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
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

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Purchasing Department
525 N. Main, Suite 823 ~ Wichita, KS 67203
Phone: 316 660-7255 Fax: 316 660-1839
RFP #23-0031
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,
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.
Lee Barrier
Purchasing Agent
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
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

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