Records Management System for the Register of Deeds

Agency:	Sedgwick County
State:	Kansas
Type of Government:	State & Local
NAICS Category:	541511 - Custom Computer Programming Services 541512 - Computer Systems Design Services 541519 - Other Computer Related Services 541611 - Administrative Management and General Management Consulting Services
Posted Date:	May 15, 2023
Due Date:	Jul 11, 2023
Solicitation No:	23-0031
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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SEDGWICK COUNTY, KANSAS

DIVISION OF FINANCE DEPARTMENT

Purchasing Department

525 N. Main, Suite 823 ~ Wichita, KS 67203

Phone: 316 660-7255 Fax: 316 660-1839

https://www.sedgwickcounty.org/finance/purchasing/

requests-for-bid-and-proposal/

REQUEST FOR PROPOSAL

RFP #23-0031

RECORDS MANAGEMENT SYSTEM FOR THE REGISTER OF DEEDS

May 15, 2023

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide a records management

system for the Register of Deeds. If your firm is interested in submitting a response, please do so in accordance with the

instructions contained within the attached Request for Proposal. Responses are due no later than 1:45 pm CDT, July 11,

2023.

All contact concerning this solicitation shall be made through the Purchasing Department. Bidders shall not contact

county employees, department heads, using agencies, evaluation committee members or elected officials with questions or

any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the Purchasing

Department in writing. Failure to comply with these guidelines may disqualify the Proposer’s response.

Sincerely,

Lee Barrier

Purchasing Agent

LB/ch

RFP #23-0031

Sedgwick County…Working for you

Table of Contents

About this Document

II. Background

III. Project Objectives

IV. Submittals

V. Scope of Work

VI. Sedgwick County’s Responsibilities

VII. Proposal Terms

A. Questions and Contact Information

B. Minimum Firm Qualifications

C. Evaluation Criteria

D. Request for Proposal Timeline

E. Contract Period and Payment Terms

F. Insurance Requirements

G. Indemnification

H. Confidential Matters and Data Ownership

I. Proposal Conditions

VIII. Required Response Content

IX. Response Form

X. Sedgwick County Non-Employee Information Technology Usage Agreement

XI. HIPAA Rules

XII. Appendix A Requirements (Attached)

RFP #23-0031

Sedgwick County…Working for you

About this Document

This document is a Request for Proposal. It differs from a Request for Bid or Quotation in that the county is seeking a solution,

as described on the cover page and in the following Background Information section, not a bid or quotation meeting firm

specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. As

defined in Charter Resolution No. 68, Competitive Sealed Proposals will be evaluated based upon criteria formulated around

the most important features of the product(s) and/or service(s), of which quality, testing, references, service, availability or

capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal

evaluation criteria should be viewed as standards that measure how well a vendor’s approach meets the desired requirements

and needs of the county. Criteria that will be used and considered in evaluation for award are set forth in this document. The

county will thoroughly review all proposals received. The county will also utilize its best judgment when determining whether

to schedule a pre-proposal conference, before proposals are accepted, or meetings with vendors, after receipt of all proposals.

A Purchase Order/Contract will be awarded to a qualified vendor submitting the best proposal. Sedgwick County reserves the

right to select, and subsequently recommend for award, the proposed service(s) and/or product(s) which best meets its

required needs, quality levels and budget constraints.

The nature of this work is for a public entity and will require the expenditure of public funds and/or use of public

facilities, therefore the successful proposer will understand that portions (potentially all) of their proposal may become

public record at any time after receipt of proposals. Proposal responses, purchase orders and final contracts are subject to

public disclosure after award. All confidential or proprietary information should be clearly denoted in proposal responses

and responders should understand this information will be considered prior to release, however no guarantee is made that

information will be withheld from public view.

II. Background

Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population

estimated at more than 514,000 persons. It is the sixteenth largest in area, with 1,008 square miles, and reportedly has the

second highest per capita wealth among Kansas counties. Organizationally, the county is a Commission/Manager entity,

employs nearly 2,500 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works,

criminal justice, recreation, entertainment, cultural, human/social, and education.

The Sedgwick County Register of Deeds is responsible for recording, storing, maintaining, and preserving all land

records and other official documents with the highest level of integrity and professional conduct. The office works with

the public, several departments within the County, attorneys, and title companies searching for real estate records. The

office’s current in-house software program provides a single location in which all transactions pertaining to real estate

are recorded. The Register of Deeds processes an average of 75,000 to 100,000 new records annually. Copies and

certified copies for land records are available for online viewing back to January 1, 1969. The Register of Deeds is also

in the process of selecting a service to digitize records back to the 1800s. These records will be integrated into the

records management system. To best accommodate the digitization of these land records and manage new document

recordings, the Register of Deeds is looking for a new records management system. The goal is to make copies and

certified copies of all land records available for viewing and purchasing online.

RFP #23-0031

Sedgwick County…Working for you

III. Project Objectives

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide a records management

system for the Register of Deeds. The following objectives have been identified for this contract:

1. Acquire a records management system meeting the parameters, conditions and mandatory requirements presented

in the document.

2. Establish contract pricing with the vendor that has the best proven “track-record” in performance, service and

customer satisfaction.

3. Acquire a records management system with the most advantageous overall cost to the county.

IV. Submittals

Carefully review this Request for Proposal. It provides specific technical information necessary to aid participating firms

in formulating a thorough response. Should you elect to participate, submit one (1) original AND one (1) electronic copy

(.PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:

Lee Barrier

Sedgwick County Purchasing Department

100 N. Broadway, Suite 610

Wichita, KS 67202

SUBMITTALS are due NO LATER THAN 1:45 pm CDT, TUESDAY, July 11, 2023. Responses must be sealed and

marked on the lower left-hand corner with the firm name and address, proposal number, and proposal due date. Late or

incomplete responses will not be accepted and will not receive consideration for final award. Bids/proposals that arrive late

due to the fault of the U.S. Postal Service, United Parcel Service, DHL, FedEx, any delivery/courier service, or any other

carrier of any sort are still considered late and shall not be accepted by the county.

Proposal responses will be acknowledged and read into record at Bid Opening, which will occur at 2:00 pm CDT on the

due date. No information other than the respondent’s name will be disclosed at Bid Opening. We will continue to have Bid

Openings for the items listed currently. If you would like to listen in as these bids are read into the record, please dial our

Meet Me line @ (316) 660-7271 at 2:00 pm.

V. Scope of Work

Items listed in this section are requirements to completion of services under this contract. Contractor shall furnish labor,

parts, material and equipment necessary to perform the following:

A. Project Requirements

Successful proposals should offer solutions for items listed below.

Mandatory Project Requirements

• Customizable permissions and security for internal and external users

o Internal: 138

o External (View Only Access): 1,016

• Intuitive user interface with integrated messaging, autocomplete fields, spell check, and word wrap

capabilities to provide for a positive user experience

o The user interface must scale well to remain usable and readable at varying screen resolutions,

DPIs, and scaling settings.

RFP #23-0031

Sedgwick County…Working for you

• Integrated workflow for data entry, verification, indexing, correction, and finalization of records including

time stamp, preview screen, and immediate access to records upon completion of record entry

o Ability to assign specific types of documents to users

o Ability to restrict who can verify documents and prevent same user from verifying documents

they have indexed

o Indexing process should maintain sequential order and prevent multiple employees from pulling

the same document from the queue

o Simultaneous record viewing by multiple users within the same receipt

o Ability to perform basic image manipulation such as adjusting brightness, rotating, add/delete

pages, etc.

 Prefer built in OCR capabilities

• Customizable workflows allowing documents to be handled in the same manner regardless if received in

person, by mail, or online via eRecord capabilities

o Internal eRecording portal for inter-governmental entities

o Ability to work with outside vendors such as Simplifile, Mobilis Technologies and CSC

eRecording to upload digital images for recording

o Ability to print labels that include a barcode and Register’s signature in order to scan physical

documents into the RMS

• Cashiering that includes the ability to take cash, check, credit card, escrow account, journal entry and

ACH transactions; correct errors; manage customer accounts; and allow payers to print receipts online or

receive receipts through email

o Vendor must be able to work with the County’s payment processing provider, Municipal Services

Bureau, MSB, for web-based payments, terminal payments, and batch payments.

• Robust reporting -Flexible input/output and ad hoc reporting

o Timekeeping report that details how long employees spend working in each record

• Batch process capabilities

o Ability to block document numbers for future title company batches

• Intuitive and user-friendly public access capabilities

o Prefer the ability to provide digital certified copies of documents via email or instantly through

online purchase

o Watermark designating uncertified copies

• Auditing capabilities

o Tracking of skills per individual to tabulate how quickly an employee is performing work in order

to provide feedback to staff

o Tracking of customer interactions and purchases

o Addendum-based corrections/audit trail

• Property fraud alert capabilities

o Text capabilities and/or call from a live person preferred

• Increased efficiency specifically with relation to reports and data entry

o Prefer a method of creating an alert or report for Sales Validation Questionnaires (SVQ) for the

Appraiser’s Office and Clerk’s Office

• Desktop and remote capabilities

o Ability to use system on tablets used for offsite events

o Prefer mobile access capabilities with mobile friendly data entry for users and staff

o Windows, Apple device/iOS and Android support

• Ability to void a transaction after the document has been verified with notations on reason

o Ability to see original image as well as reasons for void

RFP #23-0031

Sedgwick County…Working for you

Records Management System for the Register of Deeds

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See Also

RFB/RFP	Due Date	Description	Document	Pre-bid Conference
23-0031	7/11/2023 1:45:00 PM	Records Management System for the Register of Deeds	RFP