Request for Proposals (RFP) Property Records


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Request for Proposals (RFP) Property Records Management System

Issued by: Property Taxation and Records Department Date:

7/18/2014

The issuance of this RFP constitutes only an invitation to submit a proposal to Dakota County (County). It is not to be construed as an official and customary request for bids, but as a means by which the County can facilitate the acquisition of information related to the purchase of an automated Property Records Management System. Any Proposal submitted, as provided herein, constitutes an indication to negotiate and NOT A BID. Request for Proposals will be accepted no later than 4:00 p.m. Central Standard Time (CST) on 08/29/2014.

Telephone calls will not be accepted regarding this RFP.

Table of Contents County Information ............................................................................................................................... 1 Project Background ............................................................................................................................... 1 Objective ........................................................................................................................................... 1 Instructions to Vendors ......................................................................................................................... 2 Schedule of Events ............................................................................................................................ 2 RFP Questions and Clarifications ...................................................................................................... 2 RFP Response Format ....................................................................................................................... 2 Vendor Profile and Qualifications ..................................................................................................... 3 Financial Information ........................................................................................................................ 3 Vendor Offer Signature and Certification.......................................................................................... 3 Functional Requirements .................................................................................................................. 3 Pricing ................................................................................................................................................ 4 Certificate of Insurance ..................................................................................................................... 4 References......................................................................................................................................... 4 Vendor Abilities and Product Information ........................................................................................ 4 Proposed Hardware Configuration ................................................................................................... 5 General Comments............................................................................................................................ 6 Proposal Submission ......................................................................................................................... 6 Proposal Rejection or Acceptance .................................................................................................... 7 Proposal Evaluation .............................................................................................................................. 8 Preliminary Examination ................................................................................................................... 8 Detailed Technical Evaluation ........................................................................................................... 8 Proof-of-Concept Demonstration ..................................................................................................... 8 Proof-of-Concept Review .................................................................................................................. 8 Notification of Award ........................................................................................................................ 8 Dakota County Environment ................................................................................................................. 9 Current Environment ........................................................................................................................ 9 Primary Applications ......................................................................................................................... 9 Project Implementation Timeline ..................................................................................................... 9 Property Records Management System – Request for Proposal

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Security Requirements .................................................................................................................... 10 Current Infrastructure and Standards ............................................................................................. 10 Additional Attachments ...................................................................................................................... 10 Attachments........................................................................................................................................ 12 Attachment 1 – Vendor Profile and Qualifications ......................................................................... 12 Attachment 2 – Corporate Annual Report ...................................................................................... 14 Attachment 3 – Vendor Offer Signature and Certification ............................................................. 15 Attachment 4 – Functional Requirements ...................................................................................... 16 Attachment 5 – Non-Functional Requirements .............................................................................. 17 Attachment 6 – Cost Analysis Worksheet ....................................................................................... 18 Attachment 7 – Customer References ............................................................................................ 19 Attachment 8 – Vendor Abilities and Product Information ............................................................ 21 Attachment 9 – Proposed Hardware Configuration ....................................................................... 22 Attachment 10 – Vendor’s Support Agreement ............................................................................. 23 Attachment 11 – Additional RFP Response Information ................................................................ 24 Exhibits ................................................................................................................................................ 25

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County Information Dakota County is 593 square miles in area and has a population of approximately 400,000. Situated in the southeast corner of the Twin Cities Metropolitan area, it is the third most populous county in the state of Minnesota. Dakota County maintains a land use mixture of 1/3 urban, 1/3 suburban, and 1/3 rural. This combination of land use and the confluence of two major rivers (the Mississippi and Minnesota) that form the county's northern and eastern borders makes Dakota County a unique geographic area. Founded in 1849, Dakota County was one of the original nine counties created by the Minnesota Territory Legislature. Thus, it was established before Minnesota was considered a state. The County seat moved to Hastings in 1857, where it has remained. Between 1990 and 2000, Dakota County's population grew by nearly 30 percent. In recent years, second and third ring communities in Dakota County (Burnsville, Eagan, Inver Grove Heights, Apple Valley, Farmington, Lakeville and Rosemount) have dramatically increased in population as development continues to move outwards from the urban core of Minneapolis and St. Paul, into suburban municipalities.

Project Background Objective The County is requesting a proposal for a Property Records Management System to perform tract indexing and maintain real property records, electronically record real estate documents, create certificates of title, calculate fees, complete statutory endorsements of Auditor/Treasurer/ Recorder/Registrar, retrieve document/index images, and provide remote system access to customers. The desired solution must allow for complete integration of processing functions without duplicate data entry and be able to interface with the County’s property tax system, Tyler Technologies’ iasWorld. The County’s objective is to identify and select the most appropriate software vendor to provide a completely integrated Property Records Management System. The application implemented will enable the organization to: • • • • •

Improve service to the public; Meet changing statutory and industry turnaround time requirements; Eliminate redundant data entry; Provide improved web services to offsite customers; and Streamline business processes.

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The system must provide: • User-friendly software applications; • An integrated electronic recording solution in compliance with the standards of the Minnesota Electronic Real Estate Recording Commission (ERERC); • Compliance with state statutes; • The potential to interface between taxation and recording applications; • An accurate and efficient means to access and retrieve data and statistics; • Flexibility to allow for the acquisition and implementation of emerging technologies; • Integrated solutions for data sharing; • A scalable, configurable, graphical, and browser-based system; • Extensive inquiry, reporting, and analysis tools; and • A system which leverages the county’s investments in technology platforms. The County invites interested parties that meet the qualifications listed in this document to submit proposals regarding their product and related service offerings. All information shall be submitted in the format stipulated in this RFP.

Instructions to Vendors Vendor proposals in response to this RFP will be accepted by the Dakota County Department of Property Tax and Records until 4:00 p.m. CST on August 29, 2014.

Schedule of Events • • • •

07/18/2014 – RFP released to vendors 08/08/2014 – RFP Q&A period ends 08/15/2014 – RFP Q&A published 08/29/2014 – RFP responses due

RFP Questions and Clarifications Vendors shall aggregate their requests for clarification and submit them via e-mail to [email protected] Contact should be no later than 08/08/2014. Such requests for clarification, and the County’s response, will be posted on the Dakota County website at: http://www.co.dakota.mn.us/Government/DoingBusiness/BidProposalsInformation/Pages/defa ult.aspx according to the date in the Schedule of Events above.

RFP Response Format Vendors must address all information specified by this RFP. All questions must be answered Property Records Management System – Request for Proposal

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completely. The County reserves the right to verify any information contained in the vendor’s RFP response, and to request additional information after the RFP response has been received. The RFP responses shall consist of Attachment Forms 1 through 11. Attachment Form 3 should be signed by a person, or persons, duly authorized to bind the vendor to contracts. Vendors must submit four(4) printed copies of their response plus an electronic copy. The vendor response, including the 4 printed copies and the electronic copy should be in a sealed box or large envelope, clearly displaying the company name. Forms 4, 5 & 6 must be submitted in Microsoft Excel “.xlsx” format. Marketing brochures included as part of the main body of the RFP response shall not be considered. Such material must be submitted only as attachments and must not be used as a substitute for written responses. In case of any conflict between the content in the attachments and a vendor’s answers in the body of the proposal, the latter will prevail.

Vendor Profile and Qualifications The vendor shall complete Attachment Form 1. Provide a statement giving a brief history of your company, how it is organized, and how its available products and resources will be used to meet the County’s requirements.

Financial Information The vendor shall provide a copy of its corporate annual report as Attachment Form 2. Upon request, the vendor shall provide a complete set of audited financial statements for the past three years. All financial statements should be prepared in generally accepted accounting principles. Each vendor should note that the County reserves the right to purchase credit reports and additional financial information as it deems necessary.

Vendor Offer Signature and Certification The vendor shall review Attachment Form 3, Vendor Offer Signature and Certification, and sign by an individual authorized to bind the proposed entity.

Functional Requirements In Attachment Form 4 the vendor will respond to each of the functional requirements noting by placing an “X” in columns E, F, G or H to indicate whether the offered software package can meet the functional requirement because: 1. The requested functionality is part of the Core system; or 2. The requested functionality can be met using the configurations available within the system; or 3. The requested functionality is not available within the system at all; or Property Records Management System – Request for Proposal

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4. The requested functionality is available if a customization is made to the system. If this is the case, please provide an estimate of the cost of the configuration in column I. Please note: if the vendor indicates that a functional item is part of the Core system or can be met by a configuration option in the system, they will be asked to demonstrate the way the function works in the product demonstration phase. Be careful not to indicate that the function is available in the system if it is in development or planned development. Inaccurate or false responses to the functional questions may be grounds for rejection of the submission.

Pricing Based on the requirements for information contained in the functional requirements, vendor will complete the Attachment Form 6 - “Cost Proposal Worksheet”. Include all hardware, software and service components required, with associated prices and licensing structure in the cost summary. The County reserves the right to purchase some or all of the items listed (i.e., hardware) off the State of Minnesota contract.

Certificate of Insurance The vendor shall provide as a part of the contract signing, a current copy of the company’s Certificate of Insurance naming Dakota County as an additional insuree. The County’s insurance requirement can be seen in Exhibit 3.

References The vendor shall complete Attachment Form 7 and provide details of two to four customers for reference. References should be for customers with requirements similar to those of the County. The County would be particularly interested in customer references that use the vendor’s software, are similar in size to the County, and interface with the Tyler tax system. References should include information about the contract (specific products in use, date of contract execution, “go live” date and any services provided), as well as contact information for the client’s project manager or other senior staff members familiar with the project. The County reserves the right to contact these references and discuss the client’s level of satisfaction with the vendor and its products.

Vendor Abilities and Product Information The vendor shall complete Attachment 8, Vendor Abilities and Product Information form, and provide a short narrative regarding their abilities to provide the following: • Ability to meet the County’s objectives. • Proposed work plan and project timeline to complete the project. • Ability to integrate with the County’s security requirements. • Ability to meet the County’s infrastructure standards. • Ability to convert existing data. The vendor will be responsible for writing programs to Property Records Management System – Request for Proposal

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convert property data from the current system to the proposed system. County staff will provide existing file formats and will participate in the data mapping (see Exhibit 2 for a detailed breakdown of the tract index file names and counts). Vendor will describe their ability to convert existing data and link to existing images which will include: o tract index data; o receipting data; o escrow data; and o certificates of title (these exist in 3 formats: image only, image/data hybrid, and data only). • Ability to integrate retrieval of existing images (documents, certificates of title, historical tract). • Product Support and Service Warranty: Vendor shall describe the support offerings available for their applications and their product development roadmap. In addition, vendor shall provide a copy and description of all warranties associated with the proposed application. The County will expect the selected vendor to provide the following support services: o Implementation: The selected vendor will be responsible for the implementation of the application modules. o Post-Implementation: Once the software has been implemented, there will be an increased need for support as the users learn to utilize the software on a day-to- day basis. It is imperative that the selected vendor provide adequate support on a timely basis during this time. This is particularly important when the required support is a problem resolution. The vendor is expected to assign adequate support resources, either on-site or over the phone, to assist the County with day-to-day support. o Software Maintenance and Upgrades: The selected vendor will have a regular schedule for providing maintenance releases for the application software. These releases will provide modifications and fixes to existing functions, provide for meeting statutory requirements supported by the application software, and provide upgrades to support new and enhanced technology as it becomes available. o User Documentation: The selected vendor will provide regular updates to application documentation consistent with the changes provided in maintenance releases. • Vendor shall indicate whether all source code for the application will be made available to the County or, if it will not be available, identify the software escrow service used, provide contact information and describe company policy regarding software escrow updates. • Vendor shall indicate which third-party software packages are required for their application to function correctly and indicate who is responsible for purchasing and maintaining licenses for this software. • Vendor shall describe what skill set and training of County staff is required or recommended in order to support the implementation and ongoing use of products and services as outlined in this proposal. Please include a proposed training plan.

Proposed Hardware Configuration Vendor shall fill out the Attachment Form 9 - Proposed Hardware Configuration spreadsheet Property Records Management System – Request for Proposal

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providing information on hardware and software required to run their proposed system. PLEASE NOTE: the vendor should be realistic with the Recommended Configuration. The County would much prefer to purchase extra hardware upfront if it will be needed, than to struggle with poor performance due to hardware being under configured. ALSO NOTE: The servers must run in a VMWare virtual environment.

General Comments Vendor may attach any additional information they feel would help the County evaluate their submission at the end of the RFP response. Provide details regarding any special services or product characteristics, or other benefits offered, or advantages to the County in selecting your company’s product or service. Please title this as “Attachment Form 11 – Additional RFP Response Information.”

Proposal Submission Proposals will be accepted by the Dakota County Property Tax and Records Department until 08/29/2014 at 4:00pm. Proposals received after the proposal due date/time will not be accepted and will be marked “LATE” and shall be returned to the vendor. Vendor proposals should be submitted to the following address: Joel Beckman Dakota County Property Tax and Records Dakota County Admin Building 1590 Highway 55 Hastings, MN 55033 Vendor proposals may be hand delivered. Hand delivered responses will be collected but will not be opened and read at that time. Please note that it is the vendor’s responsibility to ensure that the proposal and all other required documents are received at the address named above by the closing date and time specified above. Pursuant to the Minnesota Government Data Practices Act Section 13.591, the names of all entities that timely submitted proposal to the Dakota County Property System will be made public. All other information in the proposals remains private until Dakota County has completed negotiating a contracted with the selected proposer. After a contract has been negotiated, all information in all of the proposals becomes public, except “trade secret” information as defined at Minn. Stat. Sec. 13.37.

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All information submitted by a proposer eventually will be treated as public information by the Dakota County Property System unless the proposer properly requests, and the Dakota County agrees, that specific information be treated as private or confidential. A proposer making such a request must include the name, address and telephone number of the individual authorized by the proposer to answer inquiries concerning any request to treat information as private or confidential. Dakota County reserves the right to make the final determination of whether the data identified in such a request is private or confidential within the meaning of the Minnesota Government Data Practices Act. A proposer’s failure to request private or confidential treatment of information as described herein will be deemed by the Dakota County as a waiver by the proposer of any private or confidential treatment of information included in the proposal. Vendor shall bear all costs associated with preparing and submitting responses to this RFP and the subsequent evaluation phase. The County will, in no way, be responsible for these costs, regardless of the conduct or outcome of the prequalification process. All proposals timely submitted become the property of the County and will not be returned.

Proposal Rejection or Acceptance The County reserves the right to accept or reject any or all proposals and to waive any defects or technicalities or to advertise for new proposals where the acceptance, rejection, waiving, or advertising of such would be in the best interest of the County. The County reserves the right to reject proposals based on the evaluation of submitted materials and to accept proposals other than those submitting the lowest pricing. The County reserves the right to disqualify any proposal, before or after opening, if there is evidence of collusion with intent to defraud, or other illegal practices upon the part of the vendor, or for noncompliance with the requirements of these documents. By participating in this proposal process, all vendors agree to keep their offers open until 06/30/2015. However, a proposal may be withdrawn any time prior to 08/30/2014.

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Proposal Evaluation Preliminary Examination The County will examine the proposals to determine whether they are complete, that the documents have been properly signed and that they are generally in order.

Detailed Technical Evaluation Technical merits and features will be reviewed against the requirements identified in this RFP. Special consideration will be given to a vendor submitting a completely integrated single vendor solution without the use of third party vendors to fulfill the requirements. Evaluation will also include the fit and integration with related County infrastructure, systems environments and business applications.

Proof-of-Concept Demonstration After the detailed technical evaluation phase, a subset of vendors will be required to demonstrate their application in the County’s environment using actual data, infrastructure and personnel, where appropriate. It is most important that the vendor’s team who will be working on the implementation for the County, be present at this product demonstration. All vendors selected for the proof-of-concept phase will be given detailed requirements for testing at the start of the proof-of-concept phase. Instructions for demonstrating proof of concept will be provided in writing at that time.

Proof-of-Concept Review Following the execution of the proof-of-concept demonstrations, vendors may be requested to meet with a group of stakeholders, project team members, and other selected individuals to provide a proof-of-concept review. Vendors will be required to discuss their proposed project implementation plan, as well as describe, in detail, the specifics of their solution.

Notification of Award A contract will be awarded to a single vendor, based on the evaluation of the general and functional requirements in the RFP response, the proof-of-concept results, and the satisfactory outcome of financial negotiations. Approval to enter into a contract must be approved by the Dakota County Board and the selected vendor must sign the contract in order for the contract to move forward. After the contract has been awarded, the County will notify the proposal submitters of the Property Records Management System – Request for Proposal

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outcome.

Dakota County Environment Current Environment The County has been operating a vendor package which has some function only partially integrated with the rest of the package. The main functions of receiving, indexing, retrieving and reporting plus electronic real estate recording (ERER) is fairly well integrated while the Torrens Certificate recording is only partially integrated, which causes considerable problems for the County. Dakota County is a Microsoft shop and it is our preference to stay with the standard database and development tools for this project.

ESTIMATED VOLUME STATISTICS REAL ESTATE TAX PARCELS DOCUMENTS ELECTRONICALLY INDEXED

150,000 2,600,000

CERTIFICATES OF TITLE

68,000

• DATA ONLY CERTIFICATES

5,000

• IMAGE ONLY CERTIFICATES

53,000

• HYBRID CERTIFICATES

10,000

IMAGES

4,000,000

END USERS

50

PUBLIC USERS

60

Primary Applications The County has identified the primary functions of the application below: • • • • • • •

General Application Requirements Recording and Financial Management Tract Index Data Entry Torrens Registered Property Management Inquiry Public Web Access Reporting

Project Implementation Timeline As part of the contract execution the successful proposer will provide a detailed implementation Property Records Management System – Request for Proposal

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plan acceptable to the County, including tasks, timelines, proposed major milestones, County and vendor staff roles and responsibilities, deliverables, and payment schedules. Failure of the parties to reach agreement on the implementation plan shall be grounds for the County to immediately select another proposer for the project without cost to the County. The County anticipates having a fully implemented system no later than second quarter 2015.

Security Requirements The County has the following application security requirements: • • • • •

Full Active Directory integration; Login security provided by Active Directory; Secure log of all user activity within the system; Allow county-defined security by user, function, and instrument code (i.e.; Military Discharges); and Compliance with the Dakota County Technology Acceptable Use Policy (Exhibit 1).

Current Infrastructure and Standards The County’s infrastructure and standards for database, operating systems, hardware, messaging, applications and other characteristics of the environment are as follows:            

Windows Server 2008 R2 but would consider Windows Server 2012 VMware 4.5, it is expected that all servers required the run the proposed application will be virtual servers, unless otherwise explicitly stated MS Webserver IIS Microsoft Exchange messaging server Microsoft SQL Server Platform 2008 but would consider 2012 Microsoft .NET Framework Microsoft SharePoint 2010 will be used as the Content Management Solution (the County will be moving to version 2013 in the near future) Microsoft Windows 7 Microsoft Internet Explorer 9 or higher Microsoft Office 2010 ESRI Geodatabase and ArcGIS version 10.2 Onbase version 12 is used to store the TIFF images

Additional Attachments Vendor’s proposal will consist of completion or acknowledgment of the following: 

Attachment 1 – Vendor Profile and Qualifications (vendor to complete form)

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         

Attachment 2 – Corporate Annual Report (vendor to attach most recent corporate annual report) Attachment 3 – Vendor Offer Signature and Certification (vendor to read, complete and sign form) Attachment 4 – Functional Requirements Attachment 5 – Non-Functional Requirements Attachment 6 – Cost Analysis Worksheet Attachment 7 – Customer References (vendor to complete form) Attachment 8 – Vendor Abilities and Product Information (vendor to answer questions) Attachment 9 – Proposed Hardware Configuration Attachment 10 – Vendor’s Support Agreement Attachment 11 – Additional RFP Response Information

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Attachments Attachment 1 – Vendor Profile and Qualifications Company Profile – Attach additional pages if necessary. 1. Legal name of the vendor: 2. Official company address: 3. Federal ID number: 4. Type of operation: Individual

Partnership

5. Number of years in business:

Corporation

Government

Number of years under present name:

6. Number of years providing property records software: 7. Total number of employees: Number of employees dedicated to fulfillment of this project: Number of employees dedicated to train Dakota County staff: 8. Company-wide annual sales volume: 9. Total number of clients using proposed product: 10. State that you will provide a copy of your financial statements for the past three (3) years, if requested by Dakota County. 11. Is vendor currently for sale or involved in any transaction to expand or to become acquired by another business entity? If yes, please explain the impact both in organizational and direction terms. Yes

No

12. Provide any details of all past or pending litigation or claims filed against vendor that would affect vendor’s performance under a contract with Dakota County. 13. Is vendor currently in default on any loan agreement or financing agreement with any bank, financial institute, or other entity? If yes, specify date(s), details, circumstances and prospects for resolution. Yes

No

14. Does any current relationship whether a relative, business associate, capital funding agreement or any other such kinship, exist between vendor and any Dakota County employee or official? If yes, please explain relationship. Yes

No

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15. Are there any circumstances impacting vendor that could affect vendor’s ability to perform under any award made through the RFP process? Yes

No

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Attachment 2 – Corporate Annual Report Please insert the vendor’s corporate annual report here as Attachment 2.

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Attachment 3 – Vendor Offer Signature and Certification The undersigned has carefully examined all instructions, requirements, specifications, terms and conditions of this RFP; understands all instructions, requirements, specifications, terms and conditions of this RFP; and hereby offers and proposes to furnish the products and/or services described herein at the prices quoted, and in accordance with the requirements, specifications, terms and conditions of this RFP. The vendor also certifies: 1. Its proposal is a valid and irrevocable offer for Dakota County (County) acceptance until xxxxx , to allow time for evaluation, negotiation, selection, and any unforeseen delays, and that its proposal, if accepted, shall remain valid for the life of the contract. 2. It is a reputable company regularly engaged in providing products and/or services necessary to meet requirements, specifications, terms and conditions of the RFP. 3. It has the necessary experience, knowledge, abilities, skills, and resources to satisfactorily perform the requirements, specifications, terms and conditions of the RFP. 4. It is aware of, is fully informed about, and is in full compliance with all applicable federal, state and local laws, rules, regulations and ordinances. 5. All statements, information and representations prepared and submitted in response to this RFP are current, complete, true and accurate. Vendor acknowledges that the County will rely on such statements, information and representations in selecting the successful vendor. 6. It is not currently debarred or suspended from doing business with the federal government, the state of Minnesota, or any of their respective agencies. 7. It shall be bound by all statements, representations, warranties, and guarantees made in its proposal, including but not limited to, representations as to price, performance, and financial terms. 8. Submission of a proposal indicates the vendor’s acceptance of the evaluation technique and the vendor’s recognition that some subjective judgments may be made by the County as part of the evaluation. 9. It understands and agrees that the County will not treat any information, document, or materials submitted by vendor as confidential unless vendor strictly adheres to the procedures set forth in the “Proposal Submission” and that such information, documents, or materials not conforming will be governed by the County and Minnesota Data Practices Act (Minnesota Statute 13). Vendor further agrees that the County may disregard confidentiality notices on fax coversheets and email headers/footers as well as copyright designations that accompany or are contained on material or documents submitted as part of vendor’s proposal, it being understood and agreed that all material and documents not conforming to the procedures set forth in the “Proposal Submission” will be governed by the County and Minnesota Data Practices Act (Minnesota Statute 13).

Vendor Name: Vendor Address: City: Phone:

State: Fax:

Zip Code:

E-mail:

I certify that I am a duly authorized representative of the vendor listed above. The County is hereby authorized to request from any individual or company any information it deems necessary to verify any information provided by vendor in its proposal and to determine the capacity and responsibility of vendor as a prospective vendor with the County.

Signature: Name: Property Records Management System – Request for Proposal

Date: Title: 15

Attachment 4 – Functional Requirements Please include your completed Functional Requirement spreadsheet here as well as returning it in electronic Excel format

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Attachment 5 – Non-Functional Requirements Please include your completed Non-Functional Requirement spreadsheet here as well as returning it in electronic Excel format

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Attachment 6 – Cost Analysis Worksheet Please include your completed Cost Analysis Worksheet spreadsheet here as well as returning it in electronic Excel format

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Attachment 7 – Customer References Reference (1): Customer Name: Address: Contact Name:

City

State

Telephone:

Zip

Email:

Identify the components installed and services provided:

Maximum number of documents processed through the system in one year: Year ________ Torrens _________ Abstract _________ Contract date:

(or approximate project completion date)

Go live date:

Reference (2): Customer Name: Address: Contact Name:

City

State

Telephone:

Zip

Email:

Identify the components installed and services provided:

Maximum number of documents processed through the system in one year: Year ________ Torrens _________ Abstract _________ Contract date:

(or approximate project completion date)

Go live date:

Reference (3): Customer Name: Address: Contact Name:

City

State

Telephone:

Zip

Email:

Identify the components installed and services provided:

Maximum number of documents processed through the system in one year: Year ________ Torrens _________ Abstract _________ Property Records Management System – Request for Proposal

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Contract date:

(or approximate project completion date)

Go live date:

Reference (4): Customer Name: Address: Contact Name:

City

State

Telephone:

Zip

Email:

Identify the components installed and services provided:

Maximum number of documents processed through the system in one year: Year ________ Torrens _________ Abstract _________ Contract date:

Go live date:

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(or approximate project completion date)

20

Attachment 8 – Vendor Abilities and Product Information 1. Provide a statement of vendor’s ability to meet Dakota County’s (County) objectives: 2. Describe implementation approach, project management tools, proposed work plan and estimated project implementation timeline: 3. Provide a statement defining vendor’s ability to meet the County’s security requirements: 4. Provide a statement defining vendor’s ability to comply with the County’s current infrastructure standards: 5. Describe conversion plan: 6. Provide information regarding vendor’s product support: 7. Provide information on vendor’s software release strategy: • • • • • • • •

Determination of functionality and priority in new releases Ability to prioritize and include statutory changes in new releases prior to the effective date of the statutory change Forum for the County to direct future functionality How often new releases are made available How new releases are tested How new releases are communicated to clients Type of training supplied with new releases Recent history of releases

8. Provide a description and copy of all warranties associated with the proposed application: 9. Provide software escrow information or source code availability: 10. Describe required third-party software packages and describe licensing requirements: 11. Describe skill set and training requirements for: • • •

IT support personnel System administrators End users

12. Describe training that is provided by the vendor:

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Attachment 9 – Proposed Hardware Configuration Please return the Proposed Hardware Configuration spreadsheet here.

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Attachment 10 – Vendor’s Support Agreement Please return a copy of the vendor’s standard Support Agreement.

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Attachment 11 – Additional RFP Response Information Vendor may attach any additional information that it feels would help Dakota County evaluate their submission at the end of the RFP response. Provide details regarding any special services or product characteristics, or other benefits offered, or advantages to Dakota County in selecting your company’s product or service.

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Exhibits Exhibit 1 – Information Technology Usage Agreement Exhibit 2 – Tract Index File Counts Exhibit 3 – Dakota County Insurance Requirements

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Exhibit 1 – Information Technology Usage Agreement DAKOTA COUNTY VENDOR ACCESS AGREEMENT SOFTWARE AND INFORMATION SECURITY As a person that has been granted access to Dakota County’s computer networks or databases that contain County data, you must adhere to the same code of ethics that governs all other aspects of County activity. Any actions performed or initiated through the network must reflect integrity, honesty, and compliance with the County’s rules of conduct. My access is being approved by __________________ (“Responsible Manager”) of Dakota County, who accepts responsibility for validating my continued access. While you are working within Dakota County’s computer network and Dakota County data/information, you will have access to information that is protected by many state and federal laws including the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13. The MGDPA classifies government data as indicated below. Government information is classified as either: Government information on individuals Public - anyone can see it Private - only the subject of the data can assess it Confidential – the subject of the data cannot access it

Government information not on individuals Public - anyone can see it Nonpublic - only the subject of the data can assess it Protected nonpublic – the subject of the data cannot access it

Security and trade secret information is classified as nonpublic and includes but is not limited to access codes, passwords and user ID’s and other codes used to access a computer, proprietary software and other security devices and systems. The creation, modification, and termination of your access rights must be communicated through your below-assigned Responsible Manager. The MGDPA provides for disciplinary action for any government employee who knowingly violates the provisions of the Act. It is a misdemeanor offence to knowingly violate the provisions of the Act. Under Minnesota Statutes, Chapter 270B, it is unlawful for an employee to divulge or reveal any income, Corporate, Franchise, Withholding, Estate, Property Tax Refund, or Sales and Use Tax Returns, or related documents or records. A violation of these provisions constitutes a gross misdemeanor, punishable upon conviction by imprisonment for up to one year or a fine of up to $3,000, or both. An unauthorized disclosure of Federal return information is a violation of Internal Revenue Code, §6103 IRS 7213(a) and is a felony, punishable upon conviction by imprisonment for up to five years, or a fine of up to $5,000, or both. Unauthorized disclosure of information received from the IRS, whether knowingly or by reason of negligence, can cause the individual making the unauthorized disclosure to be liable to the subject of the information for actual damages, punitive damages of not less than $1,000 and all attorney fees and court costs (IRS 7431). Further, Minnesota Statutes sections 609.87 and 609.89 provide that a person convicted of engaging in computer damage or computer theft may be imprisoned for not more than 10 years or payment of a fine of not more than $50,000, or both. While accessing Dakota County’s computer network and information, you agree to comply with the following rules and limitations: (1)

I will collect, access, maintain, alter, use and disseminate information only if it is necessary and allowed to perform the duties for which I have been authorized to access the network and information and to the extent authorized by law. I understand that I am not permitted to use system access privileges to browse private and 26 confidential information on individuals and/or nonpublic and protected nonpublic information except as required to perform my work activities.

Property Records Management System – Request for Proposal

(2)

I will not remove any data / information regardless of its classification from the premises except as is necessary to carry out my assigned work activities and only with Dakota County’s knowledge and consent, and as is consistent with Minnesota Statutes, Chapter 6.

(3)

Any County data/information that I obtain through my access to Dakota County’s network and databases will maintain the same classification the data has in Dakota County and managed appropriately.

(4)

I will keep secure all private, confidential, nonpublic, and protected nonpublic information for which I am responsible and may have access, and will use the information for official work purposes only.

(5)

I will provide access to private, confidential, nonpublic, and protected nonpublic information only to authorized parties in accordance with approved procedures and to the extent authorized by law.

(6)

I agree not to copy, reproduce, or alter computer programs or parts of computer programs that belong to the Dakota County without the knowledge and consent of the Dakota County Responsible Manager.

(7)

I will not reveal my Dakota County network access security code to another individual and will immediately inform the Responsible Manager if I believe that anyone may have learned of or used my password.

(8)

I will not attempt, nor will I assist others, to subvert network security, to impair its functionality, or to bypass restrictions set by the administrators. I will promptly report to my Responsible Manager anything deemed to be a security breech, loophole or weakness in Dakota County’s computer network.

(9)

I have no expectation of privacy in any County network communications and Dakota County reserves the right to review, audit or monitor my use of the Dakota County computer network and information.

(10) I will use Dakota County’s network and data/information systems in accordance with all laws applicable to my access rights, including but not limited to the MGDPA, HIPAA*, and CJIS**. (11) I will notify the Responsible Manager if there is a change in my work status or my access requirements. I hereby acknowledge that I have read and understand the conditions stated in this form titled “Dakota County Access Agreement” and will comply with these conditions. I understand that if I violate these conditions, I may be subject to disciplinary action by my employer as well as prosecution under Minnesota Statutes sections 13.01 to 13.89, 290.61, and 609.87. _______________________________________________ Print name and title

_________________________ Date

_______________________________________________ Agency

___________________________________ Responsible Manager Printed Name

__________________________________________ Signature

___________________________________ Responsible Manager Signature

Dakota County Logon ID _______________ Dakota County I.T. Help Desk 651.438.4346

____________________________________ I.T. Director Signature

*HIPAA refers to the Health Information Privacy and Accountability Act and C.F.R. Parts 160 and 164 regulating the Privacy and Security of Protected Health Information. **CJIS refers to the FBI’s Criminal Justice Information Services Security Policy and Title 28, C.F.R. Part 20. 27

Property Records Management System – Request for Proposal

Exhibit 2 – Tract Index File Counts Tract Index File Counts by System (as of 9/23/2010) (Includes only main files in systems; numerous other smaller files exist) Data resides on an iSeries system and is a DB2 relational database System

File Name / Description

Tract Index

RCDOCNPF - Document # RCNAMEPF - Document # Grantors/Grantees RCLABLPF - Document # Return To Inf ormation RCLEGLPF - Document Legal Description RCNUMRPF - Document Numeric Register RCRFDCPF - Document Ref erence Documents RCGEOPF - Document # Geo-Codes RCCERTPF - Document # / Certif icate # Cross-Ref erence RCCOMMPF - Document # Comments Total Num be r of Tract Inde x Re cords :

Automated Receipting

ARRCHHPF - Receipt Header History ARRCFHPF - Receipt Fee Detail History ARRCPHPF - Receipt Payment History ARDCSHPF - Receipt Document / Certif icate # Cross-Ref erence History ARFDDHPF - Receipt Fee Detail Document # History ARRCDHPF - Receipt From/To Certif icate Cross-Ref erence/Memorial Certif icate #'s ARRCNTPF - Receipt Notes History ARCUSTPF - Receipting Customer Master Total Num be r Autom ate d Re ce ipting Re cor ds :

Torrens

RTCINFPF - Certif icate Inf ormation RTCNAMPF - Certif icate Name File RTCLGLPF - Certif icate Legal Description RTCMEMPF - Certif icate Memorials RTCMTXPF - Certif icate Memorial Text RTCMNMPF - Certif icate Memorial Names RTCXRFPF - Certif icate Transf er Cross-Ref erence RTCADRPF - Certif icate Address RTCNOTPF - Certif icate Notes RTCUSMPF - Certif icate User Maintenance RTCDTSPF - Certif icate Changed Date/Time Stamp Audit RTCREGPF - Certif icate Registration Text Total Num be r Torre ns Re cords

Escrow

ESCSBLPF - Escrow Account Current Customer Balance ESCSBHPF - Escrow Account Customer Balance Transaction History Total Num be r Es crow Re cords

Mail Out

ARMOUSPF - Mail Out Date History ARRHDRPF - Mail Out Date Received History ARMODTPF - Mail Out Date Date/Time Stamp History Total Num be r M ail Out Re cords

Tax Liens

RCLIDCPF - Tax Lien Documents RCLIACPF - Tax Lien Action RCLIADPF - Tax Lien Address RCLINMPF - Tax Lien Names Total Num ber Tax Lie n Re cords

Totals

Sum m ary of Total Num be r of Re cords by Sys te m : - Tract Index - Automated Receipting - Torrens - Escrow

Record Count 1,589,084 4,285,778 1,587,264 2,336,862 1,589,085 1,663,892 80,423 273,646 121,175 13,527,209 132,292 240,110 281,836 38,420 242,899 32,022 9,104 851 977,534 67,338 7,702 72,216 71,946 207,352 68,325 6,015 5,875 734 14,845 625,973 19,967 1,168,288 205 31,010 31,215 141,355 154,479 3,880 299,714 24,033 16,119 24,046 31,076 95,274

13,527,209 977,534 1,168,288 31,215

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Property Records Management System – Request for Proposal

- Mail Out - Tax Liens Total Num be r of Re cor ds - All Sys te m s (e xcluding Im aging)

299,714 95,274 16,099,234

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Property Records Management System – Request for Proposal

Exhibit 3 Dakota County Insurance Requirements

Bidders/contractors/consultants shall procure and maintain for the duration of the contract, insurance coverage for injuries to persons or damages to property, which may arise from or in connection with the performance of the work hereunder by the bidder/contractor/consultant, their agents, representatives, employees or subcontractors. 1. Minimum Scope of Insurance: Coverage shall be at least as broad as follows: 1.1 Insurance Services Office (ISO) Commercial General Liability coverage (occurrence form CG 00 01 or a substitute form providing equivalent coverage), and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal injury, advertising, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract). 1.2 Business Automobile Liability coverage shall be written on ISO form CA 00 01, CA 00 05, CA 00 12, CA 00 20, or substitute for providing equivalent liability coverage. Such insurance shall cover liability arising out of any auto (including owned, hired, and non-owned autos). 1.3 Workers’ Compensation as required by the State of Minnesota, and Employer’s Liability insurance. 1.4 Professional Liability or Errors and Omissions insurance appropriate for the profession. Coverage shall be maintained for at least two years following the completion of work. 2. Minimum Limits of Insurance: Bidder/contractor/consultant shall maintain NO LESS THAN: 2.1 Commercial General Liability (CGL) and if necessary, Commercial Umbrella Liability: $1,500,000 each occurrence. If Commercial General Liability insurance contains a general aggregate limit, it shall apply separately to this project/location, or the general aggregate limit shall be twice the required occurrence limit. 2.2 Business Automobile Liability and if necessary, Commercial Umbrella Liability: $1,500,000 each accident for bodily injury and property damage.

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Property Records Management System – Request for Proposal

2.3 Employers Liability: as required by the State of Minnesota 2.4 Professional Liability or Errors and Omissions: $1,500,000 per occurrence.

3. Deductibles and Self-Insured Retention Any deductibles or self-insured retention must be declared to and approved by the County. At the option of the County, either: the insurer shall reduce or eliminate such deductibles or self-insured retention as respects Dakota County agents, officers, directors, and employees; or the bidder/contractor/consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses; or the bidder/contractor/consultant shall provide County-requested financial statements for the purpose of verifying financial solvency, and acceptance of deductibles or self-insured retention based on this verification. 4. Other Insurance Provisions 4.1 The General Liability policy is to contain, or be endorsed to contain, the following provision: Dakota County, its agents, officers, directors, and employees are to be covered as an additional insured for all liability coverages using ISO additional insured endorsement CG 20 10 or substitute providing equivalent coverage. This insurance shall apply as primary insurance with respect to any other insurance or selfinsurance program. The County’s insurance shall be excess of the contractor/consultant’s insurance and shall not contribute to it. The contractor/consultant’s coverage shall contain no special limitations on the scope of protection afforded to the County, its agents, officers, directors, and employees. 4.2 Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the County, its officers, officials, employees or volunteers. 4.3 Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, or canceled by either party, reduced in coverage or in limits, or non-renewed, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the County. 4.4 The Contractor shall include all subcontractors as insured under its policies or furnish separate certificates and endorsements for each subcontractor where applicable. All coverage for subcontractors shall be subject to all of the requirements stated herein.

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Property Records Management System – Request for Proposal

4.5 Each insurance policy shall include an endorsement that waives any claim or right in the nature of subrogation to recover against the County, its agents, officers, directors, and employees. 5. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of A:VII, unless otherwise acceptable to the County. 6. Verification of Coverage Contractor shall furnish the County with certificates of insurance and original endorsements effecting coverage required by this clause. The certificate attached to this contract should be signed by a person authorized by that insurer to bind coverage on its behalf. A certificate other than the one attached may be used if coverages and endorsements match or exceed the coverages identified on the attached certificate. All certificates and endorsements are to be received and approved by the County before work commences. The County reserves the right to require complete, certified copies of all required insurance policies and endorsements at any time.

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Property Records Management System – Request for Proposal