PUR 7776.pdf

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

FDOT DESCRIPTION OF INTENDED

SINGLE SOURCE PURCHASE

(PUR 7776)

375-040-53

PROCUREMENT

03/19

PUR 7776 (rev.10/14) Page 1 of 2 60A-1.010, F.A.C.

AGENCY: DEPARTMENT OF TRANSPORTATION

TITLE: Web based title services and title plant access

Short description of the commodity or service desired: Web based title services and title plant access

CONTACT

This description of commodities or contractual services intended for purchase from a single source is posted in accordance with section 287.057(3)(c), Florida Statutes and will remain posted for a period of at least 15 business days.

Commodity or Service Required (commodity class and group, manufacturer, model, and description, as appropriate):

Web based title services and title plant access

Quantity or Term (as appropriate): 3 years

Requestor (division, bureau, office, individual, as appropriate): Title Unit of District 5 Surveying and Mapping

Performance and/or Design Requirements (intended use, function or application, compatibility etc. requirements; reference to policy, rule, statute or other act of the Legislature, etc., as appropriate): Every county in District 5 to perform title search activities for Right of Way Acquisition and for any other department

Intended source (vendor, contractor): Attorney's Title Fund Services

Estimated Dollar Amount: $58,000

Justification for single source acquisition (what is necessary and unique about the product, service or source; steps taken to confirm unavailability of competition, as appropriate): District 5’s Title Department is responsible for creating the title searches for all projects in District 5, and provide updates for Right of Way throughout the acquisition process and for

Legal through the Eminent Domain process. We also research property for Property Management, Construction, Maintenance and many other departments. We have 9 counties in our District, requiring drive time if we have to search in the courthouse. 95% or more of District 5’s title work is done “In-House” by our title examiners. Access to a comprehensive web based search program saves drive time to courthouses and research time. Searching in the courthouse is by grantor/grantee, not by legal, and since many people own multiple properties, searching in the courthouse is time consuming.

District 5 searches projects along a corridor and usually has abutting parcels. When the area to be searched is not subdivided by plats, we like to search an entire quarter section or quarter quarter section. This allows us to view all the documents affecting a given area at one time and helps eliminate duplicate work.

Attorney’s Title Fund’s (The Fund’s) web based search program allows us to search property by legal description and names, in each of our 9 counties and to search in many other Florida counties, in order to look for probates or current home address. Each county has a different initiation date: Brevard 8/28/1985; Flagler 10/2/1972; Lake 7/27/1977; Marion

1/3/1989; Orange 1/1/1970; Osceola 1/2/1986; Seminole 12/1/1978; Sumter 12/30/1982; Volusia 1/2/1980. We pay as we use it – for each legal and for each name, we pay $3.27, with a $981 a month minimum. We can search an entire quarter section or quarter quarter section for the same price listed above. This allows us to cut cost because we only have to run 1

DocuSign Envelope ID: 034D48DA-F1BB-4CE9-962F-108C4C5B26AE

Internal tracking number, if any: DOT-SS-24-5001-TS

Date posted: 1/17/2024 Last day for receipt of information: 2/6/2024, by 5:00 PM

Name: Jennifer Allcock Address: 719 S. Woodland Blvd. DeLand, FL 32720 Telephone: 386-943-5523 Email: D5.ProcurementQuestions@dot.state.fl.us

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

FDOT DESCRIPTION OF INTENDED

SINGLE SOURCE PURCHASE

(PUR 7776)

375-040-53

PROCUREMENT

03/19

PUR 7776 (rev.10/14) Page 2 of 2 60A-1.010, F.A.C.

legal. Since The Fund charges us per legal and per name, we can search anything necessary without having to have an actual project file set up.

This type of program is most compatible to the type of title work done in District 5.

The Fund does not charge us for indexed copies of documents, nor for older documents not reflected on their title search print out that we can order separately. The Fund provides copies of documents that we request by electronic transfer, which we can view on our computer. The Fund has images back to the early 1900s for every county. This allows us to print only those copies necessary for the title search, thus saving printing costs. This reduces our cost of producing title searches.

The Fund provides us access to their an underwriting guide titled “Title Notes” to aid in decision making, which if paid for separately would cost $200 - $300 per year. They also have a monthly email newsletter about title issues, legislative updates and reviews of cases throughout Florida pertaining to real estate and property law. We can attend their live and web based seminars, developed by their education department (at no charge or for a nominal fee). We also have access to their title plants (which allows us to research prior to the computer indexed period). We pay a separate fee for this service based on usage.

I talked to Tracie Wilson with First American. They are the most similar system to The Fund – they have a program called

DataTrace/DataTree. One difference is the time they have indexed for each county: Brevard 1/2/1985; Flagler 9/1/1988;

Lake 5/1/1992; Marion 12/7/1981; Orange 10/16/1979; Osceola 10/1/1993; Seminole 10/30/1980; Sumter 12/17/2007;

Volusia 1/3/1984. 7 of the counties are not indexed as far back as The Fund; only 2 are indexed further back. Using First

American would require more time in the counties researching back title. First American does not have images available prior to 1979 in our counties, except for 2 (one back to the 50s and the other back to 1887, but that county has images through the county website back to 1887 and we do not pay for that access). First American has a charge per document image they provide, which is $5.00. First American does not have a monthly publication, nor an underwriting guide nor webinars/seminars. First American does not have nor allows Title Plant access.

Based on the above information, and considering 95% or more of District 5’s title work is done “In-house”, Attorney’s

Title Fund is the compatible choice for providing title services for District 5, providing the most cost and time effective search products and offers valuable and, at times, essential services not provided for by other title search companies.

Approved By: (names & titles, as appropriate to Post on Vendor Bid System (VBS), e.g., requestor, requestor management, information systems, budget, purchasing):

Authorized Signature Title

Central Office Legal Review:

Authorized Signature Title

Legal review by the Office of General Counsel is required prior to posting. Please coordinate with District Legal

Counsel prior to submission to the Office of General Counsel, MS-58.

Prospective vendors are requested to provide information regarding their ability to supply the commodities or contractual services described. If it is determined in writing by the agency, after reviewing any information received from prospective vendors, that the commodities or contractual services are available only from a single source, the agency shall:

1. Provide notice of its intended decision to enter a single-source purchase contract in the manner specified in s.120.57 (3) F.S.

DocuSign Envelope ID: 034D48DA-F1BB-4CE9-962F-108C4C5B26AE

Survey Title & Documents Supervisor II

Legal Review by Chief-Contracts