released: July 29, 2025

Mandatory Pre-Proposal Meeting (1st

Opportunity) (Mandatory):

August 12, 2025, 2:00pm

Collin County Records Department, 825 N.

McDonald, Suite 100, McKinney, TX 75069

Mandatory Pre-Proposal Meeting (2nd

Opportunity) (Mandatory):

August 14, 2025, 10:00am

Collin County Records Department, 825 N.

McDonald, Suite 100, McKinney, TX 75069

Deadline for Submission of Questions: August 18, 2025, 5:00pm

Response Submission Deadline: September 11, 2025, 2:00pm

2. PURPOSE/SCOPE OF WORK

2.1. PROJECT OVERVIEW

The goal of this multi-year project is to convert the paper documents to digital storage in accordance with

Texas Local Government Code, Chapters 201-205 and the Texas Administrative Code, chapter 7, §§ 7.71-

7.9. Collin County’s goal is to create a digital electronic warehouse for county records that will provide both long term preservation and greater public access to the current and historical records of the County.

Records to be considered as part of this effort include but are not limited to:

• Records with permanent retention periods as per Texas State Library & Archives local government retention schedules.

• Records with long term retention – at least 10 years.

• Records with high volume usage and/or records where the ability to share documents among departments is critical.

• Records with retention periods of 5+ years that the volume of the documents is best managed in an electronic format.

• Records with a high visibility for public access.

Collin County IT/Records department will be converting approximately six (6) million Pages of paper records over the life of the contract. Most records are contained within 1.2 cu. ft. standard records center boxes.

These Images are to be imported into our enterprise electronic document/content management system

(Laserfiche) with the indexing information auto-populating the template fields. These boxes include documents from various departments but the majority of the contract will be focused on the District Attorney project. Approximately 90% of these Pages are single sided, letter size documents. Paper size varies from small receipts or post it notes to drawings up to 17” x 23”. Since the actual number of Pages/Images varies within each box, Records is using an average of 2000 Pages/Images per box to arrive at the above total.

2.2. DEFINITIONS

• Records Series - the folder structure that identifies the type of record to which retention is applied.

• Image/Page - an individual Page when scanned becomes a single Image.

• Document - a file or group of Pages that form a single set of similar Pages within a record. For example motions within a case file; Inspections within a permit file. All records do not have separate documents within them (for example Accounts Payable check copies/backup contains multiple Pages that make up the single record for that check number).

• Record - Complete group of Pages and/or documents that make up the unique file that is processed and indexed as a single entity.

• Metadata/Indexing - data about the record that becomes the source for identifying the record and its contents. This is to be furnished to Collin County in a format easily imported into our SQL database.

The intent of these index fields is to auto-populate the template fields in Laserfiche.

• Validation- process of testing and checking the accuracy of the work performed. Several Validation steps are included in this process. Such as proof of concept test/sample, Vendor to perform complete quality control Image and indexing review, and Collin County review.

• Proof of Concept Test - After the Scope of Work document is approved, a small sample (normally less than one box equivalent) of the records series will be processed by the Vendor and returned to Collin

County records for Validation and user testing by the department. Changes, issues to the Scope of

Work document will be made at this time on an as needed basis.

• Scope of Work Document - detailed document to be prepared describing the project description, number of boxes, estimated number of Pages, scanning requirements, indexing requirements, specialized document preparation requirements, after-scanning document handling requirements, data output, and Records department staff contacts for each departmental records series to be included in this project. This scope of work shall be approved by the department’s elected official/department head, Collin County records manager, and Vendor prior to starting the specific phase of the project.

• RMS (Records Management System) - internal name given to Collin County’s enterprise electronic document management system

• Non Scan Items – represents any item contained in the boxes that cannot be or designated not to be scanned in scope of work (examples could be VHS tapes, CD, lighter, plastic bag etc.)

• Box – anticipated to contain approximately 2,000 scan pages.

2.3. GENERAL REQUIREMENTS

• Delivery of the Images and indexing shall be by Secured Encrypted FTP or other electronic delivery method such as hard drive or thumb drives. Laserfiche Briefcase is preferred.

• Vendor validated output (both Images and metadata) will be submitted to Collin County records on a mutually agreed date based upon the assigned project. The paper documents will be returned to Collin

County within three (3) business days of the electronic data. Refer to Attachment E for example of summary log information.

• A list of all non-scan items removed from the various boxes for the project shall be created and provided along with the separated items which need to be pulled and put into new boxes to be returned to Collin County. A copy of the list of these items shall be included in each newly created box. The list shall include case number, name and a description of the item. Refer to Attachment D for

Non Scan Item Example. Note: it is possible that in some instances media types, such as compact discs, thumb drives etc. will be identified in scope of work to be converted electronically as well.

• County records shall be available during normal business hours, 9:00 AM to 5:00 PM CST. If requested, same day turnaround time of electronic records shall be provided.

• Compliance with State of Texas requirements: Bidder shall comply with electronic standards and procedures in Texas Administrative Code, Title 13, Chapter 7 and Local Government Code, Chapter 205 and Local Government Bulletin C. These requirements can be obtained from the Texas State Library &

Archives Commissions at http://www.tsl.state.tx.us/slrm/recordspubs/lo1.pdf.

2.4. COLLIN COUNTY RESPONSIBILITIES

1. Identify records series to be processed and estimate volumes.

2. Provide unassembled boxes to be used for new non-scan items being pulled from original boxes.

3. Provide industrial rubber bands to be placed on boxes to attach lids during transport if needed.

4. A draft scope of work will be reviewed and approved by the Record Manager (Refer to Attachment

A for example)

5. Create indexing and template information needed

6. Identify and remove boxes from shelves to be sent and provide a verification form to be signed by

Vendor when boxes are picked up. Refer to Attachment C1 for Verification and Chain of Custody form for receipt of boxes.

7. IT/Records Department will serve as contact for retrieval of needed documents

8. Validate that the imported numbers provided in the output logs provided by the vendor match the numbers after importing is completed.

9. Perform 10% QC and provide feedback within 14 business days of receipt of data and boxes of any issues found including examples.

2.5. CONTRACTOR RESPONSIBILTIES

Contractor responsibilities shall include, but are not necessarily limited to:

1. Pick-up boxes from Collin County on a mutually agreed date based upon the assigned project and acknowledge receipt of scope of work for the record series provided.

http://www.tsl.state.tx.us/slrm/recordspubs/lo1.pdf

2. Sign Verification Form verifying list of boxes before they leave the County. Refer to Attachment C 2 for

Verification form for receipt of boxes and Chain of Custody form to be returned to the County along with boxes.

3. Supply Proof of Concept results at start of records series

4. Provide Collin County Records with a progress report within ten (10) business days

5. Once Proof of Concept is approved, prepare the documents for scanning, scan documents, index

(create the Metadata) and validate work

6. If a Page is found to be a poor quality original, insert a Page that reflects this issue (See attachment B for example). If more than 5 Pages throughout the file are poor quality originals, a Page may be inserted into the front of the first Page scanned that states that there are multiple poor quality originals within the file and that best scanning practices are being used.

7. Due to the nature of some of the case files being converted to electronic documents, in the event that any photos that could contain Images considered to be child pornography are found in physical files, they are NOT to be scanned into the files. These would be considered as non-scan items, documented separately and Vendor would need to notify IT/Records.

8. Return electronic files containing the Images and the Metadata, output logs as well as the paper boxes to Collin County IT/Records Department. Minimum of 100 boxes per month to be completed and data and boxes must be received within 3 business days of each other if not at same time.

9. Return chain of custody and any non-scan items list if applicable to Collin County IT/Records

Department. Refer to Attachment D for Non Scan Items example document. These must be returned along with the original boxes in that same phase.

10. Documents shall be kept in order, placed back into file folders and returned to box in order. No need to re-staple or clip documents.

11. All Quality Control procedures provided shall be followed for every project. All documents shall be placed back in order into the box when returning to the County. If any quality issues are discovered by

Collin County, Vendor shall pick up boxes and correct them at Vendor’s cost. These corrections shall be completed before next phase of work is submitted.

12. If a document or record is needed, the Vendor shall supply an electronic copy within one (1) business day. If classified urgent, scanned data shall be available electronically within 4 hours of notification via secured FTP site.

13. Document all questions or clarification needs in writing to Collin County Records Department. Verbal questions are acceptable only when they are followed up in writing.

14. All boxes lids must be either double rubber banded to the boxes during transport or shrink wrapped to ensure they are secure during transit. If needed, industrial rubber bands to be provided to vendor by

Collin County.

2.6. QUALITY ASSURANCE PLAN

Vendor shall provide Quality Assurance Plan that includes Chain of Custody document verifying completion of all quality control procedures for each project shall be provided along with output logs and Images. This document shall include notations that the number of Pages received physically by Vendor from Collin County matches the number of Images provided electronically to Collin County. This document shall be signed and dated and provided with each batch. Refer to Attachment E for Summary Log Example and Attachment F for

Verification Log Example.

2.7. STATEMENT OF WORK

1. Prior to initiating any records series scanning, a detailed scope of work specific to that records series will be approved by the Collin County’s records manager, and the awarded Vendor. Refer to

Attachment A to see a sample scope of work.

2. Estimated quantities are provided for each departmental records series in § 2.9. Approximate usage does not constitute an order, but only implies the probable quantity the County will scan. Records series will be prioritized and ordered on an agreed upon schedule.

3. Metadata required varies with each records series. Field name, size, special formatting, etc. will be agreed upon prior to starting a specific records series and identified in the Record Series scope of work. Once approved in the records series scope of work, these requirements cannot be changed without approval from Collin County’s records manager.

4. A “proof of concept” or sample will be completed at the beginning of a records series project and no additional scanning will be authorized until the Collin County Record Manager or their representative approves the final output. IT/Records will be responsible for importing the Images and metadata from this test into Laserfiche for user acceptance testing.

5. Completed Images and metadata will be imported into the County’s enterprise electronic records management system, Laserfiche. The Records and Metadata will be imported into Laserfiche 11 (or any upgrade implemented by project start) using SQL for the database. Documents shall be scanned at

300 dpi black and white (b/w) into a multi-page tiff format. Exceptions to the 300 dpi b/w requirement will be detailed in the records series scope of work. Indexing (metadata) will be quoted on a per document basis using the following averages for each records series:

i. Number of Fields: 3

ii. Average size/number of keystrokes per field: 50

iii. Name, Case number, Offense

iv. If grayscale, color, or preservation quality (600dpi) Images are required, this will be detailed in the records series scope of work.

2.8. PROJECTS

The following specifications apply to all projects:

1. The majority of pages are to be scanned at 300dpi black and white. Color or grayscale shall be used in certain instances where necessary to ensure the scanned image is clearly represented and maintains the integrity of the original document. If an original page or picture is in color, then color shall be used.

If an original page is in black and white or grayscale, then black and white could be used unless settings require grayscale. The scanned images are required to be of equal quality as the original documents found in the files.

2. If the original document is of poor quality, a page stating “poor quality original, best practice used” shall be inserted along with this image so that it is known that it was not a scanning error and that best scanned image was provided. If more than five individual instances occur of poor quality originals within a file folder, then a single page shall be inserted into the front of the file (after the file folder) that states “multiple poor-quality originals, best practice used.” Please note: this shall only be used if the originals are poor quality and without this statement, it will appear to be a scanning error.

(examples: paper is very dark, page was copied with post it on top of it, page had dark line down the middle, blurry image etc.).

3. All “Post It’s” or “sticky notes” shall be removed from the page prior to scanning and placed on a blank page immediately following the location of the page it was taken from. Do not overlap the “Post It’s” or “Sticky Notes”.

4. All media (CD, DVD’s, thumb drives etc.) shall be pulled and treated as physical holdouts with content lists created accordingly. The holdout content list shall include the name/case number/description. All holdout media found inside a case folder shall be placed into an envelope or plastic bag (or can be kept in original envelope if applicable) and clearly labeled as to which file folder it came from. If there are multiple file folders inside a brown accordion file folder, these are related cases, and all media found within this brown folder shall be all bagged together and clearly labeled. Note: When pulling media, the original assembly and order of the pages / media shall be preserved. The contractor is the last to know exactly where it was located and what file(s) it came from. It is extremely important to ensure this information is tracked correctly. If a holdout is created from a file, a page stating “holdout media found in file” shall be scanned into the front of the file. This page shall be typed instead of handwritten so that it is OCR/searchable. The Contractor shall inform the County there is a holdout created from this file and now in another holdout box. Please note if a holdout is found in a box that does not have a file folder due to being part of a multi box set of case file(s) etc., the Contractor shall insert this “holdout media found in file” page as page 1 of the scanning of that particular box.

5. All holdout boxes shall be filled only halfway to ensure the boxes are not too heavy and to allow for

County staff to search through them when needed. Upon request, unassembled boxes can be provided to the Contractor as requested for this purpose.

6. Electronic images shall be provided by Phase number assigned and separated by year and delivered along with index information utilizing Laserfiche Briefcase or approved secured encrypted FTP.

7. All boxes picked up and returned to the County are required to be secured with large rubber bands for transport. Each box shall be secured with two (2) large rubber bands, crisscrossed to secured the box lid(s). Collin County shall provide the large rubber bands to the Contractor.

8. Any discrepancies noted during the verification of the files received in the boxes shall be documented and County staff notified within 72 hours of receipt.

9. All boxes shall be reassembled as originally received. Pages are not required to be re-stapled or placed into binders once removed, however, page order and file order shall be maintained throughout. Every effort shall be made to scan original documents, but in the event that a copy is having to be made prior to scanning, the photocopy made shall be placed in its original location within the file and the original document placed in the back of the applicable file folder.

10. Unless other arrangements are agreed upon, the vendor shall pick up once per month and return the previously completed phase at that time. Quantity to be determined based on pricing and budget allowance. Estimated amount to be 350 to 400 boxes annually.

2.9. PROJECT DETAILS

Department Record Series Approx. # Boxes Approx. # Pages Paper / Record

Size

District Attorney Case Files 1700 3,400,000 Standard, 8.5" x

11" (also will contain small pages such as post its, receipts, etc. and envelopes) May contain occasional larger size of paper.

Oversized

Documents

Maps &

Drawings

14 14,000 Maps & drawings which can be up to 17” x 23”

2.10. DISTRICT ATTORNEY PROJECTS

This will be the main project to be completed each year of the contract. Expected to be approximately 800 boxes annually. Other listed projects above would follow upon completion of this one.

Additional project details pertaining to the District Attorney records:

1. Any sticky tabs found on the ends of files with nothing written on them are not required to be scanned for this project.

2. When a case number is not found, the Contractor shall use the control number (if provided). Please note when pulling media, that in many instances, the media may only show the control number, however, the case number is found on the case file itself that the media is being pulled from. The

County expects the case number to be used on the holdout content list if possible, please make sure to notate this case number on the media at the time you are pulling it from the file. If for some reason a case number is not found, then the control number can be used for that particular case.

3. Any sealed document labeled as “Evidence” or states some variation of a statement implying “do not open”, shall be treated as a holdout and NOT scanned with the following exception of Victim Impact

Statements.

4. Victim Impact Statement envelopes found in files, regardless of if they state to not open, shall be opened and scanned along with the files.

5. All other unopened documents found in the files shall be opened and scanned. If any questions on a particular scenario are found, please contact the County and request clarification prior to opening and scanning.

6. If during prep phase of files, photocopies of any sensitive material are found in the files, Contractor shall pull these and treat them as holdouts. These are not expected, but in the event they are found, please follow this procedure. Please note, by sensitive material, this would only pertain to anything that would be in a Juvenile file that would be considered child pornography if scanned/uploaded.

7. MEASUREMENTS: Measurements for the average Page size are as follows: 8.5” x 11”

8. SETTINGS: Scanners shall be set on duplex to capture front and back Images. Default setting is b/w @

300dpi. Some lightly hand written or darker black and white Images may require grayscale setting.

Color shall ONLY be used for ALL photos, copies or printed photos and any other color document in the files that would be necessary to maintain the integrity of the document. Blank Pages shall be removed where applicable.

9. PROJECT SIZE: Approx. 1700 Boxes

10. INDEXING:

i. There will be 3 indexed fields provided for this project; this will allow IT/Records to upload the data into the system.

a. Field 1 - Last name, first name

b. Field 2 – Case Number

c. Field 3 – Offense

11. PICK UP REQUIREMENTS: For this particular project, there will be a minimum once a month pick up on a mutually agreed date.

12. DELIVERY REQUIREMENTS: For this particular project, Preferred Delivery will be every 4 weeks or on a mutually agreed date. Vendor will be required to return documents in portions as completed.

2.11. ADDITIONAL INFORMATION

• Project benchmarks will be agreed upon prior to the start of any project.

• Invoices are to be submitted to the Collin County Records Manager for approval once per month. Once data and boxes as well as required documentation are received and 10% blind quality control check is verified, invoice will be sent to the County Auditor for payment.

• Collin County shall not require CJIS and/or Texas Department of Public Safety (DPS) Certifications when handling District Attorney Projects. However, all CJIS and Texas DPS rules and regulations shall be followed.

• Geographic restrictions shall not apply to this contract. However, all minimum requirements must be met.

3. SPECIAL CONDITIONS

3.1. AUTHORIZATION

By order of the Commissioners Court of Collin County, Texas sealed proposals will be received for 2025-182

Digital Imaging.

3.2. INTENT OF REQUEST FOR PROPOSAL

Collin County’s intent of this Request for Proposal (RFP) and resulting contract is to provide contractors with sufficient information to prepare a proposal which will include services to convert paper documents to digital

Images for electronic storage.

3.3. TERM

Provide for a one (1) year term commencing on the date of award with the option of four (4) one (1) year renewals.

3.4. TRANSITIONAL PERIOD

Upon normal completion of this contract, not to include termination for default, and in the event that no new contract has been awarded by the original expiration date of the existing contract including any extension thereof, it shall be incumbent upon the Contractor to continue the contract under the same terms and conditions until a new contract can be completely operational. At no time shall this transition period extend more than ninety (90) days beyond the original expiration date of the existing contract and any extension thereof.

3.5. PRE-PROPOSAL CONFERENCE

A mandatory pre-proposal conference will be conducted by Collin County on Tuesday, August 12, 2025 at 2:00 pm and

Thursday, August 14, 2025 at 10:00 am at the Collin County Records Department, 825 N. McDonald, Suite 100, McKinney, TX

75069. It is the contractor’s responsibility to review the site and documents to gain a full understanding of the requirements of the RFP. All contractors desiring to submit a proposal are encouraged to have a representative at one of the two mandatory pre-proposal conferences.

3.6. POINT OF CONTACT

Information regarding the purchasing process and the contents of this RFP may be obtained from the Collin

County Department or email Hunter Alley, Senior Buyer at halley@co.collin.tx.us.

3.7. FUNDING

Funds for payment have been provided through the Collin County budget approved by the Commissioners

Court for this fiscal year only. State of Texas statutes prohibit the County from any obligation of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated orders or other obligations that arise past the end of the current Collin County fiscal year shall be subject to budget approval.

3.8. PRICE REDUCTION

If during the life of the contract, the offeror's net prices to its customers for the same product(s) and/or services shall be reduced below the contracted price, it is understood and agreed that the County shall receive such price reduction.

3.9. PRICE REDETERMINATION

A price redetermination may be considered by Collin County only at the twelve (12) month, twenty-four (24) month, thirty-six (36) month and forty-eight (48) month anniversary date of the contract. Any request for redetermination will require a minimum of thirty (30) days written notice, prior to the date of the increase and all requests for price redetermination shall be in written form and shall include documents supporting price redetermination such as Manufacturer’s direct cost, postage rates, Railroad Commission rates, Federal/State minimum wage law, Federal/State unemployment taxes, F.I.C.A., Insurance Coverage Rates, etc. The Vendor’s past experience of honoring contracts at the quotation price will be an important consideration in the evaluation of the lowest and best quote. Collin County reserves the right to accept or reject any/all of the price redetermination as it deems to be in the best interest of the County.

3.10. COMPLETION/RESPONSE TIME

Contractor shall place product(s) and/or complete services at the County’s designated location within the number of calendar days according to the schedule proposed by contractor

3.11. DELIVERY/SETUP/INSTALLATION LOCATION

Locations for delivery and installation will be stated on the Collin County Purchase Order(s). Delivery shall include assembly, setup and installation and shall be included in proposal. Below is the address for work to be completed.

Collin County Records Department, 825 N. McDonald, Suite 100, McKinney, TX 75069

3.12. FREIGHT/DELIVERY CHARGES:

Any freight or delivery charges shall be included in the submitted pricing. No additional fees for delivery/freight/fuel surcharges or other fees shall be invoiced or paid by Collin County.

3.13. TESTING

Testing may be performed at the request of Collin County, by an agent so designated, without expense to

Collin County.

3.14. SAMPLES/DEMOS

When requested, samples/demos shall be furnished free of expense to Collin County.

3.15. EQUIVALENT MODEL SUBSTITUTION

If in these specifications, Collin County requests pricing for specific models listed in the line items and should the manufacturer discontinue or add a model during the term of the contract or any renewal periods, Vendor will keep the awarded price for the replacement model.

3.16. APPROXIMATE VALUE/USAGE

Approximate usage does not constitute an order, but only implies the probable quantity the County will use.

Estimated expenditure is one hundred thousand dollars ($100,000).

3.17. BACKGROUND CHECK

All Contractor employees that will be working on site or by Remote Access shall pass a background check performed by Collin County before any work may be performed. The selected contractor shall be provided the required information for background checks.

3.18. SUBCONTRACTORS

Contractor shall state names of all subcontractors and the type of work they will be performing. If a contractor fails to specify a subcontractor, then he shall be deemed to have agreed that he is fully qualified to perform the contract himself, and that he will fully perform the contract himself.

No proposer whose proposal is accepted shall (a) substitute any subcontractor, or (b) permit a subcontract to be voluntarily assigned or transferred or allow it to be performed by anyone other than the original subcontractor listed in the original proposal without approval in writing from the Collin County

Purchasing Department.

The successful proposer further agrees that Collin County and its agents, servants and employees shall not be liable for any loss or damage resulting from personal injury, physical loss, harassment of or discrimination against employee or other violations of the provisions of this contract occasioned by the acts or omissions of the successful proposer’s sub-contractors, their agents or employees. The indemnification provisions of this contract shall apply to all sub-contractors.

3.19. QUALITY ASSURANCE

If the County deems the finished product unacceptable, the Contractor shall remedy or redo any such service(s) in a timely manner without cost to the County. Contractor shall refer to Exhibit G: Acceptable &

Unacceptable Work Products to determine the County’s quality expectations. Note: Poor quality originals shall be handled per PURPOSE/SCOPE OF WORK. Missing original documents and / or items are not acceptable, unless the originals are identified as hold-outs (per the specifications).

3.20. CONFIDENTIAL OR PROPRIETARY INFORMATION

Collin County is subject to the Texas “Public Information Act”, Texas Government Code Chapter

552. Contractors shall identify those portions of their proposals that they deem to be confidential, proprietary information or trade secrets. Contractors shall clearly indicate each and every section to which this applies. It https://procurement.opengov.com/portal/collincountytx/projects/147114/document?section=1330687 is not sufficient to preface the entire proposal with a proprietary statement. State of Texas Attorney General retains the final authority as to the extent of material that is considered proprietary or confidential.

3.21. PROPOSAL SCHEDULE

Collin County reserves the right to change the schedule of events as it deems necessary.

RFP Released: July 29, 2025

Mandatory Pre-Proposal Meeting (1st

Opportunity) (Mandatory):

August 12, 2025, 2:00pm

Collin County Records Department, 825 N.

McDonald, Suite 100, McKinney, TX 75069

Mandatory Pre-Proposal Meeting (2nd

Opportunity) (Mandatory):

August 14, 2025, 10:00am

Collin County Records Department, 825 N.

McDonald, Suite 100, McKinney, TX 75069

Deadline for Submission of Questions: August 18, 2025, 5:00pm

Response Submission Deadline: September 11, 2025, 2:00pm

4. INSURANCE REQUIREMENTS

1. Before commencing work, the vendor shall be required, at its own expense, to furnish the Collin County

Purchasing Agent with certified copies of all insurance certificate(s) indicating the coverage to remain in force throughout the term of this contract.

1. Commercial General Liability insurance including but not limited to the coverage indicated below. Coverage shall not exclude or limit Products/Completed Operations, Contractual Liability, or

Cross Liability. Coverage must be written on occurrence form.

Each Occurrence $1,000,000

Personal Injury &Adv Injury $1,000,000

Products/Completed Operation Aggregate $2,000,000

General Aggregate $2,000,000

2. Workers Compensation insurance as required by the laws of Texas, and Employers’ Liability.

Employers Liability

Liability, Each Accident $500,000

Disease - Each Employee $500,000

Disease - Policy Limit $500,000

iii. Commercial Automobile Liability insurance which includes any automobile (owned, non-owned, and hired vehicles) used in connection with the contract.

Combined Single Limit - Each Accident $1,000,000

iv. Professional/Errors & Omissions Liability insurance with a two (2) year extended reporting period. If you choose to have project coverage endorsed onto your base policy, this would be acceptable.

Each Occurrence/Aggregate n/a

v. Umbrella/Excess Liability insurance

Each Occurrence/Aggregate $1,000,000

2. With reference to the foregoing insurance requirement, the vendor shall endorse applicable insurance policies as follows:

i. A waiver of subrogation in favor of Collin County, its officials, employees, volunteers and officers shall be provided for General Liability, Commercial Automobile Liability, and Workers’ Compensation.

ii. The vendor's insurance coverage shall name Collin County as additional insured under the General Liability policy.

iii. All insurance policies shall be endorsed to require the insurer to immediately notify Collin County of any decrease in the insurance coverage limits.

iv. All insurance policies shall be endorsed to the effect that Collin County will receive at least thirty (30) days notice prior to cancellation, non-renewal or termination of the policy.

v. All copies of Certificates of Insurance shall reference the project/contract number.

3. All insurance shall be purchased from an insurance company that meets the following requirements:

i. A financial rating of A-VII or higher as assigned by the BEST Rating Company or equivalent.

4. Certificates of Insurance shall be prepared and executed by the insurance company or its authorized agent, and shall contain provisions representing and warranting the following:

i. Sets forth all endorsements and insurance coverages according to requirements and instructions contained herein.

ii. Sets forth the notice of cancellation or termination to Collin County.

5. EVALUATION

The award of the contract shall be made to the responsible contractor, whose proposal is determined to be the best evaluated offer resulting from negotiation, taking into consideration the relative importance of price and other factors set forth in the Request for Proposals in accordance with Texas Local Government 262.030.

The Evaluation Committee will review all proposals received by the Opening date and time as part of a documented evaluation process. For each decision point in the process, the County will evaluate contractors according to specific criteria and will elevate a certain number of contractors to compete against each other. The proposals will be evaluated on the following criteria.

The County will use a competitive process based upon “selection levels.” The County recognizes that if a contractor fails to meet expectations during any part of the process, it reserves the right to proceed with the remaining contractors or to elevate a contractor that was not elevated before. The selection levels are described in the following sections.

Compliance Review Phase - Conformance with Mandatory Requirements (Pass/Fail)

The first part of the elevation process (the Compliance Review Phase) is to validate the completeness of the proposal and ensure that all the RFP guidelines and submittal requirements are met. Contractors may, at the discretion of the County, be contacted to submit clarifications or provide additional information. Once request has been made, contractors will have two (2) business days to respond. Incomplete or noncompliant RFPs may be disqualified.

Level 1 – Detailed Proposal Assessment (Maximum 125 Points)

The Evaluation Committee will conduct a detailed assessment of all proposals elevated to this Level. See Level

1 below for criteria. It is anticipated that Collin County will elevate proposals scoring at least 87.5 points (70%) to Level 2.

Level 2 – Demonstration of Solution (optional) & References (Maximum 50 Points)

The County will contact the references. These references will be asked a series of questions regarding their satisfaction with the solution and the performance of the implementation supplier. Offeror will be asked to respond in writing to issues and questions raised by the County as well as any other cost and implementation planning considerations in the proposal, and may be invited to present their responses on-site. Proposals may be re-evaluated based upon Criteria in level 1.

Level 3 – Best And Final Offer

Contractors who are susceptible of receiving award may be elevated to Level 3 for Best and Final

Offer. Contractor will be asked to respond in writing to issues and questions raised by the County as well as any other cost and implementation planning considerations in the proposal, and may be invited to present their responses on-site. Proposals may be re-evaluated based upon Criteria in level 1 and 2.

Based on the result of the Best and Final Offer evaluation, a single contractor will be identified as the finalist for contract negotiations. If a contract cannot be reached after a period of time deemed reasonable by the

County, it reserves the right to contact any of the other contractors that have submitted proposals and enter into negotiations with them.

LEVEL 1 - Detailed Proposal Assessment

No. Evaluation Criteria Scoring Method Weight (Points)

1. Fit to General Requirements Points Based 25 (20% of Total)

2. Firm Overview, Staff Qualifications /

Experience / Credentials & Additional

Information

Points Based 25 (20% of Total)

3. Quality Assurance Plan Points Based 25 (20% of Total)

4. Cost: District Attorney Projects Reward Low Cost 30 (24% of Total)

5. Cost: Oversize / Other Documents Reward Low Cost 20 (16% of Total)

LEVEL 2 - References

No. Evaluation Criteria Scoring Method Weight (Points)

1. References Points Based 30 (60% of Total)

2. Demonstration of Solution (optional) or

References Points Based 20

(40% of Total)

6. GENERAL INSTRUCTIONS

6.1. DEFINITIONS

1. Offeror: refers to submitter.

2. Vendor/Contractor/Provider: refers to a Successful Vendor/Contractor/Service Provider.

3. Submittal: refers to those documents required to be submitted to Collin County, by an Offeror.

4. RFP: refers to Request for Proposal.

5. CSP: refers to Competitive Sealed Proposal

6.2. GENERAL INSTRUCTIONS

1. If Offeror does not wish to submit an offer at this time, please submit a No Proposal response.

2. Awards shall be made not more than ninety (90) days after the time set for opening of Submittals.

3. Collin County is always conscious and extremely appreciative of your time and effort in preparing your

Submittal.

4. Collin County exclusively uses OpenGov eProcurement Portal for the notification and dissemination of all solicitations. The receipt of solicitations through any other company may result in your receipt of incomplete specifications and/or addenda which could ultimately render your Submittal non-compliant. Collin County accepts no responsibility for the receipt and/or notification of solicitations through any other company.

5. A Submittal may not be withdrawn or canceled by the Offeror prior to the ninety-first (91st) day following public opening of Submittals and only prior to award.

6. It is understood that Collin County, Texas reserves the right to accept or reject any and/or all

Proposals/Submittals for any or all products and/or services covered in a Request For Proposal (RFP) and Competitive Sealed Proposal (CSP), and to waive informalities or defects in Submittals or to accept such Submittals as it shall deem to be in the best interest of Collin County.

7. All RFPs and CSPs submitted in hard copy paper form shall be submitted in a sealed envelope, plainly marked on the outside with the RFP/CSP number and name. A hard copy paper form Submittal shall be manually signed in ink by a person having the authority to bind the firm in a contract. Submittals shall be mailed or hand delivered to the Collin County Purchasing Department.

8. Submittals via email, oral, telegraphic or telephonic will not be accepted. RFPs and CSPs may be submitted in electronic format via Collin County eProcurement Portal.

9. All RFPs and CSPs submitted electronically via Collin County eProcurement Portal. shall remain locked until official date and time of opening as stated in the Special Terms and Conditions of the RFP and/or

CSP.

10. Time/date stamp clock in Collin County Purchasing Department shall be the official time of receipt for all RFPs and CSPs submitted in hard copy paper form only, no flash drives, CD-ROMs or any other form of “plug and play” portable storage device will be accepted as a Submittal. RFPs, and CSPs received in the Collin County Purchasing Department after submission deadline shall be considered void and unacceptable. Absolutely no late Submittals will be considered. Collin County accepts no responsibility for technical difficulties related to electronic Submittals.

11. For hard copy paper form Submittals, any alterations made prior to opening date and time must be initialed by the signer of the RFP/CSP, guaranteeing authenticity. Submittals cannot be altered or amended after submission deadline.

12. Collin County is by statute exempt from the State Sales Tax and Federal Excise Tax; therefore, the prices submitted shall not include taxes.

13. Any interpretations, corrections and/or changes to a RFP or CSP and related Specifications or extensions to the opening/receipt date will be made by addenda to the respective document by the

Collin County Purchasing Department. Questions and/or clarification requests must be submitted no later than the date specified in the solicitation. Those received at a later date may not be addressed prior to the public opening. Sole authority to authorize addenda shall be vested in Collin County

Purchasing Agent as entrusted by the Collin County Commissioners Court. Addenda may be transmitted electronically via Collin County eProcurement Portal.

i. Addenda will be transmitted to all that are known to have received a copy of the RFP/CSP and related Specifications. However, it shall be the sole responsibility of the Proposer to verify issuance/non-issuance of addenda and to check all avenues of document availability (i.e.

https://procurement.opengov.com/portal/collincountytx telephoning Purchasing Department directly, etc.) prior to opening/receipt date and time to insure Offeror’s receipt of any addenda issued. Offeror shall acknowledge receipt of all addenda.

14. All materials and services shall be subject to Collin County approval.

15. Collin County reserves the right to make award in whole or in part as it deems to be in the best interest of the County.

16. Any reference to model/make and/or manufacturer used in specifications is for descriptive purposes only. Products/materials of like quality will be considered.

17. Offerors taking exception to the specifications shall do so at their own risk. By offering substitutions, Offeror shall state these exceptions in the section provided in the RFP/CSP or by https://procurement.opengov.com/portal/collincountytx attachment. Exception/substitution, if accepted, must meet or exceed specifications stated therein. Collin County reserves the right to accept or reject any and/or all of the exception(s)/substitution(s) deemed to be in the best interest of the County.

18. Minimum Standards for Responsible Prospective Offerors: A prospective Offeror must meet the following minimum requirements:

i. have adequate financial resources, or the ability to obtain such resources as required;

ii. be able to comply with the required or proposed delivery/completion schedule;

iii. have a satisfactory record of performance;

iv. have a satisfactory record of integrity and ethics;

v. be otherwise qualified and eligible to receive an award.

Collin County may request documentation and other information sufficient to determine Offeror’s ability to meet these minimum standards listed above.

19. Vendor shall bear any/all costs associated with its preparation of a RFP/CSP Submittal.

20. Public Information Act: Collin County is governed by the Texas Public Information Act, Chapter 552 of the Texas Government Code. All information submitted by prospective Offerors during the solicitation process is subject to release under the Act.

21. The Offeror shall comply with Commissioners Court Order No. 2004-167-03-11, County Logo Policy.

22. Interlocal Agreement: Successful Offeror agrees to extend prices and terms to all entities that has entered into or will enter into joint purchasing interlocal cooperation agreements with Collin

County. Delivery to governmental entities located within Collin County will be at no additional charge or as otherwise provided for in the award document. Delivery charges, if any, for governmental entities located outside of Collin County shall be negotiated between the Vendor and each governmental entity.

23. Proposal Openings: All proposals submitted will be read at the County’s regularly scheduled proposal opening for the designated project. However, the reading of a proposal at proposal opening should be not construed as a comment on the responsiveness of such proposal or as any indication that the

County accepts such proposal as responsive.

The County will make a determination as to the responsiveness of proposals submitted based upon compliance with all applicable laws, Collin County Purchasing Guidelines, and project documents, including but not limited to the project specifications and contract documents. The County will notify the successful Offeror upon award of the contract and, according to state law; all proposals received will be available for inspection at that time.

24. Offeror shall comply with all local, state and federal employment and discrimination laws and shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, national origin or any other class protected by law.

7. TERMS OF CONTRACT

1. A proposal, when properly accepted by Collin County, shall constitute a contract equally binding between the Vendor/Contractor/Provider and Collin County. No different or additional terms will become part of this contract with the exception of an Amendment.

2. No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in the resulting contract. All Amendments to the contract will be made in writing by Collin County Purchasing Agent.

3. No public official shall have interest in the contract, in accordance with Local Government Code Title 5, Subtitle C, Chapter 171.

4. The Vendor/Contractor/Provider shall comply with Commissioners’ Court Order No. 96-680-10-28, Establishment of Guidelines & Restrictions Regarding the Acceptance of Gifts by County Officials &

County Employees.

5. Design, strength, quality of materials and workmanship must conform to the highest standards of manufacturing and engineering practice.

6. Proposals must comply with all federal, state, county and local laws concerning the type(s) of product(s)/service(s)/equipment/project(s) contracted for, and the fulfillment of all ADA (Americans with Disabilities Act) requirements.

7. All products must be new and unused, unless otherwise specified, in first-class condition and of current manufacture. Obsolete products, including products or any parts not compatible with existing hardware/software configurations will not be accepted.

8. Vendor/Contractor/Provider shall provide any and all notices as may be required under the Drug-Free

Work Place Act of 1988, 28 CFR Part 67, Subpart F, to its employees and all sub-contractors to insure that Collin County maintains a drug-free work place.

9. Vendor/Contractor/Provider shall defend, indemnify and save harmless Collin County and all its officers, agents and employees and all entities, their officers, agents and employees who are participating in this contract from all suits, claims, actions, damages (including personal injury and or property damages), or demands of any character, name and description, (including attorneys’ fees, expenses and other defense costs of any nature) brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of Vendor/Contractor/Provider’s breach of the contract arising from an award, and/or any negligent act, error, omission or fault of the

Vendor/Contractor/Provider, or of any agent, employee, subcontractor or supplier of

Vendor/Contractor/Provider in the execution of, or performance under, any contract which may result from an award. Vendor/Contractor/Provider shall pay in full any judgment with costs, including attorneys’ fees and expenses which are rendered against Collin County and/or participating entities arising out of such breach, act, error, omission and/or fault.

10. Expenses for Enforcement. In the event either Party hereto is required to employ an attorney to enforce the provisions of this Agreement or is required to commence legal proceedings to enforce the provisions hereof, the prevailing Party shall be entitled to recover from the other, reasonable attorney's fees and court costs incurred in connection with such enforcement, including collection.

11. If a contract, resulting from a Collin County RFP/CSP is for the execution of a public work, the following shall apply:

i. In accordance with Government Code 2253.021, a governmental agency that makes a public work…