Specifications - Land Information System.docx

Table of Contents:

Specifications………………………………………………………………………………………………………….2 Insurance Requirements…………………………………………………………………………………………3 Proof of Insurance…………………………………………………………………………………………………..4 Legal Requirements…………………………………………………………………………………………………4 Terms and Conditions………………………………………………………………………………………………7 Technical Training……………………………………………………………………………………………………8 Proposal Format………………………………………………………………………………………………………9 Clarification and Addenda………………………………………………………………………………………10

SPECIFICATIONS

Project: Register of Deeds Land Records System

Client: Monroe County

Contact: Deb Brandt/REGISTER OF DEEDS /Deb.brandt@co.monroe.wi.us, Administrative Center 202 S K Street Room 2, Sparta WI 54656

General Project Description

Monroe County is requesting proposals from experienced and qualified professionals for design, development, and implementation of an automated and integrated land records system for the Monroe County Register of Deeds department (hereafter “project”) consistent with §§ 16.967(7), 59.43, & 59.72, Wis. Stats. & Ch. ADM 47, Wis. Adm. Code.

Project Scope / Specifications

· System must utilize biometric security when logging in and making administration changes.

· System must fully integrate an in-house built rule based OCR recognition engine.

· Does your OCR product create a duplicate copy of the image being redacted?

· Does your system use Touchscreen technology?

· System must have a dynamic watermark technology for images accessed via remote access or for bulk sales distribution.

· Remote access portal must utilize captcha technology.

· Please explain what measures your company has taken to reduce data harvesting, screen scraping, and unauthorized access by automated technologies.

· How many standard reports are available within the system?

· System must include a report scheduler so reports can be ran without human intervention with the capability to automatically email reports to recipients.

· System must be able to run daily, weekly, monthly, year to date reports without the aid of a programmer.

· System must have the ability to receipt fees, handle escrow accounts and charge accounts.

· The search program and print fees for the customer needs to integrate into the cash receipts portion of the software.

· System must integrate with existing system, and be able to migrate all data from the current Register of Deeds index, Register of Deeds imaging system and/or miscellaneous file types.

· Does your system provide for integration to the WI Department of Revenue Site?

· Vendor should plan to outline all available hosting options and associated costs. Specifically, what technology will be on premise, what technology will be hosted in the internet cloud and/or what technology will be run as a hybrid solution?

· Vendor must provide a fraud alert service. Please outline if there are any costs to the public or county.

· Vendor must provide for the ability for the County to offer certified copies of birth, death, marriage certificates, divorce decrees and land records online. Outline costs to county as well as the online user.

· What other programs or services does your county offer to help promote the value of the Register of Deeds office?

Insurance Requirements

The successful offeror shall not commence work under this contract until all insurance required under this paragraph is obtained, and such insurance has been approved by the Monroe County Purchasing Coordinator, nor shall offeror allow any subcontractor to commence work on their subcontract until all insurance requirements have been obtained and approved.

Workers Compensation Insurance: Offeror shall obtain and maintain throughout the duration of this contract statutory Worker’s Compensation Insurance for all of its employees employed at the site or while working on this project. In case any work is sublet offeror shall require the subcontractor similarly to provide statutory Worker’s Compensation Insurance for all of the latter’s employees, unless such employees are covered by protection afforded by offeror.

General Liability, Professional Liability and Property Damage Insurance: Offeror shall secure and maintain in force throughout the duration of this contract such General Liability, Professional Liability and Property Damage Insurance as shall protect him/her and any subcontractor performing work covered by this contract from claims for damages for personal injuries including accidental death, as well as from claims for property damage, which may arise from operations under this contract, whether such operations be by offeror, or by any subcontractor or by anyone directly or indirectly employed by either of them; and the amount of such insurance shall be as follows:

· Comprehensive General Liability, $2,000,000 per occurrence and in aggregate for Bodily Injury and Property Damage.

· Professional Liability Coverage, $ 2,000,000 per occurrence and in aggregate.

· Automobile Liability, $2,000,000 per occurrence and in aggregate for Bodily Injury and Property Damage.

· Excess Liability Coverage, $1,000,000 over the General Liability and Automobile Liability Coverage’s.

· If aircraft are used in conjunction with this project, $ 2,000,000 per occurrence and in aggregate for bodily injury and property damage.

Proof of Insurance

The offeror shall furnish the Monroe County Purchasing Coordinator with a Certificate of Insurance countersigned by a Wisconsin Resident Agent or Authorized Representative of the insurer indicating that the offeror meets the insurance requirements identified above.

The Certificates of Insurance shall include a provision prohibiting cancellation of said policies except upon (30) days prior written notice to the Monroe County Purchasing Coordinator and specify the name of the contract or project covered.

The Certificate of Insurance shall be delivered to the owner, with a copy of the Certificate of Insurance to be delivered to the Monroe County Purchasing Coordinator for approval prior to the execution of this contract.

The Certificates shall name Monroe County as an additional insured and describe the contract by name and or identification number in the “Description of Operations” section of the form.

Upon renewal of the required insurance, and annually thereafter, the County shall receive a new Certificate of Insurance for three years after the completion of the project.

Legal Requirements

Termination of Contract: Monroe County may, at its convenience, terminate this contract at any time by sending a certified letter to the proposer indicating the desired termination. If the contract is terminated by Monroe County as provided herein, the offeror shall be paid an amount which bears the same ratio to the total compensation as the services actually performed bear to the total services of the offeror covered by this contract, unless payments of compensation have previously been made.

Change Orders: The scope of the services to be performed under this contract may be amended or supplemented by mutual written agreement between the parties to the contract. This amendatory provision shall not operate to prevent Monroe County from exercising its reserved right to establish reasonable time schedules of and for any of the work or services to be performed by the offeror hereunder, nor to cancel any of the services not performed at the time notice is given to the offeror of the cancellation of such services or portion of the work to be performed here under.

Gratuities and Kickbacks: It shall be unethical for any person to offer, give, or agree to give any elected official, employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer for employment in connection with any decision, approval, disapproval, recommendation, preparation or any part of a program requirement or a purchase request, influencing the contents of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceedings or application, request for ruling, determination, claim or controversy, or other particular matter pertaining to any program requirement or contract, subcontract, or any solicitation or proposal therefore.

It shall be unethical for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or a higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract, or order.

Non-appropriation of Funds: Not withstanding anything contained in this contract to the contrary, no Event of Default shall be deemed to have occurred under this contract if adequate funds are not appropriated during a subsequent fiscal period during the term of this contract so as to enable Monroe County to meet its obligations hereunder, and at least thirty (30) days written notice of the non-appropriation is given to offeror.

Hold Harmless: Offeror hereby agrees to release, indemnify, defend, and hold harmless Monroe County, their officials, officers, employees and agents from and against all judgments, damages, penalties, losses, costs, claims, expenses, suits, demands, debts, actions/or causes of action of any type or nature whatsoever, including actual and reasonable attorney’s fees, which may be sustained or to which they may be exposed, directly or indirectly, by reason of personal injury, death, property damage, or other liability, alleged or proven, resulting from or arising out of the performance of contractor, its officers, officials, employees, agents, or assigns. Monroe County does not waive, and specifically reserves, it’s right to assert any and all affirmative defenses and limitations of liability as specifically set forth in Wisconsin Statutes, Chapter 893 and related statutes.

Americans with Disabilities Act Compliance: In connection with performance of work under this contract, offeror agrees that no qualified individual with a disability, as defined by the Americans with Disabilities Act, shall, by reason of such disability, be excluded from participation and the benefits of services, programs, or activities, including employment, or be subjected to discrimination. The offeror is specifically notified that it is subject to all employment requirements listed under Title I of the Americans with Disabilities Act by virtue of its contract with Monroe County, a public entity. The offeror is specifically notified that it is subject to federal requirements to assure participation and access to public facilities, programs, and activities under Title II of the Americans with Disabilities Act by virtue of its contract with Monroe County, a public entity. These requirements mandate separate or special programs or reasonable modification of existing programs, services, and activities without surcharge to disabled individuals as long as safety is not compromised. The offeror shall provide a similar notice to its subcontractors.

Dispute Resolution: If a dispute related to this agreement arises, all parties shall attempt to resolve the dispute through direct discussions and negotiations. If the parties cannot resolve the dispute and if all parties agree, it may be submitted to either mediation or arbitration. If the matter is arbitrated, the procedures of Chapter 788 of the Wisconsin Statutes or any successor statute shall be followed. If the parties cannot agree to either mediation or arbitration, any party may commence an action in any court of competent jurisdiction. If a lawsuit is commenced, the parties agree that the dispute shall be submitted to alternate dispute resolution pursuant to §802.12, Wis. Stats., or any successor statute.

Unless otherwise provided in this contract, the parties shall continue to perform according to the terms and conditions of the contract during the pendency of any litigation or other dispute resolution proceeding.

The parties further agree that all parties necessary to the resolution of a dispute (as the concept of necessary parties is contained in Chapter 803, Wisconsin Statutes, or its successor chapter) shall be joined in the same litigation or other dispute resolution proceeding. This language relating to dispute resolution shall be included in all contracts pertaining to this project so as to provide for expedient dispute resolution.

Non-Debarment Clause: Contractor hereby certifies that neither it nor any of its principal officers or officials has ever been suspended or debarred, for any reason whatsoever, from doing business or entering into contractual relationships with any governmental entity. Contractor further agrees and certifies that this clause shall be included in any subcontract of this contract.

Statement of Compliance: Vendor has carefully reviewed Monroe County’s required contract language, as set forth in the Request for Proposal/Bid pertaining to termination of contract, change orders, gratuities and kickbacks, non-appropriation of funds, hold harmless/indemnification, ADA compliance, insurance requirements/proof of insurance, dispute resolutions, non-debarment, and is in full compliance with all statements and requirements. This contract language is incorporated herein by specific reference as if set forth in full. Any statements set forth in this contract document that conflict with Monroe County’s contract language are superseded by Monroe County’s required contract language.

Terms and Conditions

· The County reserves the right to accept or reject any or all proposals or portions thereof without stated cause.

· The County reserves the right to re-issue any requests for proposals.

· Upon the selection of a finalist vendor, the County by its proper officials, employees, or agents shall attempt to negotiate and reach a final agreement with this vendor. If the County, for any reason, is unable to reach a final agreement with this vendor; the County reserves the right to reject such vendor and negotiate a final agreement with the vendor who has the next most viable proposal. The County may also elect to reject all proposals and re-issue a request for proposal.

· Clarification of proposals: The County reserves the right to obtain clarification of any point in a vendor’s proposal or obtain additional information.

· The County is not bound to accept the proposal with the lowest cost, but may accept the proposal that demonstrates the best ability to meet the needs of the County.

· The County reserves the right to waive any formalities, defects, or irregularities in any proposal, response, and/or submittal where the acceptance, rejection, or waiving of such is in the best interests of the County.

· The County reserves the right to disqualify any proposal, before or after opening, upon evidence of collusion, intent to defraud, or any other illegal practice on the part of the vendor.

· The Vendor agrees to the fullest extent permitted by law, to indemnify, defend and hold harmless, the Purchaser, and its agents, officers and employees, from and against all loss or expense including costs and attorney fees by reason of liability for damages including suits at law or in equity, caused by any wrongful, intentional, or negligent act or omission of the Vendor, or its (their) agents and / or sub-contractors which may arise out of or connected with activities covered by this contract.

· The selected vendor shall not subcontract or assign any interest in the contract and shall not transfer any interest in the same without prior written consent of the County.

· No reports, information, or data given to or prepared by the firm under contract shall be made available to any individual or organization by the firm without the prior written approval of the County.

· Should the selected vendor merge or be purchased by another individual or firm contract continuation would be at the County's option.

Technical Training

Administrative training focused on daily support and administration must be provided. These internal resources will then lead and train other team members. Provide a description of vendor’s training offerings prior to cut-over of any initial deployment, including but not limited to:

Support, Warranty, and Maintenance Provisions

a. Are there any conditions with which Monroe County must comply to receive customer support (other than staying current on annual maintenance payments)? If so, please describe.

b. How will the proposer compensate Monroe County for failures of the vendor to meet obligated response times for system errors?

c. Provide in this section a copy of the proposer’s standard warranty.

d. Will the proposed system include a minimum first year warranty commencing at final acceptance?

e. Will the proposer agree to cover expenses to repairs made under warranty, including parts, software, labor, travel expenses, meals, lodging and any other costs associated with the repair?

f. Will the proposer cover repair costs for work it is unable to perform based upon warranty guidelines?

g. Include in this section a copy of the proposer’s standard maintenance agreement.

h. What services and products are included the proposer’s maintenance program. Address specifically:

· Customer support provisions

· Upgrades, updates, enhancements and fixes

· Training

· Documentation

· Professional services

i. What is the process for delivery and installation of fixes, upgrades, and new releases?

j. How often does the proposer provide software updates and enhancements?

k. How are changes to software tested and documented?

These Specifications are to be viewed, in part, as goal oriented versus purely prescriptive in nature. In order to give flexibility and encourage innovation in performance, these specifications principally focus on results and leave the provider(s) to come up with means to achieve those results.

Proposal Format

Each responding Individual or Entity will provide:

· An introduction outlining their interest in the project.

· Firm Information

· Relevant Experience and Qualifications

· Detailed Narrative of Project Approach.

· Project Schedule…Timeline.

· A description of specific deliverables.

· Detailed cost proposal for the Project. This may be expressed as a fixed price and/or based on hourly rate(s) for assigned personnel and any sub-consultants. Such must include any anticipated reimbursable expenses, and the rate charged for each.

· Wisconsin based Register of Deeds references, if any.

· Any concerns, qualifications, or conditions placed on the proposal.

Clarification and Addenda

· Each responding individual or entity must examine all RFP documents and will judge all matters relating to the adequacy and accuracy of such documents.

· Any questions regarding this RFP are to be submitted electronically, via email, to Deb Brandt/REGISTER OF DEEDS at: Deb.brandt@co.monroe.wi.us no later than May 4th, 2018 p.m.

· The issuance of a written addendum is the only official method whereby interpretation, clarification, or additional information can be given regarding this RFP.

· Any addenda issued to this RFP will be available for download at: www.co.monroe.wi.us . It is the responsibility of each responding individual or entity, prior to submitting their proposal, to contact Deb Brandt/REGISTER OF DEEDS or check at: www.co.monroe.wi.us to determine if addenda were issued and to make such addenda a part of their proposal.

· Request for Proposals are due by May 11th, 2018 by 4:30 p.m. Proposals postmarked by the closing date will be accepted. Late proposals will not be accepted and will be returned, unopened, to the bidder.

This is a hybrid procurement process. Monroe County reserves the ability to negotiate with proponents and the right to accept proposals other than the lowest cost proposal and the right to reject any or all proposals.

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