CIRCUIT COURT CLERK S OFFICE CONVERSION OF LAND RECORD INDEXING, IMAGING, AND PLAT RECORDS (SCANNING, INDEXING & SOFTWARE TO FACILITATE IMPROVED

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1 BEDFORD COUNTY R E Q U E S T F O R P R O P O S A L S CIRCUIT COURT CLERK S OFFICE CONVERSION OF LAND RECORD INDEXING, IMAGING, AND PLAT RECORDS (SCANNING, INDEXING & SOFTWARE TO FACILITATE IMPROVED PUBLIC ACCESS) RFP #CCC-PlatConversion-2009 Deadline for Submission: 5 PM, May 29,

2 Circuit Court Clerk s Office Conversion of Land Record Indexing, Imaging, and Plat Records (Scanning, Indexing & Software to Facilitate Improved Public Access) Bedford County, Virginia May 14, 2009 I. OVERVIEW AND PURPOSE OF THE PROJECT The Bedford County Circuit Court Clerk s Office is seeking proposals for a large-scale conversion of deed and plat indexing and imaging records, which will involve large-format scanning, indexing and customized software to improve the current system, establish a userfriendly environment and to host the converted documents on a secure remote public access website. II. PROPOSER RESPONSIBILITIES The selected Proposer will perform the tasks listed below for this project. The selected Proposer shall be expected to work closely with designated Clerk s office personnel to accomplish these goals: 1. The conversion of land records indexing data from 1984 through 1992; the current system for the above-described timeframe is the system generated and maintained by the Supreme Court of Virginia and includes the scanned index pages as well as the scanned documents all in digital format. The Proposer should describe its proposed solution for the indexing and imaging data in this timeframe, including any experience with similar projects in other Virginia Circuit Court Clerk's Offices. 2. The conversion of all land records indexing data and images for the period of July 1, 1968, through December 31, This conversion process should include the scanning of all hard deed book indices as well as the scanning of the deed books in the same time period. The total number of index books includes five grantor books and four grantee books. The total number of deed books to be imaged is 213 ( pages books; legal size images). The Proposer should describe its proposed solution for the indexing and imaging data in this timeframe, including any experience with similar projects in other Virginia Circuit Court Clerk's Offices. 3. Create a software program that would facilitate a searchable index database, which would require the keying of appropriate individual and business names. Create a software program that contains a search tool to link the entries in the database to the related images. The Proposer should describe its proposed solution, including any experience with similar projects other Virginia Circuit Court Clerk's Offices 2

3 4. Host all the converted land records indices and images as described in 1-3 above on a secure remote access website and coordinate with the Supreme Court of VA to provide a link to the website on the current public-use hardware located in the Clerk's Office. Proposer should describe its proposed solution, including any experience with similar projects other Virginia Circuit Court Clerk's Offices 5. Develop a specialized software program to allow the search and links to all of the Clerk's Office plat images currently in a digital format. The Proposer should describe its proposed solution for the scanning and display of day-forward plats filed in the Clerk's Office. Proposer should describe its proposed solution, including any experience with similar projects other Virginia Circuit Court Clerk's Offices 6. Host all of the Clerk's Office plats currently in a digital format on a secure remote public access website. Proposer should describe its proposed solution, including any experience with similar projects other Virginia Circuit Court Clerk's Offices III. DELIVERABLES AND SCHEDULE The final schedule will be developed in coordination with the selected Proposer. It is the intention of the Clerk to start the project in Fiscal Year and to complete the project by December 31, All deliverables and resulting work products from this contract will become the property of the Clerk s Office. Work Performed by the Clerk s Office Clerk s staff shall make available sufficient hours of staff personnel as is required to meet with successful Proposer and provide such information as required. IV. PROPOSAL SELECTION CRITERIA 1. Pre-Proposal Meeting There will be a pre-proposal meeting and site visit scheduled for this project on May 22, 2009 at 10:00 AM at the Circuit Court Clerk s office.. This is a non-mandatory meeting therefore; proposal submission will not be contingent upon attendance at this meeting. 2. Proposal Submission Sealed proposals must be received at the Bedford County Administration Office, Attn: Brigitte Petersen - Procurement, 122 E. Main Street, Suite 205, Bedford, VA no later than 5:00 PM on May 29, The outside of the envelope shall plainly identify the subject of the proposal, the RFP number and the name and address of the proposer. Responses received after time or date listed herein shall not be considered. Responses received at any other location will not be considered. Proposals received after the scheduled closing time for filing will be returned to the proposer unopened. 3

4 Proposals must be clear, succinct and not exceed fifteen (15) pages, excluding attachment materials and not including proposal cover letter. Proposers who submit more than the pages indicated may not have the additional pages of the proposal read or considered. All submittals will be evaluated on the completeness and quality of the content. Only those firms providing complete information as required will be considered for evaluation. 3. Organization of Proposal The respondents must provide all information as requested in this Request for Proposals (RFP). Responses must follow the format outlined in this RFP. Additional materials in other formats, or pages beyond the stated page limit(s) may not be considered. The Clerk s office may reject as non-responsive at its sole discretion any proposal or any part thereof, which is incomplete, inadequate in its response, or departs in any substantive way from the required format. Proposal responses shall be organized in the following manner: a. Cover Letter which shall be addressed as indicated on the cover page of this proposal. By submitting a response, the respondent is accepting the General Instructions and Conditions of this Request for Proposal. The Cover Letter will state the name of the person(s) authorized to represent the Proposer in any negotiations, the name(s) of the person(s) authorized to sign any contract that may result, the contact person s name, mailing or street addresses, phone and fax numbers and addresses. A legal representative of the successful firm, authorized to bind the firm in contractual matters must sign the Cover Letter and the Proposal. The Cover Letter will also include a short narrative describing the respondent s understanding of the scope of work and their overall vision for the project. b. Project Team Identify key personnel and their specific project roles. The key personnel description shall include: o Primary contact o Extent of company s experience with similar projects. o Names of key members who will be performing the work on this project, and: their responsibilities on this project experience on similar or related projects of this size and scope unique qualifications percentage of their time that will be devoted to the entire project. o Names of project manager who will be supervising the work on this project, and: their responsibilities on this project experience on similar or related projects of this size and scope unique qualifications percentage of their time that will be devoted to the entire project. o Identify the Proposers experience in similar projects (size and scope). List all projects completed within the last three years. o Team qualifications and experience on similar or related projects: qualifications and relevant experience of prime consultant qualifications and relevant experience of sub-consultants, if any 4

5 project manager's experience with similar projects resources available to perform the work for the duration of the project and other on-going projects. c. Respondent s Project Understanding and Approach d. Proposed Cost Each Proposer is expected to identify their fees and charges for the scope of work described within the RFP. The fees shall all costs associated with the project described within this Request for Proposals. 4. Proposal Evaluation a. Evaluation Criteria Each proposal shall be evaluated on the following evaluation criteria, weighting, and maximum points, as follows: Criteria Maximum Score a. Cover Letter 5 b. Project Team 10 c. Respondent s Capabilities 20 d. Project Understanding/Approach 30 e. Proposed Cost 20 f. Supporting Information 15 Total 100 points b. Proposal Review The Clerk shall choose the Proposer that it determines provides the best overall solution for the project. A short list of proposers may be selected for oral interviews if deemed necessary. If oral interviews are determined to be necessary, the initial scoring will be considered preliminary. Final scores, based on the same evaluation criteria, will be determined following the interviews. Negotiations will follow with the selected Proposer, and if successful, the Proposer and Clerk will enter into a professional services contract for the work. c. Clarifying Proposal during Evaluation During the evaluation process, the evaluation committee has the right to require any clarification or change it needs in order to understand the respondent's view and approach to the project and scope of the work. Any changes to the Proposal will be made before executing the contract and will become part of the final contract. V. Contractual Arrangements/Method of Payment a. The Clerk s Office (through Bedford County Fiscal Management) will make payments to the Vendor as agreed in the Contract agreed to by the parties. 5

6 Contracting Any contract developed for work will be in accordance with the laws of the Commonwealth of Virginia. VI. General Terms and Conditions A. Response to Proposals Forward four (4) copies of your response (sealed together in one envelope or box) to this RFP, with all supporting information you wish to be considered, no later than 5:00 PM on Friday, May 29, 2009 to: Bedford County Administration Office Attn: Brigitte Petersen Procurement Office 122 E. Main Street, Suite 205 Bedford, VA B. Issuing Office: Bedford County Administration Office Management Services, Procurement Division 122 East Main Street, Suite 205 Bedford, VA C. Inquiries: Questions concerning proposal procedures or the scope of work in this RFP should be addressed in writing to Brigitte Petersen, Procurement Technician, 122 East Main St., Suite 205, Bedford, VA Inquiries may also be made via at or by FAX at Binding written responses will be faxed to the proposer asking the question, and will also be posted on the County website at under the corresponding RFP. PLEASE NOTE: Proposers must ask all questions through the Procurement Office only DO NOT contact the Circuit Court Clerk s Office directly. Direct contact with the Clerk s staff regarding this RFP will be result in disqualification, and the proposal will be returned without further consideration. D. Issuing Date: May 14, 2009 F. Closing Date/Time: In order for all proposals to be fairly considered four (4) proposals sealed in one envelope or box should be sent to the Issuing Office, clearly marked Conversion of Land Record indexing, imaging, and Plat Records with the RFP number no later than 5:00 PM local prevailing time on Friday, May 29, Without exception, proposals delivered after this date and time will not be accepted. 6

7 All submitted proposals will be available for public inspection once a selection has been made; therefore confidential information should not be submitted. G. Proposer Understanding of Requirements: It is the responsibility of each organization submitting a proposal to inquire about and to clarify any requirement of the RFP which is not understood. Proposers must submit inquiries concerning submittal procedures or specifications concerning this RFP in writing or via FAX. The County will issue written responses via FAX and post these responses on the County s website in the same location as the RFP; it is the responsibility of proposers to check the website for any updates related to this RFP. Only written responses to inquiries concerning procedures or specifications will be considered valid by the County. Non-written questions from proposers and verbal responses by the County should be limited to simple clarifications and will not be considered valid as part of the process. H. Incurring Cost: The County is not liable for any cost incurred by any proposer interested in submitting a RFP, or any selected proposer, prior to the execution of a contract. I. Negotiation with selected Proposer: In the case that the selected proposers proposed cost of services exceeds the available funds of the County, the County reserves the right to negotiate with the selected proposer contract price within available funds. J. Modification and Withdrawal of Proposals: Proposals may be modified or withdrawn per the guidelines of the Code of Virginia, Section Any Proposer withdrawing a proposal shall give notice in writing of the right to withdraw proposal within two (2) business days after the conclusion of the proposal opening procedure. K. Indemnification: The successful Proposer shall indemnify and hold harmless Bedford County, its officers, boards, commissions, agents and employees against any and all claims, demands, causes of action, suits, proceedings, damages, costs or liabilities (including costs or liabilities of the County with respect to its employees), of every kind and nature whatsoever, including, but not limited to, damages for injury or death or damages to person or property, regardless of the merit of any of the same, including any attorney fees, accountant fees, expert witness or consultant fees, court costs, per diem, expense traveling and transportation expense, or other costs or expense arising out of or pertaining to the performance of this Agreement by the successful Proposer and for which the Proposer would otherwise be responsible unless resulting from the negligence of County or its officers, boards, commissions, agents, or employees. L. Termination of Contract: Should the Proposer fail to perform the work according to accepted methods, the County has the right to terminate the contract immediately. In the event of termination pursuant to this paragraph, the Proposer shall be paid for all services 7

8 provided through the date of termination less any fines, remedial costs or other fees that may be withheld. M. Bedford County s Rights: Bedford County reserves the right to reject any and all proposals, or to contact any submitting Proposer or reference prior to award for explanations or clarification. The County reserves the right to waive any formalities and to award to the most responsive and responsible Proposer N. Non-Discrimination: Bedford County does not discriminate against race, religion, creed, color, national origin, age, sex, marital status, or the presence of any sensory, mental, or physical disability, or against faith-based organizations. O. Employment Discrimination by Contractor Prohibited: During the performance of this contract, the contractor agrees as follows: 1. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the contractor. The contractor agrees to post in conspicuous places, availability to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. 2. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state that such contractor is an equal opportunity employer. 3. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. 4. The contractor will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. P. Drug-free Workplace to be Maintained by Contractor: During the performance of this contract, the contractor agrees to (I) provide a drugfree workplace for the contractor s employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the contractor s workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the contractor that the contractor maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order over $10,000, so that the provisions will be binding upon each subcontractor or vendor. 8

9 For the purposes of this section, drug-free workplace means a site fore the performance of work done in connection with a specific contract awarded to a contractor in accordance with this chapter, the employees of whom are prohibited from engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of any controlled substance or marijuana during the performance of the contract. Q. Ethics in Public Contracting: This RFP incorporates by reference any state or federal law related to ethics, conflicts of interest, or bribery, including by way of illustration and not limitation, the Virginia State and Local Government Conflict of Interests Act, the Virginia Governmental Frauds Act, and Articles 2 and 3 of Chapter 10 of Title 18.2 of the Virginia Code, as amended. The Proposer certifies that its offer is made without collusion or fraud and that it has not offered or received any kickbacks or inducements from any other Proposer, supplier, manufacturer, or sub-offeror and that it has not conferred on any public employee having official responsibility for this purchase any payment, loan, subscription, advance, deposit of money, services, or anything of more than nominal value, present or promised unless consideration of substantially equal or greater value was exchanged. R. Immigration Reform and Control Act of 1986: The Proposer certifies that it does not, and will not during the performance of any contract, employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of S. Proposal Binding: The contents, in their entirety, of the proposal submitted by the accepted firm shall become an attachment to and part of the agreement between the firm and the Issuing Office. T. Applicable Law: This RFP and any subsequent contract and the work performed there under shall be governed in all respects by the laws of the Commonwealth of Virginia and the venue for any litigation with respect thereto shall be in the Circuit Court for Bedford County, Virginia or as otherwise required by law. The Proposer shall comply with applicable federal, state, and local laws and regulations. U. Assignment: The Proposer shall not assign, transfer, convey, sublet, or otherwise dispose of any award, or any or all of its rights, obligations, or interests under this contract, without the prior written consent of the County and City. V. Protest of Award: Bedford County reserves the right to announce its intent to award prior to formal award by posting the tabulation sheet of Bid results on the County website. The Intent-to-Award announcement shall serve as notice to all Proposers that Bedford County intends to make an award. 9

10 Proposers shall have 10 calendar days from the date of the Intent-to-Award announcement within which to view the Bid files (by appointment). Any Protests must be filed (in a written format) within this time frame. Protests submitted after the 10 days have passed will not be accepted. Bedford County has 10 days from the day of receipt of the protest to respond; Bedford County may also respond to protests submitted by Proposers for the purposes of clarification. However, any response provided by Bedford County is not intended to, and shall not in and of itself constitute confirmation that the Bidder is, in fact, adversely affected or aggrieved, and therefore entitled to protest award. W. Award of Contract: After expiration of the ten (10) day Intent-to-Award announcement and protest period, and resolution of any protests, Bedford County will proceed with the final award. If only one proposal is received, Bedford County may dispense with the Intent-to-Award protest period and proceed with award. X. Bid Results: After awards are completed, Proposers may download a tabulation of results for this RFP from the Bedford County website. Bidders may also submit a written request to Bedford County for a copy of the results, and related documentation. Each request must indicate the RFP title and must include a self-addressed envelope, as well as a check to cover the cost of reproducing this information at the cost of.10 per page (call for total amount of fee) payable to Bedford County. 10