REQUEST FOR PROPOSALS (RFP)

EVENT NO.: EVN0019788

EVENT TITLE: TITLE COMPANY SERVICES

ISSUED BY MIAMI-DADE COUNTY:

Strategic Procurement Department

(Through the Expedited Purchasing Program) for

Multiple County Departments

MIAMI-DADE COUNTY CONTACT FOR THIS SOLICITATION:

Sally Contreras, Procurement Contracting Officer 111 NW 1st Street, Suite 1300, Miami, Florida 33128

Telephone: (305) 375-4121 E-mail: Sally.Contreras@miamidade.gov

PROPOSALS DUE:

September 11, 2026 at 2:00 PM EST

IT IS THE POLICY OF MIAMI-DADE COUNTY (COUNTY) THAT ALL ELECTED AND APPOINTED COUNTY OFFICIALS AND COUNTY EMPLOYEES SHALL ADHERE TO THE PUBLIC SERVICE HONOR CODE (HONOR CODE). THE HONOR CODE

CONSISTS OF MINIMUM STANDARDS REGARDING THE RESPONSIBILITIES OF ALL PUBLIC SERVANTS IN THE COUNTY.

VIOLATION OF ANY OF THE MANDATORY STANDARDS MAY RESULT IN ENFORCEMENT ACTION.

(SEE IMPLEMENTING ORDER 7-7)

Electronic Proposal responses to this RFP are to be submitted through a secure mailbox at Integrated Financial Resources Management System (INFORMS) until the date and time as indicated in this document. It is the sole responsibility of the Proposer to ensure its Proposal reaches INFORMS before the Solicitation closing date and time. There is no cost to the Proposer to submit a Proposal in response to a Miami-Dade County Solicitation via INFORMS. Electronic Proposal submissions may require the uploading of electronic attachments. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. All documents should be attached as separate files. Proposers must allow sufficient time to complete online forms and upload all Proposal documents. All information and documents must be fully entered, uploaded, acknowledged (“Confirm”) and recorded into INFORMS before the date and time of the INFORMS Solicitation End Date, or the system will stop the process and the submission will be considered late and will not be accepted. No part of a Proposal can be submitted via hardcopy, email, or fax. All expenses involved with the preparation and submission of Proposals to the County, or any work performed in connection therewith, shall be borne by the Proposer(s).

A Proposer may submit a modified Proposal to replace all or any portion of a previously submitted Proposal up until the Proposal due date. The County will only consider the latest version of the Proposal.

Requests for additional information or inquiries must be made in writing and submitted using the question/answer feature provided by INFORMS at https://supplier.miamidade.gov. The County will issue responses to inquiries and any changes to this Solicitation it deems necessary via written addenda issued prior to the Proposal due date and time (see Mandatory Online Forms and Addendum Acknowledgement Section of INFORMS site). Proposers who obtain copies of this Solicitation from sources other than through INFORMS risk the possibility of not receiving addenda and are solely responsible for those risks.

If you submit your proposal and subsequently an Addendum is issued, failure to resubmit the proposal by clicking on the “Submit Proposal” button, after acknowledging Addenda or making any edits to your proposal in INFORMS, will result in your proposal not being received by the County.

mailto:Sally.Contreras@miamidade.gov https://supplier.miamidade.gov/

Miami-Dade County, FL Contract No. EVN0019788

Rev. 6.26.26

1.0 PROJECT OVERVIEW AND GENERAL TERMS AND CONDITIONS

1.1 Introduction

Miami-Dade County, hereinafter referred to as the County, as represented by multiple departments are soliciting proposals for the services of a title, abstract company, or law firm to provide certified ownership and encumbrance reports (O&E) for tax deed applications.

O&E reports contain lien information on real property that has been subjected to a tax deed application. The County also has need for O&E reports on County-owned surplus property, which accounts for a small portion of the required services.

The County's needs extend to, but are not limited to, the provision of title insurance commitments and policies, closing services, title search reports and certificates of title, and title plant services for properties acquired under the Environmentally Endangered Lands Program. Additional services include but are not limited to a) search of probate records, if applicable; b) determination on the validity of deeds; c) thorough search of lunacy and foreclosure proceedings; d) the offer for purchase of a title insurance policy to successful bidders at the tax deed sale; e) the offer for purchase of a title insurance policy to when the County is acquiring property; and f) the provision of title insurance commitments and policies, closing services, title search reports and certificates of title, and title plant services as applicable for requests made by the Office of Real Estate and Development (ORED).

The County anticipates awarding up to five (5) contracts for a five-year period within the following Groups:

Group A: Title Company Services for the Office of Real Estate Development (ORED) Group B: Title Company Services for the Department of Transportation and Public Works (DTPW) Group C: Title Company Services for the Regulatory and Economic Resources (RER) Department and Department of Environmental Resource Management (DERM)

Up to three (3) awards shall be made to Group A, while one award shall be made to Groups B and C each. Work under Group A shall be on a rotational basis or may be assigned based on volume as in the best interest of the County (further details provided under Section 2.3.O). Proposers may apply for any or all groups and may be awarded one or multiple groups at the County’s sole discretion.

The anticipated schedule for this Solicitation is as follows:

Deadline for Receipt of Questions: Please see INFORMS Event.

Proposal Due Date: Please see INFORMS Event.

Evaluation Process: September 2026 Projected Award Date: September 2026

1.2 Definitions

The following words and expressions used in this Solicitation shall be construed as follows, except when it is clear from the context that another meaning is intended:

1. The words “Review Team” to mean the group of individuals who are tasked with reviewing, evaluating and scoring the Proposals submitted in response to this RFP.

2. The word “Contractor” to mean the Proposer that receives any award of a contract from the County as a result of this Solicitation, also to be known as “the prime Contractor”.

3. The word “County” to mean Miami-Dade County, a political subdivision of the State of Florida.

4. The words “Joint Venture” to mean an association of two or more persons, partnerships, corporations, or other business entities under a contractual agreement to conduct a specific business enterprise for a specified period with both sharing profits and losses.

The Joint Venture must be a legally formed entity prior to Proposal submission.

5. The word “Proposal” to mean the properly signed and completed written good faith commitment submitted by the Proposer in response to this Solicitation, as amended or modified through negotiations.

6. The word “Proposer” to mean the person, firm, entity or organization, as stated on the Submittal Form, submitting a Proposal to this

Solicitation.

7. The word “Responsible Proposer” shall refer to a Proposer that has the capability in all respects to fully perform the contract requirements and the integrity and reliability that will assure good faith performance.

8. The words “Responsive Proposer” shall refer to a Proposer that has submitted a Proposal that conforms in all material aspects to the Solicitation.

9. The words “Scope of Services” to mean Section 2.0 of this Solicitation, which details the work to be performed by the Contractor.

10. The word “Solicitation” to mean this Request for Proposals (RFP) or Request for Qualifications (RFQ) document, and all associated addenda and attachments.

11. The word “Subcontractor” to mean any person, firm, entity or organization, other than the employees of the Contractor, who contracts with the Contractor to furnish labor, or labor and materials, in connection with the Services to the County, whether directly or indirectly, on behalf of the Contractor.

12. The words “Work”, “Services”, “Program”, or “Project” to mean all matters and things that will be required to be done by the Contractor in accordance with the Scope of Services, and the terms and conditions of this Solicitation.

1.3 General Proposal Information

Pursuant to Florida Statutes Section 287.05701, Proposers are hereby notified that the County will not request documentation of, or consider, the social, ideological or political interests of a Proposer when determining if a Proposer is a responsible vendor nor will the County give preference to a Proposer based on the Proposer’s social, ideological or political interests.

The County may, at its sole and absolute discretion, reject any and all or parts of any or all Proposals; accept parts of any and all Proposals; further negotiate project elements including but not limited to project fees, revenues or pricing; postpone or cancel at any time this Solicitation process; or waive any irregularities in this Solicitation or in the Proposals received as a result of this process. In the event that a Proposer wishes to take an exception to any of the terms of this Solicitation, the Proposer shall clearly indicate the exception in its Proposal. The County shall treat the Proposer's inclusion of exceptions, assumptions or alternate terms in the Proposal as requests to negotiate project elements, and the inclusion of same shall not result in the Proposal being deemed non-responsive. The County is not bound to accept any exceptions, assumptions or alternates during negotiations, and the County shall consider a Proposal submitted to be an offer to supply goods or services in strict compliance with the terms of this Solicitation. Exceptions, assumptions or alternates may be considered by the County during negotiations to the extent such exceptions, assumptions or alternates do not materially change any provision of the Solicitation. The County reserves the right to request and evaluate additional information from any Proposer regarding Proposer’s responsibility after the submission deadline as the County deems necessary.

The Proposer’s Proposal will be considered a good faith commitment by the Proposer to negotiate a contract with the County, in substantially similar terms to the Proposal offered and, if successful in the process set forth in this Solicitation and subject to its conditions, to enter into a Contract substantially in the terms herein. Proposer’s Proposal shall be irrevocable until Contract award unless the Proposal is withdrawn. A Proposal may be withdrawn in writing only, addressed to the County contact person for this Solicitation, prior to the Proposal due date and time, or upon the expiration of one hundred eighty (180) calendar days after the opening of Proposals.

As further detailed in the Submittal Form, Proposers are hereby notified that all information submitted as part of, or in support of Proposals will be available for public inspection after opening of Proposals, in compliance with Chapter 119, Florida Statutes, (the "Public Record Law”)

Any Proposer who, at the time of Proposal submission, is involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law, may be found non-responsible.

To request a copy of any code section, resolution and/or administrative/implementing order cited in this Solicitation, contact the Clerk of the Board at (305) 375-5126, Monday- Friday, 8:00 a.m. – 4:30 p.m.

1.4 Cone of Silence

Pursuant to Section 2-11.1(t) of the Code of Miami-Dade County, as amended (the “Code”), a “Cone of Silence” is imposed upon each RFP or RFQ after advertisement and terminates at the time a written recommendation is issued. The Cone of Silence prohibits any communication regarding RFPs or RFQs between, among others:

potential Proposers, service providers, lobbyists or consultants and the County’s professional staff including, but not limited to, the County Mayor and the County Mayor’s staff, County Commissioners or their respective staffs;

the County Commissioners or their respective staffs and any member of the County's professional staff, other than any professional staff member who is designated by the County Mayor to engage in such communications; or potential Proposers, service providers, lobbyists or consultants, any member of the County’s professional staff, the Mayor, County Commissioners or their respective staffs and any member of the respective Competitive Selection Committee.

The provisions do not apply to, among other communications:

oral communications with the staff of the Vendor Outreach and Support Services Section, the responsible Procurement

Contracting Officer (designated as the County’s contact on the face of the Solicitation), provided the communication is limited strictly to matters of process or procedure already contained in the Solicitation document;

oral communications at pre-Proposal conferences and oral presentations before Competitive Selection Committees during any duly noticed public meeting, public presentations made to the Board of County Commissioners (the “Board”) during any duly noticed public meeting;

recorded contract negotiations and contract negotiation strategy sessions; or communications in writing at any time with any County employee, official or member of the Board of County Commissioners unless specifically prohibited by the applicable RFP or RFQ documents.

When the Cone of Silence is in effect, all potential vendors, service providers, bidders, lobbyists and consultants shall file a copy of any written correspondence concerning the particular RFP or RFQ with the Clerk of the Board, which shall be made available to any person upon request. The County shall respond in writing (if County deems a response is necessary) and file a copy with the Clerk of the Board, which shall be made available to any person upon request. Written communications may be in the form of e-mail, with a copy to the Clerk of the Board at clerkbcc@miamidade.gov.

All requirements of the Cone of Silence policies are applicable to this Solicitation and must be adhered to. Any and all written communications regarding the Solicitation are to be submitted only to the Procurement Contracting Officer with a copy to the Clerk of the Board. The Proposer shall file a copy of any written communication with the Clerk of the Board. The Clerk of the Board shall make copies available to any person upon request.

1.5 Communication with Competitive Selection Committee Members Proposers are hereby notified that direct communication regarding this Solicitation, written or otherwise, to individual or Review Team Members or, to the or Review Team as a whole, are expressly prohibited. Any oral communications with or Review Team Members other than as provided in Section 2-11.1 of the Code, are prohibited.

1.6 Public Entity Crimes

Pursuant to Paragraph 2(a) of Section 287.133 of the Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Proposal for a contract to provide any goods or services to a public entity; may not submit a Proposal on a contract with a public entity for the construction or repair of a public building or public work; may not submit Proposals on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and, may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 of the Florida Statutes for Category Two for a period of thirty-six (36) months from the date of being placed on the convicted vendor list.

mailto:clerkbcc@miamidade.gov

1.7 Lobbyist Contingency Fees

a) In accordance with Section 2-11.1(s) of the Code, after May 16, 2003, no person may, in whole or in part, pay, give or agree to pay or give a contingency fee to another person. No person may, in whole or in part, receive or agree to receive a contingency fee.

b) A contingency fee is a fee, bonus, commission or non-monetary benefit as compensation which is dependent on or in any way contingent upon the passage, defeat, or modification of: 1) any ordinance, resolution, action or decision of the County Commission;

2) any action, decision or recommendation of the County Mayor or any County board or committee; or 3) any action, decision or recommendation of any County personnel during the time period of the entire decision-making process regarding such action, decision or recommendation which foreseeably will be heard or reviewed by the County Commission or a County board or committee.

1.8 Collusion

In accordance with Section 2-8.1.1 of the Code, where two (2) or more related parties, as defined herein, each submit a Proposal for any contract, such Proposals shall be presumed to be collusive. The foregoing presumption may be rebutted by the presentation of evidence as to the extent of ownership, control and management of such related parties in preparation and submittal of such Proposals. Related parties shall mean Proposer, the principals, corporate officers, and managers of the Proposer; or the spouse, domestic partner, parents, stepparents, siblings, children or stepchildren of a Proposer or the principals, corporate officers and managers thereof which have a direct or indirect ownership interest in another Proposer for the same contract or in which a parent company or the principals thereof of one Proposer have a direct or indirect ownership in another Proposer for the same contract. Proposals found to be collusive shall be rejected. Proposers who have been found to have engaged in collusion may be considered non-responsible, and may be suspended or debarred, and any contract resulting from collusive bidding may be terminated for default.

1.9 Contracting with Entities of Foreign Countries of Concern Prohibited By submitting a proposal or otherwise entering into, a contract under this Solicitation, the Proposer affirms that it is not in violation of Section 287.138, Florida Statutes (F.S.) titled Contracting with Entities of Foreign Countries of Concern Prohibited. Proposer further affirms that it is not giving a government of a foreign country of concern, as listed in Section 287.138, F.S., access to an individual’s personal identifying information if: a) the Proposer is owned by a government of a foreign country of concern; b) the government of a foreign country of concern has a controlling interest in the Proposer; or c) the Proposer is organized under the laws of or has its principal place of business in a foreign country of concern as is set forth in Paragraphs 2(a)–(c) of Section 287.138, F.S.

This affirmation by the Proposer shall be in the form attached to this Solicitation as Contracting with Entities of Foreign Countries of Concern Prohibited Affidavit.

1.10 Expedited Purchasing Program

Pursuant to Section 2-8.1.6 of the Code, the County created the Expedited Purchasing Program (EPP). Due to the expedited nature of County projects issued under the EPP, prospective Proposers should anticipate a shortened Solicitation timeline for submission of Proposals. Technical, professional and legal staff may be used to determine best value as set forth in the Solicitation documents without the need to utilize the formal Competitive Selection Committee process established by the County. The County Mayor’s or designee’s written recommendation to award a contract under the EPP shall be sufficient to commence the bid protest period and terminate the Cone of Silence. Any legislation contrary to the provisions of the EPP shall be deemed suspended or amended as necessary to give effect to the intent of this Program.

1.13 Kidnapping, Custody Offenses, Human Trafficking and Related Offenses Affidavit By entering into, amending, or renewing a contract under this Solicitation, the Proposer affirms that it does not use coercion for labor or services and complies with the provisions of Section 787.06, Florida Statutes (“F.S.”), “Human Trafficking. This attestation by the Proposer shall be in the form attached to this Solicitation as the Kidnapping, Custody Offenses, Human Trafficking and Related Offenses Affidavit.

2.0 SCOPE OF SERVICES

2.1 Background

The County, as represented by the Department of Environmental Resource Management (DERM), Department of Transportation and Public Works (DTPW), Office of Real Estate Development (ORED) and Regulatory and Economic Resources (RER) requires title services from qualified companies with a State of Florida title agency license with an office located in Miami-Dade County. Certified ownership and encumbrance (O&E) reports are required for tax deed applications in accordance with Section 197.502 of the Florida Statutes and Department of Revenue Regulation Rule 12D-13.061. ORED also requires O&E reports on County-owned surplus property. Prior to conveying the properties to the public, the County ensures these County-owned surplus properties are free from liens.

Additional services the County require include but are not limited to: a) search of probate records, if applicable; b) determination on the validity of deeds; c) thorough search of lunacy and foreclosure proceedings; d) the offer for purchase of a title insurance policy to successful bidders at the tax deed sale; e) the offer for purchase of a title insurance policy to when the County is acquiring property; and

f) the provision of title insurance commitments and policies, closing services, title search reports and certificates of title, and title plant services as applicable.

The County shall utilize the methods or technologies necessary to accomplish its purposes which will comply with the Uniform Electronic Transactions Act ("UETA"), including E-SIGN which permits the parties involved to decide whether electronic signatures will be used at all and what technologies to apply to the transaction.

Historical data indicates that there are approximately 4,500 O&E reports per year provided to the County, and approximately 10-15 O&E reports per year provided on County-owned surplus property.

2.2 Minimum Qualification Requirement

Prior to contract award, the selected Proposer(s) shall provide documentation that demonstrates their ability to satisfy the minimum qualification requirement. The minimum qualification requirement for this Solicitation is:

• Proposer(s) shall possess a State of Florida title agency license. The selected Proposer(s) shall be required to maintain this license throughout the duration of this contract. If the Proposer does not possess a State of Florida title agency license, the Proposer shall provide proof of the classification that exempts them from this requirement pursuant to Florida Statute 626.8417.

2.3 Requirements and Services to be Provided

A. O&E Reports

The selected Proposer shall:

a. Provide approximately 4,500 reports to the County per year. This amount is not typically spread evenly throughout the year, and the majority of the reports may fall within a one-to-two-month period. Approximately 45–50 reports per week is estimated with peak periods from May – November.

The O&E reports shall include the following information:

i. A minimum thirty-year search of probate records if applicable;

ii. Determination regarding the validity of deeds;

iii. Provide a thorough search of lunacy and foreclosure proceedings, and;

iv. Offer for purchase, a title insurance policy to successful bidders at the tax deed sale.

b. Provide O&E reports for tax deed applications, including the following information and services required for O&E reports:

i. Legal title holders of record and the owner’s address as it appears on the record of conveyance;

ii. Legal description of property;

iii. A complete 30-year record search listing names and last known addresses of all lien holders, including but not limited to, tax certificate number(s), vendees, and mortgages;

iv. A search of probate records, if applicable;

v. All liens will be listed separately by the Official Record (OR) number;

vi. For each property search, a notation on all encumbrances as to whether they are still enforceable;

vii. All documents (hard copies and electronic copies) for all instruments on the Chain of Title.

Notes: a) The O&E reports for tax deed applications shall be certified as any title or abstract search is certified; and b) All reports must be submitted manually and electronically in XML format.

c. Provide O&E reports for County-owned surplus properties with the following information and services:

i. All information generally required for tax deed search, including but not limited to, a minimum 30-year search and/or until a valid title.

ii. Copies of last known and/or most recent deeds;

iii. Notice of break in Chain of Title:

iv. Reverted clauses and/or restrictions in the deed and/or title;

v. Location map, photographs, and/or sketch of subject property;

vi. A statement of all outstanding ad valorem taxes and liens, if applicable;

vii. All liens shall be listed separately by OR number; and

viii. For each property search, a notation on all encumbrances as to whether it is still enforceable;

d. Complete and return to the County the initial search and abstract within five (5) County business days from the original date of request. If there are more than 50 requests received from the County within the preceding five

(5) County business days, an additional day will be added for every ten requests exceeding the 50 requests.

When the total amount of outstanding requests falls below the 50 level, the five business day completion requirements will be automatically re-established.

Notwithstanding the above-mentioned timeframes, the County reserves the right to prioritize the workload, if it desires, at its sole discretion. In addition, notwithstanding the above and applying reasonableness, the selected Proposer shall provide the County with an abstract in less than five (5) County business days, upon the County’s request. Documentation (hard copies) for all instruments on the Chain of Title, if excluded from the O&E report, shall be delivered within five (5) business days following the delivery of the O&E report.

e. Prepare O&E reports utilizing the selected Proposer’s stationary and/or letterhead.

f. Obtain tax deed application files from the Miami-Dade County Office of The Tax Collector.

g. Deliver to the Miami-Dade County Office of The Tax Collector completed tax deed application files and completed O&E reports.

h. Complete any incomplete searches submitted to the County. Incomplete searches shall be returned to the selected Proposer for correction, at no cost to the County.

i. Certify and initialize the O&E reports cover page, prior to delivery to the Miami-Dade County Office of The Tax

Collector. This shall be done by a representative and/or designated officer, employed by the selected Proposer.

B. O&E Reports Updates

a. Upon request from the Clerk of the Circuit Court, update O&E reports. Conditions that precipitate this updated report are:

i. The property owner’s name on the Property Appraiser’s file differs from the owner’s named listed on the most recent O&E report; and

ii. O&E report is sixty (60) days or older.

b. Provide the County with updated O&E reports within five County business days from the date of the original request.

c. Prepare O&E reports that shall cover the period immediately following the ending date and time of the original

O&E report provided to the County, up to the date and time certified by the selected Proposer on the O&E report.

The updated O&E report shall be conducted and prepared in the same format and manner as all other O&E reports and include all required information requested herein.

C. Courthouse Research

a. Order, and physically search court files when a discrepancy exists between hard copy of recorded documents included in report, and making copies, if necessary, for files held by:

i. Clerk of the County and Circuit Court,

ii. Clerk of United States District Court, and

iii. Clerk of United States Bankruptcy Court

b. Provide other copies that may become necessary when electronic or microfilmed copy may not be available at the time of the report.

D. Title Insurance Commitments and Policies The selected Proposer shall provide Title Insurance Commitments and Policies that shall, at a minimum:

a. Include original title certificates or owner's title insurance commitments (ALTA Form B with Florida revisions or equivalent) with the proposed insured being Miami-Dade County, a Political Subdivision of the State of Florida.

Title insurance commitments shall contain a statement regarding the status of legal access to the subject property and shall document access from the subject property to the nearest public right-of-way.

The statement shall answer the following questions:

i. "Does the property abut, or is it connected by a document recorded in the public records to a public street or highway?

ii. If yes, is the public-street or highway a deeded right of way; a dedicated right of way; a right of way by maintenance map; or a right of way by maintenance?"

Note: A copy of the recorded document which establishes the public street, road or highway shall be provided in the report.

Original and copies shall be distributed to the County according to a distribution list furnished along with the task assignment.

b. Propose the amount of insurance in accordance with the purchase price stated in the purchase or option agreement supplied. The purchase price of the insurance shall be determined by the State Rules and Statutes of the Florida Department of Financial Services – Division of Insurance Agent and Agency Services.

c. Attach to the title commitment a copy of the deed(s) wherein the present owner obtained title (the vesting deed).

d. Attach to the title commitment, a report of any sales record of the subject property for the preceding five (5) years.

Such sales history report shall set forth all parties to the transaction(s) and the consideration involved. If there have been no sales of the property during the preceding five (5) years, the report shall reflect this. However, if the subject property is within a project where federal guidelines shall be utilized, a report of any sales record of the subject property for the preceding 10 years shall be attached to the title certificate or commitment. Such sales history report shall set forth all parties to the transaction(s) and the consideration involved. If there have been no sales of the property during the preceding 10 years, the report shall so state. If a third party owns oil, gas and mineral interests, identify who owns the interest(s) and state whether or not the right of entry is barred.

e. Include all exceptions under Schedule B - Section II of the title commitment, clearly written to indicate the nature, holder and extent of the encumbrance. For example, if the subject property is affected by an easement, it is not sufficient for the exception to read "Easement as recorded in Official Records Book 1212, Page 311 of the Public Records of Miami-Dade County, Florida." Instead, the exception shall also indicate the nature, holder and extent of the encumbrance (i.e., "Easement for ingress and egress in favor of ABC, Inc. over the south 30 feet of the insured parcel as recorded in Official Record Book 1212, Page 311 of the Public Records of Miami-Dade County, Florida").

f. Attach to the title commitment legible copies of all documents referenced as exceptions in Schedule B - Section

II. In the event that the legal description of the insured property, or any of the documents referenced other documents which shall be examined to complete the title commitment, then legible copies of those documents shall also be attached.

g. Include a title examination of the mineral root of title when there are title exceptions for outstanding mineral interests. In addition, there shall be a search of the mineral interest chain of title to determine the current owner(s) of any such interest(s).

h. In cases which a survey is furnished and certified to the title insurer pursuant to Florida Statutes, Section 627.7842, the title policy may only exclude from coverage the encroachments, overlays, boundary line disputes, and other matters which are actually shown on the survey.

i. In all cases, furnish to the title insurer an owner's affidavit of possession, title and liens. Pursuant to Florida

Statutes, Section 627.7842, the title policy shall not exclude from coverage rights or claims of parties in possession not shown by the public records or liens or rights to a lien for services, labor or materials furnished which is imposed by law and not shown by the public records.

j. Cover against the possible existence of adverse matters or defects in title which are recorded between the effective date of the commitment and the date of recording of the document creating the estate or interest to be insured.

k. Post-closing, provide closing documents (including recorded originals of all documents that were recorded in favor of Miami-Dade County) and the final title policy to the County's Project Manager within forty-five (45) days of closing, unless the timeframe is extended, in writing, by the County. Requests for an extension by the Selected Proposer must be made prior to the original due date of the documents. Requests by the County to provide original documents not included in the original submission of closing documents, or to include corrections to errors in the closing documents or the title insurance policy, shall be provided by the Selected Proposer to the County, within 14 days of written notice of such a request. This timeframe may be extended, in writing, by the County's Project Manager. Such requests will be at no cost to the County.

E. Title Insurance Endorsements

The selected Proposer shall provide Title Insurance Endorsements that shall, at a minimum include providing endorsements which are requested by the County subsequent to the closing of the real estate transaction to conform the title insurance policy to a change in circumstances relating to the title as originally insured, including but not limited to, easements which are recorded subsequent to closing, the deletion of survey exceptions based upon the receipt of a final survey subsequent to closing, and the deletion of exceptions which no longer affect title to the land. Title insurance endorsements which are issued to conform the title insurance policy to the title commitment, or to correct an error in the title insurance commitment, are included under closing services (e.g., in instances when a post-closing title endorsement is necessary due to an error on the part of the selected Proposer, there shall be no charge to the County).

F. Closings

The selected Proposer shall provide Closing Services that shall, at a minimum:

a. Include preparation of deeds, affidavits, closing statements and other documents necessary to complete a closing;

coordination of mortgage payoffs, tax escrows, and other matters required to convey clear title; transfer of documents to sellers for execution; closing real estate transactions and disbursing settlement or closing funds;

recording warranty deeds and other instruments that may be required in perfecting the title; preparing and recording corrective documents; and preparing and filing 1099 forms for each closing (including eminent domain actions).

b. Provide delivery of recorded documents and other items to the County's Project Manager within forty-five (45) days of the date of closing.

c. Adhere to closing dates and all timeframes and due dates specified in each real estate contract.

d. Include resolution of closing issues and problem-solving for all title, survey and closing matters.

G. Title Search Reports and Certificates of Title The selected Proposer shall provide Title Search Reports and Certificates of Title that shall, at a minimum:

a. Include the certification of the Abstractor or Title Examiner for Title Search Reports, or contain the certification of an attorney, licensed to practice in Florida and a member in good standing of the Florida Bar for Certificates of Title; both reports to include all attachments as herein required.

b. Include the complete parent tract legal description of the determined subject parcel.

c. Cite all parties involved in every instrument reported, date of instrument, filing date, book and page of the instrument, all instruments referenced by another, and all pertinent remarks which help in deciphering the purpose of the instrument.

d. Provide documentation as to the difference, if the subject parent tract does not exactly match the legal description on the document of conveyance (e.g., right-of-way conveyance, sell-off parcel, etc.).

e. Have an assigned unique search number and reflect the Department's Section (Project) Number, State Road Number and local name, if known, W.P.I. Number, F.A.P. Number and F.I.N. Number when applicable.

f. Be formatted on 8½" x 11" white paper for each parcel, in the format provided as Attachment 1.

g. Include research findings prior to 1976, up to present date.

H. Recertification

The selected Proposer shall provide Recertification services that shall, at a minimum:

a. Include attachments of all the instruments, including encumbrances affecting the subject parcel since the original search or most recent update.

b. Include the acquisition document(s), if applicable.

c. Reflect the complete legal description of the subject parent tract on the report. If the subject parent tract does not exactly match the document of conveyance, documentation must be shown as to the difference (e.g., right of way conveyance, sell off parcel, etc.).

Recertification report shall include:

a. Verification: Present title holder must be verified, even if title is taken prior to time period of update.

b. Date Certification: The beginning and ending dates of the updated report shall be reported.

c. Title Holders: Property owner's name, exactly as title is held, and the current address shall be reported.

d. Documentation: All documents recorded within the time period of the update, covering the subject property and the name search, shall be reported.

e. Taxes: Current and delinquent taxes for entire parent tract shall be reported, along with the name of parties holding tax certificates.

f. Notations: If no instruments are recorded within the time period of the update, the notation "NO CHANGE SINCE PRIOR SEARCH" shall appear on the report.

g. New Acquisitions: If the present title holder newly acquires adjacent and/or contiguous property, which enlarges the original parent tract, a full Title Search Report shall be prepared on the additional lands, along with the updating of the former parent tract. The selected Proposer shall contact the County's Project Manager (or designee) in writing as to the addition of land to the parent tract and the need for an additional Title Search Report. No additional work shall begin until written authorization is received from the County's Project Manager (or designee).

Note: The selected Proposer may, at times, be requested to provide recertification and/or updates of another firm's work. If the selected Proposer has knowledge of errors, and/or omissions within the prior report, the selected Proposer shall contact the County's Project Manager immediately. A decision on how to proceed with the issue shall be made by the County Department's Project Manager.

I. Title Examination The selected Proposer shall provide Title Examination that shall, at a minimum:

a. Include an evaluation of the Title Search Report and all referring documents and instruments within, to determine the insurability of title based upon legal or underwriting judgment.

b. Specify in detail in the Title Search Report any matters that affect title and/or create a defect in title and suggest how the title matter and/or defect can be removed.

J. Opinion of Title The selected Proposer shall provide Opinion of Title that shall, at a minimum:

a. Include an evaluation of the Title Search and/or Title Search Report and all referring documents and instruments within, to determine the status of title.

b. State the use in the first paragraph of the Opinion of Title (If for a specific use, such as a Declaration of Use, Unity of Title, Declaration of Restrictions, Development Agreement or Proposed Plat, (see Attachment 2 – Sample Opinion of Title).

c. Be signed and certified by an attorney licensed to practice in the State of Florida, and a member in good standing of the Florida Bar.

K. Surveying Services The selected Proposer shall provide Surveying Services that shall, at a minimum:

a. Include Coordination and procurement of certified boundary surveys, sketches of description, and/or topographic surveys on behalf of the County through a Professional Surveyor and Mapper (PSM) duly licensed under Chapter 472 of the Florida Statutes.

b. Ensure all procured surveys comply with the Standards of Practice set forth by the Florida Board of Professional Surveyors and Mappers in Florida Administrative Code (F.A.C.) Rule 5J-17.

c. Review all surveys prior to County delivery to verify that the legal description, easements of record, and physical encroachments match the findings in the County’s O&E report or title commitment.

d. Obtain written authorization and a formal notice to proceed from the requesting County Department (e.g., DERM, DTPW, ORED) before ordering any survey.

e. Deliver the final certified survey (hard copy and signed/sealed electronic format) within fifteen (15) County business days from the date of the County's written request, unless an extended timeline is approved in writing due to acreage or parcel complexity.

f. Pass through third-party survey costs to the County at actual cost without any administrative markup or premium or utilize the flat-rate fee structure established in the Price Proposal Schedule of this contract.

L. Title Plant Services (Group B only) The selected Proposer shall allow County employees from the Department of Transportation and Public Works, Right-of- Way Engineering Section, to utilize the title plant facility and equipment for accessing title plant records, and public record searches for title information. In addition, the selected Proposer shall provide said County employees with the following:

a. Use of the complete title plant with complete public records, going back to year 1836 in Miami-Dade County, on a combination of cards, slips, tract books for the most recent land records and complete name records in books and/or in computers.

b. Use of complete film records of instruments filed in the Office of the Clerk of Circuit Court, going back to the year

1836 in Miami-Dade County.

c. A film reader for priority use of County personnel and use of a high-quality micro-printer for instrument copy (up to 350 copies per month) at no additional charge to the County.

d. Access to review prints of public records being held in storage. Working area to accommodate two (2) County employees. This should include two (2) desks and two (2) filing cabinets with lock, key and an additional desk or table to accommodate a printer, a fax machine, and/or tabletop scanner.

e. Two (2) telephone voice lines for the exclusive use of County personnel (Local call only).

f. Parking for two (2) vehicles at the selected Proposer 's location at no additional charge to the County.

g. Provide access for three Title Analysts to title search engine provider application (currently 'The Fund" through the

WEB ATIDS application) at both locations, on site and remotely at the Department of Transportation and Public Works offices located at 111 NW 1st Street, 16th Floor. County employees are responsible for safeguarding login information.

M. Technical/Expert Assistance

The County may require the selected Proposer to assist in resolving title, survey, closing and other real estate related issues to include providing:

a. Senior closer and/or closer on-site at no additional charge, or off-site as required by the County.

b. Expert witness services to include testimony from the selected Proposer 's employees or authorized subcontractors testifying as to any product, research, or any matters related to services rendered hereunder.

c. General title research to include, but it is not limited to, public record searches for documents, research to resolve questions about access to property, ownership and encumbrance searches, and lien searches.

Notes:

a. The County may reject any title report related to the additional services that does not meet the County requirements, as indicated in the Contract or Work Order.

b. State and Federal Documentary Stamps (where applicable) shall be shown on all written reports for all conveyances listed in the search der.

c. All contiguous land(s) held by record owner shall be researched and considered one report, whether or not it lies outside the requested area. Each report shall contain complete information regarding all open encumbrances and potential encumbrances.

N. Additional Services

The County reserves the right to add additional/similar services to the contract, which are not listed within the solicitation.

The Selected Proposer shall be invited to submit quote(s), subject to negotiation, for any additional services. Additional services shall be added via a Supplemental Agreement.

O. Work Order Assignments Individual assignments shall be made on a project-by-project basis. When the need arises, the County will develop work order assignments and provide the selected Proposer with information regarding the specific objectives, anticipated deliverables and desired outcomes and timelines.

a. Work Plan After the assignment has been defined by the County, the selected Proposer shall prepare a written work plan for review and approval by the Project Manager. The written work plan must be received by the County as defined in each request. Once a written work plan is received and reviewed by the Project Manager and other assigned staff, the County, at its sole discretion, may a) recommend modifications to scope of services, if applicable; b) approve the work plan as submitted; or c) suspend or cancel the assignment at any time, at no cost to the County.

a. All costs associated with providing the work plan shall be borne by the selected Proposer, and the selected Proposer shall not have any claim, financial or otherwise, against the County, as a result of the County modifying or canceling a work order.

b. The County reserves the right to assign Additional Services for and updates to a previously awarded Work Order to the Selected Proposer.

Additional provisions for Group A: Title Company Services for the Office of Real Estate Development (ORED) Work Orders will be assigned on a rotational basis or through direct assignment to the selected Proposers, taking into consideration each proposer’s capabilities, scheduling availability, and the volume of work required. The County reserves the right to determine the frequency of utilization of the above methods as in the best interest of the County. The County does not guarantee any minimum amount of work or compensation and reserves the right to reissue or reassign Work Orders as necessary.

3.0 RESPONSE REQUIREMENTS

3.1 Submittal Requirements

In response to this Solicitation, Proposer should complete and return the entire Proposal Submission Package. Proposers should carefully follow the format and instructions outlined therein. All documents and information must be fully completed and signed as required and submitted in the manner described. Nothing in this RFP shall in any way be utilized to request documentation relating to or authorizing consideration of a Proposer's social, political, or ideological interests when determining if the Proposer is a responsible vendor or give a preference to a Proposer based on the Proposer's social, political, or ideological interests.

The Proposal shall be written in sufficient detail to permit the County to conduct a meaningful evaluation of the proposed services.

However, overly elaborate Proposals are not requested or desired.

Proposers are encouraged to access the links below to assist with submission of responses to the Solicitation.

Recorded eSupplier Workshop Link to recorded eSupplier workshop Password: q37%t+pG

Submit a Bid Job Aid Link to Job Aid on how to submit a bid

4.0 EVALUATION PROCESS

4.1 Review of Proposals for Responsiveness

Each Proposal will be reviewed to determine if the Proposal is responsive to the submission requirements outlined in this Solicitation. A responsive Proposal is one which follows the requirements of this Solicitation, includes all documentation, is submitted in the format outlined in this Solicitation, is of timely submission, and has the appropriate signatures as required on each document. Failure to comply with these requirements may result in the Proposal being deemed non-responsive.

4.2 Evaluation Criteria

Proposals will be evaluated by a Review Team which will evaluate and rank Proposals on criteria listed below. The Review Team will be comprised of executives and professionals within the County, and may include professionals in the private sector, non-profit sector, or other governmental/quasi-governmental organizations, or retired executives with the appropriate experience and/or knowledge. The criteria are itemized with their respective weights for a maximum total of one hundred (100) points per Review Team Member.

Technical Criteria Points

1. Proposer’s relevant experience, qualifications, and past performance 25

2. Relevant experience and qualifications of key personnel, including 25 key…