Request for Proposal Template - Administrative Office

County of Calaveras
Clerk-Recorder’s Office
Request for Proposal
Recording, Vital Records & Cashiering System
PROPOSAL CLOSING DATE
March 27, 2015
4:00pm PDT
891 Mountain Ranch Road, San Andreas, CA 95249
Phone: (209)754-6372 Fax: (209)754-6733 www.clerk.calaverasgov.us/
COUNTY OF CALAVERAS
RECORDING, VITAL RECORDS AND CASHIERING SYSTEM
Request for Proposals (RFP)
The County of Calaveras is pleased to invite you to respond to a Request for Proposal for Clerk-Recorder
Recording, Vital Records and Cashiering System (RVRC).
Proposals must be received no later than 4:00 pm on March 27, 2015.
I.
STATEMENT OF WORK
A. INTRODUCTION/PURPOSE
This request for Recording, Vital Records and Cashiering System proposals is intended to solicit
responses from vendors with expertise in the development, installation, management, storage,
maintenance, and support of document capture, indexing, reporting and cashiering systems to
support the recording, vital records and customer service functions, including conversion
migration services and management as required by the Calaveras County Clerk-Recorder’s
Office.
The system must comply with Government Accounting Standards Board (GASB) fiscal
management standards and provide the capability to electronically integrate with other business
systems. The successful Bidder will design, install and implement the system while also
providing comprehensive system training, operation and maintenance documentation.
The County intends to award a contract to the most responsible vendor whose proposal conforms
to the RFP and meets County requirements. If the RFP process demonstrates vendor systems that
address different business needs with varying degrees of expertise and efficiencies, more than
one contract may be awarded. The Calaveras County Clerk-Recorder reserves the right to award
to multiple firms, and may award all, or a portion thereof, of services at its sole discretion.
B.
BACKGROUND
The Calaveras County Clerk/Recorder is responsible for recording, maintaining and preserving
all official records and indices such as: general business records, land records, including deeds,
liens, maps, documents associated with vital statistics including births, deaths and marriages.
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The current operating environment of the Calaveras County Clerk-Recorder’s Office serves the
public by:
Recording documents related to real property transactions, creating and maintaining
an index, and archiving the documents
Maintaining the vital records index and issuing certified copies of birth, death,
and marriage records
Issuing marriage licenses and conducting civil marriage ceremonies
Filing fictitious business name (FBN) statements, professional registrations, notary
bonds, environmental documents, and other miscellaneous document filings
Receiving and processing passport applications
Collection and distributing fees and taxes for all applicable transactions
The Clerk-Recorder’s Office is functionally divided as follows:
1.
2.
Vitals/Recording/Document Reception
FBN/Professional Filings and Registrations/Marriage Licenses/Passport Processing
Calaveras County’s population is estimated at approximately forty-five thousand (45,000). As a
result, the Clerk-Recorder Offices processes a moderate number of transactions every year. The
following is a list of estimated annual transactions by type:
Transaction Types
Recordings
Certified birth, death or marriage certificates
Cashiering – various (copies, certifications,
etc.)
Fictitious Business Name Statements
Marriage Licenses
Notary Oaths
Passports
Miscellaneous Clerk Filings, Fish & Game
filings, Professional filings, etc.
Total
Annual Estimates
25,000
2,105
10,000
350
180
45
150
40
37,870
Calaveras County official land records date back to 1850. Official land records from September
1995 forward are in digital format in the current Recording system: IRISTM which is maintained
by HOV Services Inc. Earlier records from 1850 to 1994 have been converted to digital format in
a Digital ReelTM system for easy access, these images are also available on microfilm. The
images required for the conversion that are not currently housed in IRIS are for the years 1980mid 1995; they are located on microfiche & microfilm.
Vital records, including birth, death and public marriage licenses, are available in books and
microfiche. Vital records dated 1996-forward are located in IRIS. Records recorded prior to this
date are scanned as needed into IRIS. Vital records currently housed in IRIS will need to be
migrated into the new Recording system. There is an estimated number of 20,000(1.5GB vital
images stored in the IRIS system.
Currently daily back-up tapes are used for media storage. Official Records are converted to
microfilm for long term storage.
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Current daily processes include, but are not limited to the following:
1. Recording Official Public Records- Document is received by this office; it is first examined,
and cashiered. The document is then scanned and checked for image quality within the
system, indexed, verified and then mailed 1-2 weeks from the date of recording.
2. Fictitious Business Name Statement (FBN) - FBN is filed and reviewed, given a FBN
number, file stamped, issued a receipt, and indexed onto a paper notepad. Once the
transaction is complete, a clerk staff member indexes the FBN names and File number onto
the Clerks website:
http://clerk.calaverasgov.us/ClerkRecorderHome/CountyClerk/FictitiousBusinessNameLook
up.aspx .
3. Marriage License- The couple complete a worksheet with the required information, a
marriage license number is issued, the license is typed on a typewriter, the customer reviews
for accuracy, the document is signed, payment is processed and a receipt issued to the
customers, the clerk then indexes the names from the marriage license into a binder where
the issued marriage licenses are stored.
4. Vital Records-A record is received for registration in the Recorder’s office, it is reviewed for
accuracy & completeness; it is given a number, scanned into IRIS, information and names
are indexed into IRIS, and the vital record is then given to another recorder to verify. IRIS
does not have a report that pulls only the name and date of occurrence, so a separate index is
kept in excel for customer and newspaper index requests.
The equipment listed below is planned to be replaced with implementation of new recording
system. The County leases the following equipment from HOV Services:
 8 desktop workstations; a mix of Dell Optiplex 320 computers, 8+ years
old, model TLP2844 and TSP2000.
 2 printers; hpLaserJet 4200N and hpLaserJet 4050N
 2 scanners; Canon – DR 3080C II (land records) and RICOH IS-420 (vital
records).
 4 receipt printers 2Star (TSP2000), 2 Star (TSP700)
 4 label printers Zebra TLP2844
 2 cash drawers
C.
SCOPE/DESIRED GOALS/OBJECTIVES
The County is seeking a system or systems, with proven installations and applications in other
California County Clerk/Recorder offices that are capable of handling the business needs for the
recording of land & vital records, filing of fictitious business names, marriage licenses,
miscellaneous filings and cashiering functions of the Clerk-Recorder department. The system(s)
must be able to convert non-digital images from different mediums into indexed, integrated digital
images. The system shall be capable of cashiering, transaction processing, and accounting and
reconciliation functions.
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Additionally, the County desires official land records recorded from January 1, 1980 through
August 31, 1995, located and maintained on microfilm and microfiche be converted, redacted
imported, and indexed into the new system.
The successful Bidder(s) will design, install, program, test and implement the system(s) to the
County’s satisfaction. System specifications, administrative and user functions are to be fully
documented. Staff training is to be provided in the use and maintenance of the system that is
comprehensive and sufficient for operability with confidence.
D. VENDOR MINIMUM QUALIFICATIONS:
1. Vendor minimum qualifications include, but are not limited to:
a. Three (3) years minimum of verifiable experience providing large scale electronic
document management solutions to California County Clerk and Recorder agencies
of similar size to that of the County of Calaveras within the last five (5) years.
b. Verifiable evidence of successful installation of the proposed cashiering and
Recording System in comparable circumstances within the past five (5) years.
c. All permits, licenses and professional credentials required to supply products and
perform services as specified under this RFP.
The County may or may not accept alternate minimum experience if proposal demonstrates
required expertise. Vendors are encouraged to participate if they can demonstrate similar
qualifications.
E.
SPECIFIC REQUIREMENTS
1. The major components of this project are as follows:
a. Installation of Recording, Vital Records and Cashiering System (RVRC) shall include
installation and implementation of a document capture, reporting, storage
management and cashiering system.
b. Conversion services and management of data stored on external drives (utilized as
secondary back-up), books, microfiche, roll film, as well as migration and integration of
the current RVRC System: IRISTM into the proposed solution; analysis of index-toimage availability.

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All documents to be converted are located on the current recording system,
and official records from 1980-1995 are located on microfiche/16mm roll film
(with books as a backup).
c. System must maintain compliance with State law and regulations on ClerkRecorder functions (Government Code section 12168.7, Reference:
sections 25105, 26205, 26205.1, 26205.5, 26907, 27001, 27322.2,
34090.5, and 60203, Government Code; section 102235, Health and Safety
Code; and section 10851, Welfare and Institutions Code) including the
Secretary of State California Code of Regulations Title: 2 Administration,
Division 7: Secretary of State, Chapter 15: Trustworthy Electronic
Document and Record Preservation.
http://www.sos.ca.gov/admin/regulations/tech/trustworthyelectronic- doc-or-record-preservation.htm#22620.7
In the event any Governmental restrictions may be imposed which would
necessitate alteration of the material, quality, workmanship or performance of
the items offered on this proposal prior to their delivery, it shall be the
responsibility of the successful Proposer to notify County of Calaveras at
once, indicating in their letter the specific regulation which required such
alterations. The County reserves the right to accept any such alterations,
including any price adjustments occasioned thereby, or to cancel the contract.
d. System must be regularly updated to adhere to all mandated state
regulations and requirements.
e. Assessment of Hardware shall include assessment of the current
workstation and server/storage environments; and, on the basis of County
approved components, review and develop hardware recommendations.
Clerk-Recorder will purchase staff & public desktop monitors, towers, and
server (virtual server or physical server). Remaining equipment needs may
be leased from selected vendor or purchased separately by the County.
The desired number of workstations and public workstations are listed
below:






7 Workstations(5 will have cashiering capability)
4 Public workstations
2 Scan stations for vitals and land(must have the ability to format
vital records to fit banknote paper automatically)
2 Printers (1 for staff and 1 for public use)
7 users in the office
Estimated 30 web users
2. Proposed Software and Computing Environment:
The proposer must present, in detail, the version, features and capabilities of the
proposed system or intended developed solution. Please provide in succinct
narrative form (at least one paragraph per item) answers to the following questions:
a. Technology Architecture. Included in this section should be a detailed
technical overview of any proposed hardware or software platform,
including network, tools, peripherals, software licenses, and the logical
distribution of system components and processes across the architecture.
Include hardware/software architecture diagrams, process flow diagrams,
network diagrams and minimum server and client computer
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configurations where appropriate. As the County will evaluate
hosted/SaaS solutions as well, apply the proposed questions and identify
the environment on which any proposed hosted/SaaS system will reside.
Provide details regarding the system’s fault tolerance and ensure the
following questions are answered: Upon which platforms does your
system run? What are the optimal and minimum network requirements?
What are the optimal and minimum server requirements? What are the
optimal and minimum client requirements? What client and server
operating systems are supported? What hardware and software is
required for the proposed system at start up and over the first ten years of
operation? What technical environments are needed during the
development, test, training, and production phases? What web browsers
are supported for web based systems? Is there any smart phone or tablet
support?
b. Modular Integration. What proposed modules are fully integrated (part of
the base software) into the main application? What are the proposed thirdparty applications? If there are proposed third-party applications, how are
they integrated into the main application? For instance, do the third-party
applications share security definitions and similar menu structures? In
addition, what API’s do you use to integrate your product with other
systems?
c. Security. What security tools are included with the system? How is the
security profile defined? What is included in the user security profile?
How are the following restrictions accomplished: administrative tool
access, application access, menu access, and querying/reporting access?
Describe the solution’s ability to require strong passwords, force periodic
changes, and enforce user lock-out after failed attempts.
d. Administration Toolsets. What administration toolsets are included with
the system? What skills are required to maintain the system? What tools
are available to customize the system? What monitoring is routinely
required for optimal system performance?
e. Upgrade tools. What is the software upgrade frequency? How are patches
and fixes applied? How are patches and fixes deployed? How are
upgrades applied? How much training (technical training and end user) is
generally required with upgrades to the system? What happens to
software customizations (e.g., user-defined tables and fields) during the
upgrade? How many versions of the software does your company
support? Please provide details of all upgrades and bug patches over the
last three years. Also provide an anticipated future release schedule.
f. Hosting options. Proposers providing a hosted/SaaS option should include
detailed information overviewing the proposed computing environment
including: data center physical and technical security posture, data center
redundancy, data center HVAC and electrical power backup capability,
application/file backup (disaster recovery) process and any certifications
or accreditations (i.e. SSAE 16 Type II and CSAE 3416 certifications). If
the proposed solution includes hosted/SaaS option where County data
will be retained and managed within the vendor’s infrastructure, please
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provide a statement of your record retention rules and customer access to
older data for research purposes. In the event the contract is terminated,
the County owns the portion of your database and any image files that
relates to its transactions and will require that a copy of such data be
returned to the County in its entirety in a timely manner. Timeliness is
deemed to be the amount of time required so that there is not a disruption
in service to the public. Describe the process by which you will fulfill this
obligation if needed.
3.
RVRC System Specific Requirements:
The system shall be a fully automated comprehensive system for all Clerk-Recorder
functions. The system must provide:
a. Transaction Processing – Ability to accept standard forms of payment: cash,
check, charge, and electronic payment transactions. System shall have the
ability to track key information about transactions i.e. whether payment is
successful or not. The ability to set business rules surrounding actions for
successful and unsuccessful transactions is essential. The system must retain
payment and receipt history, reconcile accounts, report overages and/or
shortages, for the purpose of scheduled and real-time account/transaction
result updates. Transactions must be auditable. Transaction reporting must
be configurable.
b. Reconciliation – Automatic reconciliation for all transactions, activities,
revenue, accounts, and deposits. It is essential that banknote paper
distribution reconciles with associated revenue. The RVRC System must
provide the ability to reconcile revenue according to flexible timeframes,
transactions and/or activity. Reporting periods must be configurable.
Reconciliation must be configurable and auditable. Accurate day end and
month end account reporting transactions of cash, check, charge, journal
entry, and electronic payment customers. The system must provide the
ability to make accounting entries for funds deposited directly with the
Treasurer/Auditor.
c. Cashiering/Cash Out – A cashiering function able to perform all business
calculations automatically and accurately in compliance with business, state,
and local rules and requirements. Calculations input must be configurable.
The process of beginning and ending a cashiering session should be
integrated into the system with strong internal controls to formalize and
capture the process of cashing in and out as well as reporting cashiering
activities, auditing activities, and applying strong accounting controls. The
cashiering process shall result in a printed receipt to be provided to the
customer. The cashiering function shall provide the ability to correct
transaction errors to include retendering or deleting transactions while
maintaining an auditable trail of action.
d. Vital Records Banknote Paper Stock Management – Security controls and
settings to help manage, disburse, track, reconcile, and report on vital
banknote paper and all associated transactions. RVRC System shall have
the ability to account for spoiled, voided, and no charge banknote usage.
e. Billing and Invoicing – A flexible and automatic means of
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billing/invoicing customers for goods and services. Account status reports
should be flexible and have real-time updates of account status. Automatic
invoicing should be available for account-based customers. Reporting
must be available in hard copy and soft copy, using security to provide
access to online reports. The County must be able to save online soft
copies. All billing/invoicing activity must be auditable.
f. Vital Records – The ability to output document copies to banknote,
souvenir (for marriage ceremonies), or plain paper according to business
rules for the document type. The output paper type and certificate/license
field names must be configurable. The County must have the ability to
provide an in-office workstation and online submission for marriage
applications. The workstation and online marriage application submission
shall integrate with standard office clerk-assisted marriage applications for
seamless queuing and processing of all submitted applications. The RVRC
System shall also provide the ability to code document type (i.e. birth,
death, or marriage), characteristics (i.e. sealed, confidential, etc.), and to
initiate index creation for vital records. All vital records activity must be
auditable.
g. General Business – The ability to capture, store, manage and process
general business documents. Stored documents must be secured and easily
retrievable. All general business activity must be auditable. General
business documents may include, recorded official records, fictitious
business names, marriage license applications, registered birth, death and
marriage documents, see page 3 for a list of transaction types.
h. Indexing/Verification – The ability to index. RVRC System shall use an
integrated automated learning tool to assist in applying typical
abbreviations and common indexing rules and shortcuts. Hot keys should
be included and configurable to help maximize productivity. Indexing
and verification queues must be customizable. All indexing and
verification activity must be auditable, system must have the ability to key
or sight verify, to make the corrective process easier.
i. Recording – The ability to serve account-based and walk-up customers
meeting all California and County requirements with a high level of
service, efficiency, and innovation(recording process as outlined on
page 3 will stay in effect, documents will be verified prior to returning
to the customer, this is usually done in 1-2 weeks after recording). It
must leverage technology in service delivery and system integration
including, but not limited to, electronic recording. All recording activity
must be auditable.
i. Electronic Recording – The ability to record, index, and
verify electronically submitted documents in compliance
with Government Code 27390 - 27399.
NOTE: The County does not currently have this functionality.
j. Truncation- The ability to truncate documents in compliance with GC 2730027307.
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The ability to integrate with current redaction software I.D.ShieldTM
managed by AtPac. Vendors may provide alternate cost saving
solutions to dayforward and backfile redactions, in lieu of integrating
with I.D.Shield
k. Scanning/Document Capture – The ability to scan multiple documents with
application features to automatically handle common document quality
control tasks and to minimize manual intervention to preserve the highest
quality document. The system shall provide hot key controls for flexibility
in handling quality control exceptions. Scanner performance should be at
the manufacturer-rated speed. All scan/capture activity must be auditable.
Safeguard against deleting an image in error. The ability to scan at least
300dpi (current scan setting) for best image quality and to report or identify
images that failed to scan or be captured. Vitals scanned images must be
formatted to print within the borders of banknote without manual
intervention required.
l. Import/Export – The ability to export and/or FTP data from the RVRC
System for business purposes managed by user id-based security. The
export to physical media must be flexible to accommodate writing to typical
mediums, i.e.: CD, flashdrive, ftp. All import and export activities must be
auditable. The system must be able to export both truncated and untruncated images.
User Productivity/Workflow Reporting – Dashboards and intuitive
monitoring tools to aid in workflow and user productivity review.
Tools must provide real-time information while allowing review of
historical data. The ability to use workflow for supervisor approval is
desirable.
m. Correspondence – Configurable reason-code customer correspondence
templates for go-back (document rejection) and customer service letters.
Letters should be exportable to and compatible with Microsoft Word 2010
version or newer. Generated correspondence must be saved without
overwriting the templates and be searchable. Correspondence shall be linked
to the documents/transactions to which it pertains.
All correspondence activity must be auditable.
n. Official Public Records Search/Customer Service – Electronically secure
public workstation for public self-service access to system searches of
public records. The ability to have public workstation print to Countystaffed customer service area is required. Authorized Clerk-Recorder staff
must be able to manage print queues to network printers. The system
must provide a means of claiming and confirming document printouts and
intuitive access for customer service use in assisting customers by
telephone.
o. System Interface – An electronic interface with various County and other
business partners for document recording, search, and purchase. These
interfaces must leverage technology to process transactions electronically
whether with a government-to-government business partner or other local
entity. The system must provide adaptable interfaces that are modern,
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seamless, and in compliance with all governing laws and regulations that
apply to individual interfaces.
Interfaces are not a requirement of the RFP, the County wishes to be
advised of any standard API’s offered.
p. Accessibility – If the proposed system has ADA compliant software,
please provide specifications within the proposal. This is not a
requirement, however the Clerk-Recorder’s offices wishes to serve the
public to the best of its ability.
q. Customer Service/System Maintenance –
i. Bidder must indicate the hours that customer service support is
available. In addition, Bidder should indicate the response time for such
calls. County hours of operation are Monday through Friday 7:30am –
5:00pm PST. County requires that staff have access to customer service
within these hours.
ii. System Maintenance should be performed before or after the County
operating hours indicated above.
iii. Bidders Standard Service Level Agreements (SLAs) shall be provided
with your proposal.
r. Documentation and References –Electronic system documentation and
help for all functions must be available upon selection of vendor.
Included in the implementation shall be one electronic and one hard
copy of all system documentation, user manuals and help for all
functions.
s. Reporting –the proposed RVRC System must have strong, dynamic, and
configurable fiscal reporting and include access to a large selection of
useful standard fiscal reports. The system must include the following:
i. The ability to query data to create custom ad-hoc analytical reports on
fiscal data
ii. Easily retrievable data elements (including system time stamps,
transactions by user, task durations by user, etc.) that are accessible
at any time by authorized persons without database or programming
knowledge and experience
t. Training – On site system training and on-going refresher training for all
modules of the system, productivity and workflow, system administration
and technology, accounting/reporting, public search and government to
government interface. The number of hours/days that will be dedicated to
training in each of the areas must be specified along with the target
audience for each area of training and course content. A plan for on-going
and refresher training after system implementation must also be specified.
On-going training may be web-based, computer-based, or on-site. Proposer
is to provide all training materials as well as specify and coordinate set-up
of equipment required for on-site training. Training and material costs to
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the County shall be itemized in the proposal.
u. Data Conversion/Migration – The conversion requirements include,
but are not limited to, the following:
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i.
Provide migration services for all current system data; this includes
financials as well as all data and images located on the current recording
system.
 Images are stored as Group 4 TIF images, indexed data will be
presented with a 8.3 naming convention
 Data will be supplied as ANSI reports of key tables within the
IRISTM SQL database
 HOV uses a MS SQL Server for a backend database
 Current system has all images housed on two drives
 Conversion for current recording system consists of images stored
on internal hard drives on the server.
 There are an estimated 2,000,000 images on the server occupying
an estimated 110 GB of space. (see exhibit C)
ii.
Indexing and providing conversion services for data from different media
(i.e., books, microfiche, and roll film) for the purpose of integration into
the new RVRC System. It is a requirement of the RFP to provide
indexing for OR’s 1980-August 31, 1995. Data to be keyed would be:
grantor, grantee, Assessor’s Parcel Number, and previous recording
reference (if listed on the recorded document). Indexing these records
may be done offshore since there is no confidentiality conflict with
Official Records once the social security numbers have been redacted.
 Included in the conversion will be Official Land Records
January 1, 1980 through August 31, 1995 which are located on
microfiche/microfilm with books as a backup resource for
scanning for conversion.
 Images must be checked for quality by Bidder, illegible
images must be scanned from books.
 There are an estimated 619,000 images located on microfilm
and microfiche for 1/1/1980-8/31/1995 (see exhibit C).
 Of those 619,000 images there are roughly 290,000 documents.
iii.
Determine how redaction is managed in the current system through
overlays and convert these files to a true original and copy redaction
process.
 There are two versions of the official record, one redacted for
public viewing/printing, and one original unredacted version
for staff viewing.
 Redactions are stored as separate versions of the image. The
redaction is a permanent part of the images and not an overlay.
 There are an estimated 60,000 redacted images to be migrated
into the new system from the current recording system. All
redacted images have an ‘R’ at the end of the file name. ex.
00000001R.tif, 00000002R.tif, etc.
iv.
Analyze index-to-image availability
 Report and provide a plan of action to handle discrepancies,
where applicable; this would include any discrepancies that may
take place during the migration of documents, pages missing,
incorrect documents attached to a document number, etc.
v.
Work with current vendor regarding migration of all data from current
system to new system.
A questionnaire designed to provide information necessary to evaluate the proposed
system is included as Exhibit B, System Functionality Checklist. Proposers are
required to provide yes or no answers and response codes to all questions listed in
Exhibit B.
F.
DELIVERABLES / REPORTS
Within three weeks of contract signing, the successful Bidder will provide a RVRC
System project life cycle plan that is acceptable to the County. The plan will include
sufficient detail to ensure the successful delivery of the functionalities and features
described in this RFP and further clarified in the demonstration and discovery process.
The plan must clearly confirm the proposed resources that will be allocated to this
project; what types of resources are needed from the County; and the roles of each
entity in all areas.
The plan for the installation and implementation of the RVRC System and migration
of current online data must be built on the assumption that the project will be
completed within three (3) months
At a minimum, the plan shall address the following elements and contain a schedule
for the delivery of the following services and reports at specified intervals:
DESCRIPTION
Project Implementation Reporting
1. Participation in project meetings
2. Weekly reports documenting meeting agenda, action items,
resolution, and weekly goals
3. An initial change control process description
4. A detailed description of the issue management process for problems
encountered during project implementation
5. Initial analysis report – a hands-on actual look at the scope of work for
verification of the current state and creation of a plan to meet requirements
6. Maintenance of an up-to-date resource list
Conversion- Migration Reporting
1. An initial conversion analysis report assessing the body of work and
detailing a conversion plan
2. An initial migration analysis and post migration report
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FREQUENCY
Weekly
One-Time
Continuous
One-Time
3.
Weekly updates on conversion schedule, status of outgoing conversion
media and incoming converted data
4. Maintenance of a current list of conversion contacts
5. Data reconciliation, error, and statistical reports on conversion batches
or grouped work
6. A means of reporting acceptance or rejection of submitted
conversion data in batches
7. Maintenance of weekly or less frequent reports, by agreement, on
problem corrective status and action
8. Report on conversion data reconciliation activity on a monthly frequency
9. Report any data reconciliation exceptions and the reason(s) for the
exception (Data reconciliation is defined as the action of assuring that all
data is migrated, converted, indexed, imported and integrated.)
10. A final conversion report upon acceptance of the last batch
Reconciliation
1. Reconciliation of index to image
2. Report and correct index to image mismatch problems
System
1. An analysis report of the current environment and plan for meeting
requirements
2. A test and training environment plan
3. Set-up a test and training environment at the CRO
4. A current and proposed system interface analysis report for all interfaces
5. A database schema prior as part of a transition of database
administration to the County before closing the project as complete
6. A parallel testing plan
7. Performance of and report on a parallel testing result
8. Implement the new system and an implementation report
Support
1. A report listing all equipment purchased with the contact information and
method for obtaining service
2. A database administration and technical support knowledge transfer
plan. This is a document describing the approach to and timing of
formal training. CRO technical resources, and work experiences that
will prepare CRO technical resources to monitor, operate and support
the system effectively at the end of the project
Weekly/Monthly
Continuous
One-Time
One-Time
Access
An initial report describing the following:
1. Any network access needs
2. The resources needing access
3. Access frequency and purpose
Hardware
1.
A hardware assessment plan, detailing all hardware required to
be purchased/leased by the county for the scope of the project
Training
1. A training plan and schedule
2. Tracking for initial on-site user training
3. A report following training documenting the names of the delivered
training modules, the names of the attendees, and
any recommended training follow-up action items
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One-Time
One-Time
Initial w/updates
after each training
session.
II. INSTRUCTIONS TO BIDDERS
G.
SCHEDULE OF EVENTS
The following schedule of events is subject to change. Except as provided below, changes will
only be made by written addendum to this Request for Proposals. All addendums will be posted
on the County’s website at http://adm.calaverasgov.us/RFPRFQSOQ . It is the responsibility of
the each respondent to check for addendums. Submittals that do not include addendums will be
considered non-responsive and may be rejected.
Date
Event
Friday, January 23, 2015
Release Request for Proposals
Friday, February 6, 2015, by 4:00pm
Networking/Bidders Conference, at: Recorder’s
Office 891 Mountain Ranch Road, San Andreas,
CA 95249
Friday, February 13, 2015 at 4:00pm
Deadline for Proposer’s Questions
Friday, March 13, 2015 at 4:00pm
Addendum Issued(Responses to Questions)
Friday, March 27, 2015 at 4:00pm
Responses Due
March 30 –April 3. 2015
Evaluation Period
April 13-April 10, 2015
Vendor Demonstrations/Interviews Conducted
(responsive proposers invited)
May, 2015
Staff Recommends Awarding Contract to the
Board of Supervisors
(subject to delay without notice to proposers)
May/June, 2015
Proposed Contract Start Date
Note: Award dates are approximate.
It is the responsibility of each Bidder to be familiar with all of the specifications, terms and conditions
and the site condition. By the submission of a bid, the Bidder certifies that if awarded a contract they
will make no claim against the County based upon ignorance of conditions or misunderstanding of the
specifications.
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H.
QUESTIONS
Proposers may submit any questions in writing before the close of business Friday, February 13,
2015, at 4:00pm. in order for staff to prepare written responses. Unless otherwise stated herein,
only those emails submitted and corresponding responses will be considered public record. The
County’s response sent to one email inquiry shall be sent to all Bidders not having withdrawn
bids for purposes of pre-award transparency. To be included in the County’s group response
emails please submit contact email address to [email protected] and ask to be
included in the County’s group response emails to inquiries.
Other than Bidder’s conference, vendor interviews, and relevant public meetings, the county will
not communicate with vendors pre-award. Any clarification or answers will be issued as an
addendum to this RFP. Questions must be received by: Friday, February 13, 2015, at 4:00pm
and will only be accepted by email to [email protected], questions will not be
accepted by phone or facsimile.
I.
NETWORKING/BIDDERS CONFERENCE
Networking/Bidders conference will be held to:


Provide an opportunity for Bidders to ask specific questions about the project and request
RFP clarification
Provide the County with an opportunity to receive feedback regarding the project and
RFP
Written questions submitted prior to the networking/Bidders conference, in accordance with the
Schedule of Events, and verbal questions received at the networking/Bidders conference, will be
addressed whenever possible at the networking/Bidders conference.
Potential Bidders are strongly encouraged, but not required, to attend the networking/Bidders
conference in order to further facilitate subcontracting relationships.
Failure to participate in a networking/Bidders conference will in no way relieve the Contractor
from furnishing goods and/or services required in accordance with these specifications, terms
and conditions. Attendance at a networking/Bidders conference is strongly encouraged and
recommended but is not mandatory.
Networking/Bidders conference will be held on:
Date: Friday, February 6, 2015 at 4:00pm
PDT Location: County of Calaveras
Government Center
Recorder’s Office
891 Mountain Ranch Road
San Andreas, CA 95249
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J.
CORRECTIONS AND ADDENDA
1. If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in this
RFP, the proposer shall immediately notify the contact person of such error in writing and
request clarification or modification of the document. Modifications will be made by
addenda as indicated below to all parties in receipt of this RFP.
2. If a proposer fails to notify the contact person prior to the date fixed for submission of
proposals of a known error in the RFP, or an error that reasonably should have been known,
the proposer shall submit a proposal at their own risk, and if the proposer is awarded a
contract they shall not be entitled to additional compensation or time by reason of the error or
its subsequent correction.
3. Addenda issued by the County interpreting or changing any of the items in this RFP,
including all modifications thereof, shall be incorporated in the proposal, when the County
issues an Addendum in writing to all Bidders. The proposer shall submit the addenda cover
sheet with the proposal (or deliver them to the Calaveras County Clerk/Recorder, if the
proposer has previously submitted a proposal to the Department). Any oral communication
by the County’s designated contact person or any other County staff member concerning this
RFP is not binding on the County and shall in no way modify this RFP or any obligations
arising hereunder.
K.
PROPOSAL SUBMITTAL
1. Form: Proposers must submit one (1) original hard copy bid, with original ink signatures,
plus three (3) copies of their proposal. Original proposal is to be clearly marked, printed on
plain white paper, and must be either loose leaf or in a 3-ring binder (NOT bound or stapled).
Bidders must also submit one (1) electronic copy of their proposal. The electronic copy must
be a single file, scanned image of the original hard copy with all appropriate signatures, and
must be on disk or USB flash drive.
Proposals must be enclosed in a sealed envelope or package and clearly marked
“RECORDING, VITAL RECORDS AND CASHIERING SYSTEM”. Proposals shall be
submitted to:
Calaveras County Administrative Office
Attention: Mary Rose Rutikanga
891 Mountain Ranch Road
San Andreas, CA 95249
2. Due Date: Proposals must be received no later than 4:00pm on March 27, 2015.
3. General Instructions: To receive consideration, proposals shall be made in accordance with
the following general instructions:
a. The completed proposal shall be without alterations or erasures
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b.
No oral or telephonic proposals will be considered
c. The submission of a proposal shall be an indication that the proposer has investigated
and satisfied him/herself as to the conditions to be encountered, the character, quality
and scope of the work to be performed, and the requirements of the County, including
all terms and conditions contained within this RFP
4.
Response Format: Bid responses are to be straightforward, clear, concise and specific to the
information requested. In order for bids to be considered complete, Bidder must submit
proposal in format specified below:
a. Bid responses must be signed in ink and include evidence that the person or persons
signing the proposal is/are authorized to execute the proposal on behalf of the bidder.
b. Bidders shall provide all of the below noted Bid documentation and exhibits. Any
material deviation from these requirements may be cause for rejection of the proposal, as
determined in the County’s sole discretion. The content and sequence for each required
Bid document/exhibit shall be as follows:
RFP Proposal Format:
A.
Title Page:
Show RFP title, your company name and address, to the attention of the Calaveras County
Administrative Office (for all matters regarding the RFP response), your telephone number and
proposal date.
B.
Table of Contents:
Bid responses shall include a table of contents listing the individual sections of the proposal and
their corresponding page numbers beginning with Section C. Cover Letter/Letter of Transmittal.
Tabs should separate each of the individual sections.
C.
Cover Letter/Letter of Transmittal:
Bid responses shall include a Cover Letter/Letter of Transmittal describing Bidder and include all
of the following:
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1)
The official name of Bidder;
2)
Bidder’s organizational structure (e.g. corporation, partnership, limited liability company,
etc.);
3)
The jurisdiction in which Bidder is organized and the date of such organization;
4)
The address and telephone numbers of Bidder’s headquarters, any local office involved in
the Bid Proposal; and the address/location where the actual production of goods and/or
services will be performed;
5)
Bidder’s Federal Tax Identification Number;
6)
The name, address, telephone, fax numbers and e-mail address of the person(s) who will
serve as the contact(s) to the County, with regards to the RFP response, with authorization
to make representations on behalf of and to bind Bidder;
7)
Identify names, titles, telephone, and fax numbers, and e-mail addresses of persons to be
contacted for clarification and person who is authorized to negotiate the contract on behalf
of the organization;
8)
A representation that Bidder is authorized to do business in California as demonstrated by
California Secretary of State Business Registration print out, including name and mailing
address of agent of service of process in California.
This requirement includes the necessity for some out of state companies to be registered with the State of
California by the effective date of the agreement. Information regarding this requirement can be located at
the Secretary of State website, http://www.sos.ca.gov/; and
9)
10)
A statement that bidder agrees to enter into a contract similar to sample contract attached
as Exhibit A, subject to necessary negotiation, and acceptance of all conditions and
requirements contained in this RFP,
Cover letter must be signed in ink by a person or persons authorized to contractually
obligate the organization.
D.
Addendums:
Proposer must submit addendum coversheets to acknowledge receipt of any and all addenda to the
RFP.
E.
Executive Summary:
Provide a brief synopsis of the highlights of the Proposal and overall benefits of the Proposal to the
County. This synopsis should not exceed three (3) pages in length and should be easily understood.
F.
Bidder’s Information:
Bidders are required to provide the following information:
1) Description of Bidder’s capabilities pertaining to this RFP. This description should include a
detailed summary of Bidder’s experience in providing solutions relative to RFP requirements
described herein, including references.
2) Identify all subcontractors that will be used in the performance of the contract. Include contact
information: company name, contact name of person(s), business address, phone and fax
numbers, e-mail addresses, and headquarter locations. Explain what services the subcontractor
will provide in the proposed RVRC System. If no subcontractor(s) will be used, state so in the
Bidder’s Information section of the RFP.
3) Key Personnel - Qualifications and Experience:
Bid responses shall include a complete list of and resumes for all key personnel associated with
the RFP. This list must include all key personnel who will provide services/training to County
staff and all key personnel who will provide maintenance and support services. For each person
on the list, the following information shall be included:
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a)
b)
c)
d)
e)
f)
The person’s relationship with Bidder, including job title and
years of employment with Bidder;
The role that the person will play in connection with the RFP;
Address, telephone, fax numbers, and e-mail address;
The person’s educational background;
The person’s relevant experience; and
Relevant awards, certificates or other achievements.
4) Description of Bidder’s organization, including names of principals, number of employees,
client base, areas of specialization and expertise, and any other information that will assist the
Evaluation Committee in formulating an opinion about the stability and strength of the
organization.
5) Provide a complete disclosure if bidder, its subsidiaries, parent, other corporate affiliates, or
subcontractors have defaulted in its performance on a contract during the past five years which
has led the other party to terminate the contract. If so, identify the parties involved and the
circumstances of the default or termination.
6) A list of any lawsuits filed against the Bidder, its subsidiaries, parent, other corporate affiliates,
or subcontractors in the past five years and the outcome of those lawsuits. Identify the parties
involved and circumstances. Also, describe any civil or criminal litigation or investigation
pending.
7) Bidders are to provide a list of three (3) current and three (3) former clients. References must
be satisfactory as deemed solely by County. References should have similar scope, volume and
requirements to those outlined in these specifications, terms and conditions. References should
have worked on projects with Bidder within the last seven (7) years.
Reference information is to include:






Company/Agency name;
Contact person (name and title),
* The contact person is to be someone who has agreed to provide a reference on
Bidder and is/was directly involved with the system and/or service provided by
Bidder.
Complete street address;
Telephone number, and e-mail address, of contact person;
Type of business;
Brief description of the services provided and dates of service;
The County may contact some or all of the references provided in order to determine
Bidder’s performance record on work similar to that described in this request. The County
reserves the right to contact references other than those provided in the Response and to use
the information gained from them in the evaluation process.
8) Certificates of insurance are required from a reputable insurer evidencing all coverage’s
required for the term of any contract that may be awarded pursuant to this RFP. The County’s
insurance requirements for Additional Insured reads, “All insurance required above with the
exception… shall be endorsed to name as additional insured…”An endorsement is an
amendment to a contract, such as an insurance policy, by which the original terms are changed.
The insurance certificate (also known as the “Acord”) carries a disclaimer, “This certificate is
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issued as a matter of information only and confers no rights upon the certificate holder. This
certificate does not amend, extend or alter the coverage afforded by the policy below.”
Additional insured’s listed in the description box are not a proper risk transfer. Any amendment
or extension of the coverage such as an additional insured should be provided by a separate
endorsement page or copy of the policy.
9) Provide copies of the most recent years independently audited financial statements, as well as
those for the preceding three years. The submission shall include the audit opinion, balance
sheet, income statement, retained earnings, cash flows, and notes to the financial statements.
If independently audited financial statements do not exist for the Bidder, the Bidder shall state
the reason and, instead, submit sufficient detail information (such as a Dun and Bradstreet
report) to enable the Evaluation Committee to determine the financial stability of the Bidder.
Bidder’s must provide information with their proposal and may not defer submission at a
later date. The County may request and the Bidder shall provide additional financial
information.
G.
Description of the Proposed Systems:
Bid responses shall include a description of the proposed systems, as it will be finally configured
during the term of the contract. The description shall specify how the proposed system will meet or
exceed the requirements of the County and shall explain any advantages that this proposed system
would have over other possible systems. The description shall include any disadvantages or
limitations that the County should be aware of in evaluating the proposal and must include a
description of any product warranty that is included and the period covered.
H.
Description of the Proposed Services as fully described in RFP, Section E (Specific Requirements):
Bidders are required to submit a description of the following proposed services:
1) Data Conversion/Migration Services
The conversion requirements include indexing and providing conversion services for data for
the purpose of integration into the online system.
2) Customer Service/System Maintenance schedule
3) Training
Training for approximately seven (7) individuals to cover full system functionality and
additional classes for specialized areas. Minimum training content specifications and trainee
counts for initial training are specified below.
a) Up to 20 trainees - Interface (Government-to-Government)
b) 3 trainees - Supervisor/Manager - Productivity and Workflow
c) 3 trainees - System Administration/Technology
d) 7 trainees - Accounting/Reporting
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e) 7 trainees - Public Search
f) 7 trainees – Scanning
g) 7 trainees-system training all modules
Bidders must specify the number of hours/days that will be dedicated to each of the areas and
the course contents. If topics are covered in different course combinations, specify and describe
the target audience. Bidders must also specify their plan for on-going and refresher training
after system implementation. On-going and refresher training may be web-based, computerbased, or on-site. Bidders must provide all training materials as well as specify and coordinate
set-up of equipment required for on-site training with the Clerk-Recorder’s Office/Technology
Services department
Bid responses shall include a description of the terms and conditions of services to be provided
during the contract term including response times. The description shall contain a basis of
estimate for services including its scheduled start and completion dates, the number of Bidder’s
and County personnel involved, and the number of hours scheduled for such personnel. Also, the
description must: (1) specify how the services in the bid response will meet or exceed the
requirements of the County; (2) explain any special resources, procedures or approaches that
make the services of Bidder particularly advantageous to the County; and (3) identify any
limitations or restrictions of Bidder in providing the services that the County should be aware of
in evaluating its Response to this RFP.
I.
Data Conversion/Migration Plan and Schedule:
The bid response shall include a conversion and migration plan and schedule.
J.
Bid Form, Exhibit C:
Cost shall be submitted on Exhibit C as is. No alterations or changes of any kind are permitted
except where explicitly stated. Bid responses that do not comply will be subject to rejection in total.
The cost quoted shall include all taxes and all other charges and is the cost the County will pay for
any contract that is a result of this bid.
Bidder agrees that the prices quoted are the maximum they will charge during the term of any
contract awarded. Listed quantities are annual estimates based on past usage and are not to be
construed as a commitment. No minimum or maximum is guaranteed or implied.
L.
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Other required Submittals/Exhibits not included above that are required in the bid response:
 Exhibit D, Bidder’s Statement

Exhibit B, System Functionality Checklist,
and if applicable;

Exhibit E, Exceptions, Exceptions, Amendments, and Substitutions. Form, must be
completed and signed. Any exceptions, clarifications and amendments should also address
the attached Exhibits (The County is under no obligation to accept any exceptions and such
exceptions may be a basis for bid disqualification)
L. EXCEPTIONS, AMENDMENTS, AND SUBSTITUTIONS
Any exceptions, amendments or substitutions to the scope of works attached to the same contract
must be clearly identified in and submitted via Exhibit E, attached to this RFP form, failure to do so
will be considered unresponsive
M. SELECTION PROCESS
1.
All proposals received by the specified deadline will be reviewed by a County Selection
Committee (CSC). The CSC may be composed of County staff and other parties that may
have expertise in the system needs of the Calaveras County Clerk-Recorder’s Office and
experience in working with the Clerk Recorder systems.
2.
Proposals will be reviewed for content, including but not limited to fee, related experience
and professional qualifications of the bidding proposers.
3.
County employees will not participate in the selection process when those employees have a
relationship with a person or business entity submitting a proposal which would subject those
employees to the prohibition of Section 87100 of the Government Code. Any person or
business entity submitting a proposal who has such a relationship with a County employee
who may be involved in the selection process shall advise the County of the name of the
County employee in the proposal.
4.
Proposals may be evaluated using the following criteria (note that there is no value or ranking
implied in the order of this list):
a. Demonstrated ability to perform the services described
b. Experience, qualifications and expertise
c. Quality of work as verified by references
d. Costs relative to the scope of services
e. A demonstrated history of providing similar services to comparable entities within the
state of California
f. Willingness to accept the County’s contract terms;
•
•
•
•
•
•
•
5.
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The experience of vendor
Completeness and Quality of Bid
Price
References
The locality of the Proposer;
Any other factors the evaluation committee deems relevant
Demonstrated responsibility of Bidder
The County Department Head in consultation with the County Administrative Office
reserves the right, in their sole discretion, to take any of the following actions at any
time before Board of Supervisors approval of an award: waive informalities or minor
irregularities in any proposals received, reject any and all proposals, cancel the RFP, or
modify and re-issue the RFP. Failure to furnish all information requested or to follow
the format requested herein may disqualify the proposer, in the sole discretion of the
County. False, incomplete, misleading or unresponsive statements in a proposal may
also be sufficient cause for a proposal’s rejection.
N.
6.
The County may, during the evaluation process, request from any proposer additional
information which the County deems necessary to determine the proposer’s ability to
perform the required services. If such information is requested, the proposer shall be
permitted three (3) business days to submit the information requested.
7.
An error in the proposal may cause the rejection of that proposal; however, the County
may, in its sole discretion, retain the proposal and make certain corrections. In
determining if a correction will be made, the County will consider the conformance of
the proposal to the format and content required by the RFP, and any unusual complexity
of the format and content required by the RFP. If the proposer’s intent is clearly
established based on review of the complete proposal submittal, the County may, at its
sole option, correct an error based on that established content. The County may also
correct obvious clerical errors. The County may also request clarification from a
proposer on any item in a proposal that County believes to be in error.
8.
The County reserves the right to select the proposal which in its sole judgment best
meets the needs of the County. The lowest proposed cost is not the sole criterion for
recommending contract award.
9.
All firms responding to this RFP will be notified of their selection or non-selection after
the evaluation committee has completed the selection process. Thereafter the
unsuccessful Bidders will be notified under Section P below after negotiation is
completed with a successful Bidder and before formal recommendation to the Board of
Supervisors that all bids are open to public inspection.
10.
Generally, the firm selected by the Evaluation Committee will be recommended to the
Board of Supervisors for this project, but the Board is not bound to accept the
recommendation or award the project to the recommended firm.
11.
All bids are not public record and exempt from public disclosure consistent with
California Law until a contract is signed with the recommended successful Bidder after
any necessary negotiation. A successful Bidder who wishes to include trade secrets
within the body of the contract shall defend and hold harmless the county in connection
with any Public Records dispute over release of such trade secret information.
FINALIST INTERVIEWS
After initial screening, the evaluation committee may select those firms deemed most qualified
for this project for further evaluation. Interviews of these selected firms may be conducted as
part of the final selection process. Interviews may or may not have their own separate scoring
during the evaluation process.
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O.
AWARD
The recommendation of the Evaluation Committee shall be forwarded to the Board of
Supervisors for decision at a regularly scheduled public meeting. The County shall notify all
Bidders in writing who have not withdrawn of such public meeting at least fifteen (15) working
days before the meeting.
III. TERMS AND CONDITIONS
P.
QUANTITIES
Quantities listed in the scope of work attached to the sample contract are annual estimates based
on past usage and are not to be construed as a commitment. No minimum or maximum is
guaranteed or implied.
Q.
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PRICING
1.
All pricing as quoted will remain firm for the term of any contract that may be awarded as a
result of this RFP. Successful Bidder shall be bound by the pricing reflected in their bid
and shall be bound by the terms of the contract entered into, which shall contain terms
similar to the sample contract attached to this RFP.
2.
Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of
such lower price shall be extended to the County.
3.
Any freight/delivery charges are to be included.
4.
Any price increases or decreases for subsequent contract terms may be negotiated between
Contractor and County only after completion of the initial term.
5.
The prices quoted shall be the total cost the County will pay for this project including
taxes and all other charges.
6.
All prices quoted shall be in United States dollars and "whole cent," no cent fractions
shall be used. There are no exceptions.
7.
Bidder shall include a quote of time and materials and schedule of fees for additional work
outside the scope of work requested in the bid form.
8.
Price quotes shall include any and all payment incentives available to the County.
9.
Bidders are advised that in the evaluation of cost, if applicable, it will be assumed that the
unit price quoted is correct in the case of a discrepancy between the unit price and an
extension.
10.
Federal and State minimum wage laws apply. The County has no requirements for living
wages. The County is not imposing any additional requirements regarding wages as the
contract sought is not a contract covered by Labor Code Section 1770 et seq.
R.
S.
ACCOUNT MANAGER/SUPPORT STAFF
1.
Contractor shall provide a dedicated competent account manager who shall be responsible
for the County account/contract. The account manager shall receive all orders from the
County and shall be the primary contact for all issues regarding Bidder’s response to this
RFP and any contract which may arise pursuant to this RFP.
2.
Contractor shall also provide adequate, competent support staff that shall be able to service
the County during normal working hours, Monday through Friday. Such representative(s)
shall be knowledgeable about the contract, products offered and able to identify and
resolve quickly any issues including but not limited to, order and invoicing problems.
3.
Contractor account manager shall be familiar with County requirements and standards and
work with the Auditor-Controller’s Agency and Clerk Recorder’s Office to ensure that
established standards are adhered to.
4.
Contractor account manager shall keep the County Specialist informed of requests from
departments as required.
GENERAL INFORMATION
1.
Rules and Regulations
a. The issuance of this solicitation does not constitute an award
commitment on the part of the County, and the County shall not pay
for costs incurred in the preparation or submission of proposals. All
costs and expenses associated with the preparation of this proposal
shall be borne by the proposer.
b. As stated above, Calaveras County reserves the right to reject any or
all proposals or portions thereof if the County determines that it is in
the best interest of the County to do so.
c. As stated above, The County may waive any deviation in a proposal.
The County’s waiver of a deviation shall in no way modify the RFP
requirements nor excuse the successful proposer from full
compliance with any resultant agreement requirements or
obligations. Calaveras County reserves the right to reject any or all
proposals, or to waive any defect or irregularity in a proposal. The
County further reserves the right to award the agreement to the
proposer or proposers that, in the County’s judgment, best serves the
needs of Calaveras County.
d. The County will endeavor to restrict distribution of material
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designated as confidential to only those individuals involved in the
review and analysis of the proposals. Proposers are cautioned that
materials designated as confidential may nevertheless be subject to
disclosure. Proposers are advised that the County does not wish to
receive confidential or proprietary information as part of a proposal
and those proposers are not to supply such information except when
it is absolutely necessary. If any information or materials in any
proposal submitted are labeled confidential or proprietary, the cover
letter shall so inform the County, the proposal shall highlight those
parts of bid deemed confidential, and the cover letter shall include
the following clause:
i.
2.
If awarded a contract after successful negotiation, [Legal name of proposer] shall
indemnify, defend and hold harmless the County of Calaveras, its officers, agents
and employees from and against any request, action or proceeding of any nature
and any damages or liability of any nature, specifically including attorneys' fees
awarded under the California Public Records Act (Government Code §6250 et
seq.) arising out of, concerning or in any way involving any materials or
information in this proposal that [legal name of proposer] has labeled as
confidential, proprietary or otherwise not subject to disclosure as a public record.
Non-Liability of County
The County shall not be liable for any precontractual expenses incurred by the proposer or
selected Contractor or Contractors. The County shall be held harmless and free from any
and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person
or organization responding to this RFP.
3.
Lobbying
Any party submitting a proposal or a party representing a proposer shall not influence or
attempt to influence any member of the selection committee, any member of the Board of
Supervisors, or any employee of the County of Calaveras, with regard to the acceptance of
a proposal. Any party attempting to influence the RFP process through ex-parte contact
may be subject to rejection of their proposal.
4.
Form of Agreement
a. No agreement with the County shall have any effect until a contract has been signed by
both parties.
b. A sample of the agreement is included as Attachment A hereto. Proposers must be
willing to provide the required insurance and accept the terms of this sample
agreement. With few exceptions, the terms of the County’s standard agreement will not
be negotiated. Indemnification language will not be negotiated.
c. Proposals submitted shall include a statement that (i) the proposer has reviewed the
sample agreement and will agree to the terms contained therein if selected, or (ii) all
terms and conditions are acceptable to the proposer except as noted specifically in the
proposal. A proposer taking exception to the County’s sample agreement must also
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provide alternative language for those provisions considered objectionable to the
proposer. Please note that any exceptions or changes requested to the Agreement may
constitute grounds to reject the proposal.
d. Failure to address exceptions to the sample agreement in your proposal will be
construed as acceptance of all terms and conditions contained therein.
e. Submission of additional agreement exceptions after the proposal submission deadline
may result in rejection of the consultant’s proposal.
5.
Duration of Proposal; Cancellation of Awards; Time of the Essence
a. All proposals will remain in effect and shall be legally binding for at least ninety (90)
days.
b. Unless otherwise authorized by County, the selected proposer will be required to
execute an agreement with the County for the services requested within sixty (60) days
of the County’s notice of intent to award. If agreement on terms and conditions
acceptable to the County cannot be achieved within that timeframe, or if, after
reasonable attempts to negotiate such terms and conditions, it appears that an
agreement will not be possible, as determined at the sole discretion of the County, the
County reserves the right to retract any notice of intent to award and proceed with
awards to other consultants, or not award at all.
6.
Withdrawal and Submission of Modified Proposal
a. A proposer may withdraw a proposal at any time prior to the submission deadline by
submitting a written notification of withdrawal signed by the proposer or his/her
authorized agent. Another proposal may be submitted prior to the deadline. A
proposal may not be changed after the designated deadline for submission of proposals.
Attachments:
Exhibit A: Sample Agreement
Exhibit B: System
Functionality Checklist
Exhibit C: Bid Form
Exhibit D: Bidder’s Statement
Exhibit E: Exceptions, Amendments, and Substitutions
28 | P a g e
EXHIBIT A- SAMPLE AGREEMENT
AGREEMENT FOR SERVICES
BETWEEN COUNTY OF CALAVERAS
AND
This Agreement (“Agreement”) is made and entered into this
day of
, 20
(“Effective Date”), by and between the County of Calaveras, a political subdivision of the State of
California (“County”) and
a California Corporation (“Contractor”).
RECITALS
WHEREAS, County is authorized by Government Code Section 23004 to enter into Agreements as
necessary for the exercise of its powers; and
WHERAS, County is authorized by Government Code Section 31000 to enter into Agreements with
persons specially trained, experienced, expert and competent to perform special services; and
WHEREAS, Contractor has represented to County that it has the necessary training, experience,
expertise and competency to provide the services, goods and materials that are described in this
Agreement, and that it will do so in a manner consistent with County’s goals; and
WHEREAS, in the judgment of County, it is necessary and desirable to employ Contractor to perform
the described services; and
NOW, THEREFORE, County and Contractor agree as follows:
SECTION 1. SCOPE OF SERVICES.
1.1 Contractor’s Specified Services. Contractor shall perform the services described in
“Exhibit A- Scope of Work” attached hereto and incorporated herein by this reference (“Exhibit A”),
and within the times or by the dates provided for in Exhibit A. In the event of any conflict between any
provisions of this Agreement and any Exhibit(s) to this Agreement, the provision that requires the
highest level of performance from the Contractor for the County’s benefit shall prevail.
1.2 Cooperation with County. Contractor shall cooperate with County and County staff in the
performance of all work under this Agreement.
1.3. Performance Standard. Contractor shall perform all work under this Agreement in a manner
consistent with the level of competency and standard of care normally observed by a person practicing
in Contractor’s profession. County has relied upon the professional ability and training of Contractor as
a material inducement to enter into this Agreement. Contractor agrees to provide all services under this
Agreement in accord with generally accepted professional practices and standards of care, as well as the
requirements of applicable federal, state and local laws, it being understood that acceptance of
Contractor’s work by County shall not operate as a waiver or release. If County determines that any of
Contractor’s work is not in accord with such level of competency and standard of care, County, in its
sole discretion, shall have the right to do any or all of the following: (a) require Contractor to meet with
County to review the quality of the work and resolve matters of concern; (b) require Contractor to
Exhibit A
Page 1 of 17
repeat the work at no additional charge until it is satisfactory; (c) terminate this Agreement pursuant to
the provisions of Section 5; or (d) pursue any and all other remedies at law or in equity.
1.4 Assigned Personnel.
1.4.1. Contractor shall assign only competent personnel to perform the work under this
Agreement. In the event that at any time County, in its sole discretion, desires the removal of any
person or persons assigned by Contractor to perform the work under this Agreement, Contractor shall
remove such person or persons immediately upon receiving written notice from County.
1.4.2. Any and all persons identified in this Agreement or any exhibit hereto as the project
manager, project team, or other professional performing the work under this Agreement are deemed by
County to be key personnel whose services were a material inducement to County to enter into this
Agreement, and without whose services County would not have entered into this Agreement,
Contractor shall not remove, replace, substitute, or otherwise change any key personnel without the
prior written consent of County.
1.4.3. In the even that any of Contractor’s personnel assigned to perform services under this
Agreement become unavailable due to resignation, sickness or other factors outside of Contractor’s
control, Contractor shall be responsible for timely provision of adequately qualified replacements.
SECTION 2. COMPENSATION.
2.1 Total Compensation. For the services described in Section 1 above, and subject to
the condition that the specified task has been completed in as set forth in Section 1.3 above, Contractor
shall be compensated at the rates as set forth in “Exhibit B-Compensation” attached hereto and
incorporated herein by this reference (“Exhibit B”) provided, however, that the total amount of
compensation to be paid Contractor for the services described in Section 1 shall not exceed xxx
thousand, xxx hundred, and xxx dollars ($0,000.) as summarized in Exhibit B.
2.2 Expense Reimbursement. The Contractor shall not be entitled to reimbursement for
any expenses other than those described in Section 1 above and as identified in Exhibit B.
2.3 Overpayment. If County overpays Contractor for any reason, Contractor agrees to
return the amount of such overpayment to County or at County’s option, permit County to offset the
amount of overpayment against future payments owed to Contractor under this Agreement or any other
Agreement.
SECTION 3. PAYMENT.
3.1 Invoice. Not more frequently than monthly, Contractor shall submit an invoice
detailing the services provided during the preceding month, including but not limited to the amount of
time spent providing the services calculated to the one-half of an hour and the rate per hour charged for
which reimbursement is requested. If requested by County, Contractor shall provide any further
documentation to verify the compensation and reimbursement sought by Contractor.
3.2 Payment. Unless otherwise stated in this Agreement, upon submittal of an invoice
as set forth in Section 3.1. above, payment shall be made within the normal course of County business.
Payment shall only be made upon the satisfactory completion of the services as determined by the
County.
SECTION 4. TERM.
Exhibit A
Page 2 of 17
4.1 Term. The term of this Agreement shall be from [insert date] to [insert date] unless
terminated earlier as set forth in Section 5, “Termination”. The term of this Agreement may only be
extended upon written mutual consent of both parties as set forth in Section 18.
4.2 Deliverables. All deliverables and products of this Agreement shall be completed and
submitted to the County as set forth in Exhibit A.
SECTION 5. TERMINATION.
5.1 Termination Without Cause. At any time and without cause, County shall have the right, in
its sole discretion, to terminate this Agreement by giving sixty days (60) calendar days written notice to
Contractor.
5.2 Termination for Cause. Should Contractor fail to perform any of its obligations under this
Agreement, within the time and in the manner specified in this Agreement, or otherwise violate any of
the terms of this Agreement, County may immediately terminate this Agreement by giving Contractor
written notice of such termination, stating the reason for termination.
5.3 Delivery of Work Product Upon Termination. Upon termination of this Agreement or
suspension of work by County, Contractor shall furnish to County all documents and drawings
prepared under this Agreement, whether complete or incomplete. In the event of termination for any
reason, reproducible and electronic copies of all finished or unfinished documents, drawings, maps,
models, photographs, and reports prepared by Contractor shall become the sole and exclusive property
of County subject to the terms and conditions of Section 6, “Records Retention” and Contractor shall
be entitled to receive compensation for any work completed on such documents and other materials
determined by County to be of satisfactory quality and within the terms and conditions of this
Agreement.
5.4 Change in Funding. Contractor understands and agrees that County shall have the right to
terminate this Agreement immediately upon written notice to Contractor in the event any state and/or
federal agency and/or other fund source reduces, withholds or terminates funding which County
anticipated using to pay Contractor for services provided under this Agreement or County has
exhausted all funds legally available for payments due under this Agreement.
SECTION 6. OWNERSHIP AND WORK PRODUCT.
All reports, original drawings, graphics, plans, studies, records, general
correspondence, data, electronic files, or documents (collectively “documents”) in whatever form or
format, assembled or prepared by Contractor or Contractor’s subcontractors, contractors and other
agents in connection with this Agreement shall be the property of County. County shall be entitled to
immediate possession of such documents upon completion of the work under this Agreement. Upon
expiration or termination of this Agreement, Contractor shall promptly deliver to County all such
documents, which have not already been provided to County in such form or format, as County deems
appropriate. Such documents shall be and will remain the property of County without restriction or
limitation. Contractor may retain copies of the above-described documents but agrees not to disclose or
discuss any information gathered, discovered, or generated in any way through this Agreement without
the express written permission of County.
SECTION 7. INDEMNIFICATION.
Contractor agrees to accept all responsibility for loss or damage to any person or entity, including
County, and to defend and indemnify, hold harmless, and release County, its elected representatives,
officers, agents, and employees, from and against any actions, claims, damages, demands, losses,
Exhibit A
Page 3 of 17
liabilities, disabilities or expenses, defense costs (including reasonable attorney fees), of any kind or
nature, that may be asserted by and person or entity, including Contractor, that arise out of, pertain to,
or related to Contractor’s or its agents’, employees’, contractors’, subcontractors’, or invitees’
performance or obligations under this Agreement. Contractor agrees to provide a complete defense for
any claim or action brought against County based upon a claim relating to Contractor’s performance or
obligations under this Agreement. Contractor’s obligations under this section apply whether or not
there is concurrent negligence on County’s part, but to the extent required by law, excluding liability
due to County’s conduct. County shall have the right to select its legal counsel at Contractor’s expense,
subject to Contractor’s approval, which shall not be unreasonably withheld. This Indemnification
obligation is not limited in any way by any limitation on the amount or type of damages or
compensation payable to or for Contractor or its agents under Workers’ Compensation Acts, Disability
Benefits Acts, or other Employee Benefit Acts. The obligations of this indemnity shall be for the full
amount of all damage to County, including defense costs, and shall not be limited by any insurance
limits.
SECTION 8. PUBLIC LIABILITY AND PROPERTY DAMAGE INSURANCE.
8.1 Insurance Requirements. During the term of this Agreement, Contractor shall at all
times maintain, at its expense, commercial general liability insurance, Workers’ Compensation and
Employers’ Liability insurance as required by the State of California, and automobile liability
insurance. The comprehensive general liability insurance shall include broad form property damage
insurance.
8.2 Limits. The limits of such insurance shall be no less than $1,000,000 per occurrence;
$2,000,000 in the aggregate for the commercial general liability insurance, $1,000,000 for
the Workers’ Compensation/Employers’ Liability insurance per accident for bodily
injury or disease, and $1,000,000 combined single limit for each accident for the
automobile liability insurance.
8.3 Full Force. The policies shall remain in force through the life of this Agreement and
shall be payable on a “per occurrence” basis.
8.4 Additional Insured. County, its elected representatives, officers, agents, employees
and volunteers shall be named as additional insured on the commercial general and
automobile liability insurance policies. All of Contractor’s available insurance coverage and proceeds
in excess of the specified minimum limits shall be available to satisfy any and all claims of the County,
including defense costs and damages. Any insurance limitations are independent of and shall not limit
the indemnification terms of this Agreement. Contractor’s insurance policies, including excess and
umbrella insurance policies, shall include an endorsement and be primary and non-contributory and
will not seek contribution from any other insurance (or self-insurance) available to County.
Contractor’s excess and umbrella insurance shall also apply on a primary and non-contributory basis
for the benefit of the County before County’s own insurance policy or self -insurance shall be called
upon to protect it as a named insured. Additional Insured endorsement shall be at least as broad as ISO
Form Number CG 20 38 04 13.
8.5 Retentions or Deductibles. Retentions or deductibles must be declared and are
subject to the approval of County.
8.6 Endorsement. Each insurance policy shall be endorsed to state that coverage shall
not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty
calendar (30) days’ prior written notice, return receipt requested, has been given to County.
Exhibit A
Page 4 of 17
8.7 Rating. Insurance is to be placed with insurers with a current A.M. Best’s rating of
no less than A-: VII, unless otherwise approved by the County Risk Manager.
8.8 Excess. Any insurance maintained by County shall apply in excess of, and not
contribute with, insurance provided by Contractor’s liability insurance policy.
8.9 Certificates. Prior to commencing services pursuant to this Agreement, Contractor
shall furnish the County Contract Manager with certificates of insurance reflecting coverage
required by this Agreement. The certificates are to be signed by a person authorized by that
insurer to bond coverage on its behalf. All certificates are to be received by, and are subject to
the approval of, the County Risk Manager before work commences. Contractor may use
forms provided by the County Risk Manager or, as an alternative, may provide complete,
certified copies of all required insurance policies, including endorsements affecting the
coverage required by these specifications.
8.10 Changes. During the term of this Agreement, Contractor shall furnish the County
Contract Manager with original endorsements reflecting renewals, changes in insurance
companies and any other documents reflecting the maintenance of the required coverage
throughout the entire term of this Agreement. The endorsements are to be signed by a
person authorized by that insurer to bind coverage on its behalf.
SECTION 9. WORKERS’ COMPENSATION.
Contractor shall provide Workers’ Compensation coverage as required by State law, and prior to
commencing services pursuant to this Agreement shall file the following statement with the County
Risk Manager in a form substantially as set forth below.
WORKERS’ COMPENSATION CERTIFICATION
I am aware of the provisions of Labor Code Section 3700, which require every employer to be insured
against liability for Workers’ Compensation or to undertake self-insurance in accordance with the
provisions of that code, and I will comply with such provisions before commencing any services
required by this Agreement.
The person executing this certificate on behalf of Contractor affirmatively represents that he/she has the
requisite legal authority to do so on behalf of Contractor, and that both the person executing this
Agreement on behalf of Contractor and Contractor understand that County is relying on this
representation in entering into this Agreement.
Initials:
SECTION 10. RIGHT TO AUDIT, INSPECT AND COPY RECORDS.
Contractor agrees to permit County and any authorized State or Federal agency to audit, inspect and
copy all records, notes and writings of any kind in connection with the services provided by Contractor
under this Agreement, to the extent permitted by law, for the purpose of monitoring the quality and
quantity of services, accessibility and appropriateness of services, and ensuring fiscal accountability.
All such audits, inspections, and copying shall occur during normal business hours. Upon request,
Contractor shall supply copies of any and all such records to County. Failure to provide the documents
requested by County within the requested time frame indicated may result in County withholding
payments due under this Agreement.
SECTION 11. REPRESENTATIVES AND NOTICE.
Exhibit A
Page 5 of 17
11.1 Designation. Each party shall designate an officer, employee or other authorized
representative to act on that party’s behalf with respect to the work. This representative shall
be available during working hours and as often as may be required to render decisions and to furnish
information in a timely manner. Each party has the right to change its representative at any time;
provided, however, that a party wishing to change its designated representative shall endeavor to notify
the other party in writing not less than ten (10) calendar days before making any such change. At the
time this Agreement is executed, the parties’ designated representatives shall be as follows:
COUNTY:
Name
Title
CONTRACTOR:
Project Manager Name
Project Manager
11.2 Address. All notices shall be deemed to have been given when made in writing and
delivered or mailed to the respective representatives of County and Contractor at their
respective address as follows:
CONTRACTOR:
Company Name
Address
Attention:
COUNTY:
Calaveras County Clerk/ Recorder
Attention: Clerk Recorder
891 Mountain Ranch Road
San Andreas, CA 95249
11.3 Facsimiles. In lieu of written notice to the above addresses, any party may provide
notices through the use of facsimile machines provided confirmation of delivery is obtained
at the time of transmission of the notices and provided the following facsimile telephone
numbers are used:
TO CONTRACTOR:
Fax: ( )
Contact No: ( )
TO COUNTY:
Fax: (209) 754-6377
Contact No: (209) 754-6372
Any party may change the address or facsimile number to which such communications are to be
given by providing the other parties with written notice of such change at least fifteen (15) calendar
days prior to the effective date of the change.
11.3 Effective Date. All notices shall be effective upon receipt and shall be deemed received
through delivery if personally served or served using facsimile machines, or on the fifth (5th) day
following deposit in the mail if sent by first class mail.
SECTION 12. APPLICABLE LAWS.
In the performance of the services required by this Agreement, Contractor shall take reasonable care to
comply with all applicable Federal, State, and County statutes, ordinances, regulations, directives and
laws. This Agreement shall be deemed to be executed within the State of California and construed in
accordance with and governed by the laws of the State of California.
Exhibit A
Page 6 of 17
SECTION 13. NON-DISCRIMINATION IN SERVICES AND BENEFITS.
Contractor certifies that any service provided pursuant to this Agreement shall be without
discrimination based on color, race, creed, national origin, religion, sex, age, sexual preferences, or
physical or mental disability in accordance with all applicable Federal, State and County laws and
regulations and any administrative directives established by the County Board of Supervisors or the
County Administrative Officer. For the purpose of this Agreement, distinctions on the grounds of
color, race, creed, national origin, religion, sex, age, sexual preferences, or physical or mental disability
include but are not limited to the following: denying a participant any service or benefit which is
different, or is provided in a different manner or at a different time from that provided to other
participants under this Agreement; subjecting a participant to segregation or separate treatment in any
way in the enjoyment or any advantage or privilege enjoyed by others receiving any service or benefit;
treating a participant differently from others in determining whether the participant has satisfied any
admission, enrollment quota, eligibility, membership, or other requirement or condition which
individuals must meet in order to be provided any service or benefit; and the assignment of times or
places for the provision of services.
SECTION 14. CONFLICT OF INTEREST.
14.1 Applicable Law. Contractor shall comply with the laws and regulations of the State of
California and County regarding conflicts of interest, including, but not limited to, Section 4 of Chapter
1, Division 4, Title 1 of the California Government Code, commencing with Section 1090, and Chapter
7 of Title 9 of said Code, commencing with Section 87100 including regulations promulgated by the
California Fair Political Practices Commission.
14.2 Covenant. Contractor covenants that it presently has no interest and shall not acquire any
interest, direct or indirect, which would conflict in any manner or degree with the performance of
Contractor’s obligations and responsibilities hereunder. Contractor further covenants that in the
performance of this Agreement, Contractor will take reasonable care to ensure that no person having
any such interest shall be employed. This covenant shall remain in force until Contractor completes
performance of the services required of it under this Agreement.
14.3 Notification. Contractor agrees that if any fact comes to its attention, which raises any
question as to the applicability of any conflict of interest law or regulation, Contractor will immediately
inform County and provide all information needed for resolution of the question.
SECTION 15. COVENANT AGAINST CONTINGENT FEES.
Contractor warrants that it has not employed or retained any company or person, other than a bona fide
employee working for Contractor, to solicit or secure this Agreement, and that it has not paid or agreed
to pay any company or person, other than a bona fide employee, any fee, commission, percentage,
brokerage fee, gift, or any other consideration, contingent upon or resulting from the award or making
this Agreement. For breach or violation of this warranty, the County shall have the right to annul this
Agreement without liability or in its discretion to deduct from the Agreement price or consideration, or
otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or
contingent fee.
SECTION 16. ASSIGNMENT AND SUBCONTRACTS.
The services and obligations required of Contractor under this Agreement are not assignable in whole
or in part. In addition, Contractor shall not subcontract any portion of the services required of
Contractor by this Agreement without the express written consent of the County. If any portion of the
Exhibit A
Page 7 of 17
services required of Contractor is subcontracted, the subcontractor(s) shall maintain the same insurance
as required of Contractor by this Agreement and Contractor shall be fully responsible to the County for
all work undertaken by subcontractor(s).
SECTION 17. STATUS OF CONTRACTOR.
17.1. Independent Contractor. It is understood and agreed by all the parties hereto that Contractor
is an independent contractor and that no relationship of employer-employee exists between the County
and Contractor. Neither Contractor nor Contractor’s assigned personnel shall be entitled to any
benefits payable to employees of the County. Contractor hereby indemnifies and holds the County
harmless from any and all claims that may be made against the County based upon any contention by
any third party that an employer-employee relationship exists by reason of this Agreement or any
services provided pursuant to this Agreement.
17.2 No Agency. It is further understood and agreed by all the parties hereto that (1)
except as specifically authorized by this Agreement, neither Contractor nor Contractor’s assigned
personnel shall have any right to act on behalf of the County in any capacity whatsoever as an agent;
and (2) neither Contractor nor Contractor’s assigned personnel shall have any right to bind the County
to any obligation whatsoever.
17.3 Taxes. It is further understood and agreed by all the parties hereto that Contractor
must issue any and all forms required by Federal and State laws for income and employment tax
purposes, including W-2 and 941 forms, for all of Contractor’s assigned personnel.
SECTION 18. AMENDMENT.
This Agreement may be amended only by written instrument signed by the County and
Contractor.
SECTION 19. SEVERABILITY.
If any provision of this Agreement is declared or found to be illegal, unenforceable, or void, both
Parties shall be relieved of all obligations arising under such provision and the remainder of this
Agreement shall not be affected by such declaration or finding and each provision not so affected shall
be enforced to the fullest extent permitted by law.
SECTION 20. AUTHORIZED REPRESENTATIVE.
The person executing this Agreement on behalf of Contractor affirmatively represents that she/he has
the requisite legal authority to enter into this Agreement on behalf of Contractor and to bind Contractor
to the terms and conditions of this Agreement. Both the person executing this Agreement on behalf of
Contractor and Contractor understand that the County is relying on this representation in entering into
this Agreement.
SECTION 21. ADDITIONAL PROVISIONS.
21.1 No Waiver. Where there is a doubt as to whether a provision of this document is a covenant
or a condition, the provision shall carry the legal effect of both. Should the County choose to excuse
any given failure of Contractor to meet any given condition, covenant or obligation (whether precedent
or subsequent), that decision will not be or have the legal effect of, a waiver in subsequent
circumstances of either that condition, covenant or obligation or any other found in this document. All
conditions, covenants and obligations continue to apply no matter how often County may choose to
excuse a failure to perform them.
Exhibit A
Page 8 of 17
21.2. No Third Party Beneficiaries. Except where specifically stated otherwise in this document,
the promises in this document benefit the County and Contractor only. They are not intended to, nor
shall they be interpreted or applied to, give any enforcement rights to any other person (including
corporate) which might be affected by the performance or non-performance of this Agreement, nor do
the parties hereto intend to convey to anyone any legitimate claim of entitlement with the meaning and
rights that phrase has been given by case law.
SECTION 22. APPLICABLE LAW AND FORUM.
This Agreement shall be construed and interpreted according to the substantive law of California,
regardless of the law of conflicts to the contrary in any jurisdiction. Any action to enforce the terms of
this Agreement, for breach of the Agreement or to interpret any terms of the Agreement shall be
brought and tried in Calaveras County.
SECTION 23. CAPTIONS.
The captions in this Agreement are solely for convenience of reference. They are not a part of this
Agreement and shall have no effect on its construction or interpretation.
SECTION 24. ENTIRE AGREEMENT.
This Agreement constitutes the entire Agreement between the County and Contractor and supersedes
all prior negotiations, representations, or Agreements, whether written or oral. In the event of a dispute
between the parties as to the language of this Agreement or the construction or meaning of any term
hereof, this Agreement shall be deemed to have been drafted by the parties in equal parts so that no
presumptions or inferences concerning its terms or interpretation may be construed against any party to
this Agreement.
[Remainder of page intentionally left blank; signature page to follow]
Exhibit A
Page 9 of 17
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day and year above set
forth.
Dated:
CONTRACTOR
Name (Print)
Title
Dated:
COUNTY OF CALAVERAS
Shirley Ryan , County Administrative Officer
Rebecca Turner, County Clerk-Recorder
COUNTY OF CALAVERAS
Dated:
Chair, Board of Supervisors
ATTEST:
Diane Severud
Clerk of the Board of Supervisors of the
County of Calaveras
Approved As To Form:
County Counsel
Date
By
Exhibit A
Page 10 of 17
EXHIBIT A (of Sample Agreement)
Scope of Work Overview
The County is seeking a system or systems, with proven installations and applications in other
California County Clerk/Recorder offices that are capable of handling the business needs for the
recording of land & vital records, filing of fictitious business names, marriage licenses,
miscellaneous filings and cashiering functions of the Clerk-Recorder department. The system(s)
must be able to convert non-digital images from different mediums into indexed, integrated
digital images. The system shall be capable of cashiering, transaction processing, and accounting
and reconciliation functions.
Additionally, the County desires official land records recorded from January 1, 1980 through
August 31, 1995, located and maintained on microfilm and microfiche be converted, redacted
imported, and indexed into the new system.
The successful Bidder(s) will design, install, program, test and implement the system(s) to the
County’s satisfaction. System specifications, administrative and user functions are to be fully
documented. Staff training is to be provided in the use and maintenance of the system that is
comprehensive and sufficient for operability with confidence
SPECIFIC REQUIREMENTS
11. The major components of this project are as follows:
a. Installation of Recording, Vital Records and Cashiering System (RVRC) shall include
installation and implementation of a document capture, reporting, storage
management and cashiering system.
b. Conversion services and management of data stored on external drives (utilized as
secondary back-up), books, microfiche, roll film, as well as migration and integration of
the current RVRC System: IRISTM into the proposed solution; analysis of index-toimage availability.

All documents to be converted are located on the current recording system,
and official records from 1980-1995 are located on microfiche/16mm roll film
(with books as a backup).
Exhibit A
Page 11 of 17
c. System must maintain compliance with State law and regulations
on Clerk-Recorder functions (Government Code section 12168.7,
Reference: sections 25105, 26205, 26205.1, 26205.5, 26907,
27001, 27322.2, 34090.5, and 60203, Government Code; section
102235, Health and Safety Code; and section 10851, Welfare and
Institutions Code) including the Secretary of State California Code
of Regulations Title: 2 Administration, Division 7: Secretary of
State, Chapter 15: Trustworthy Electronic Document and Record
Preservation.
http://www.sos.ca.gov/admin/regulations/tech/trustwor
thy-electronic- doc-or-recordpreservation.htm#22620.7
In the event any Governmental restrictions may be imposed which
would necessitate alteration of the material, quality, workmanship
or performance of the items offered on this proposal prior to their
delivery, it shall be the responsibility of the successful Proposer to
notify County of Calaveras at once, indicating in their letter the
specific regulation which required such alterations. The County
reserves the right to accept any such alterations, including any price
adjustments occasioned thereby, or to cancel the contract.
d. System must be regularly updated to adhere to all mandated
state regulations and requirements.
e. Assessment of Hardware shall include assessment of the current
workstation and server/storage environments; and, on the basis
of County approved components, review and develop hardware
recommendations. Clerk-Recorder will purchase staff
& public desktop monitors, towers, and server (virtual server
or physical server). Remaining equipment needs may be
leased from selected vendor or purchased separately by the
County. The desired number of workstations and public
workstations are listed below:






7 Workstations(5 will have cashiering capability)
4 Public workstations
2 Scan stations for vitals and land(must have the ability
to format vital records to fit banknote paper
automatically)
2 Printers (1 for staff and 1 for public use)
7 users in the office
Estimated 30 web users
12. Proposed Software and Computing Environment:
The proposer must present, in detail, the version, features and capabilities of the
proposed system or intended developed solution. Please provide in succinct narrative
form (at least one paragraph per item) answers to the following questions:
a. Technology Architecture. Included in this section should be a
Exhibit A
Page 12 of 17
detailed technical overview of any proposed hardware or
software platform, including network, tools, peripherals,
software licenses, and the logical distribution of system
components and processes across the architecture. Include
hardware/software architecture diagrams, process flow
diagrams, network diagrams and minimum server and client
computer configurations where appropriate. As the County will
evaluate hosted/SaaS solutions as well, apply the proposed
questions and identify the environment on which any proposed
hosted/SaaS system will reside. Provide details regarding the
system’s fault tolerance and ensure the following questions are
answered: Upon which platforms does your system run? What
are the optimal and minimum network requirements? What are
the optimal and minimum server requirements? What are the
optimal and minimum client requirements? What client and
server operating systems are supported? What hardware and
software is required for the proposed system at start up and over
the first ten years of operation? What technical environments
are needed during the development, test, training, and
production phases? What web browsers are supported for web
based systems? Is there any smart phone or tablet support?
b. Modular Integration. What proposed modules are fully
integrated (part of the base software) into the main application?
What are the proposed third-party applications? If there are
proposed third-party applications, how are they integrated into
the main application? For instance, do the third-party
applications share security definitions and similar menu
structures? In addition, what API’s do you use to integrate your
product with other systems?
c. Security. What security tools are included with the system?
How is the security profile defined? What is included in the user
security profile? How are the following restrictions
accomplished: administrative tool access, application access,
menu access, and querying/reporting access? Describe the
solution’s ability to require strong passwords, force periodic
changes, and enforce user lock-out after failed attempts.
d. Administration Toolsets. What administration toolsets are
included with the system? What skills are required to maintain
the system? What tools are available to customize the system?
What monitoring is routinely required for optimal system
performance?
e. Upgrade tools. What is the software upgrade frequency? How
are patches and fixes applied? How are patches and fixes
deployed? How are upgrades applied? How much training
(technical training and end user) is generally required with
upgrades to the system? What happens to software
customizations (e.g., user-defined tables and fields) during the
Exhibit A
Page 13 of 17
upgrade? How many versions of the software does your
company support? Please provide details of all upgrades and
bug patches over the last three years. Also provide an
anticipated future release schedule.
f. Hosting options. Proposers providing a hosted/SaaS option
should include detailed information overviewing the proposed
computing environment including: data center physical and
technical security posture, data center redundancy, data center
HVAC and electrical power backup capability, application/file
backup (disaster recovery) process and any certifications or
accreditations (i.e. SSAE 16 Type II and CSAE 3416
certifications). If the proposed solution includes hosted/SaaS
option where County data will be retained and managed within
the vendor’s infrastructure, please provide a statement of your
record retention rules and customer access to older data for
research purposes. In the event the contract is terminated, the
County owns the portion of your database and any image files
that relates to its transactions and will require that a copy of
such data be returned to the County in its entirety in a timely
manner. Timeliness is deemed to be the amount of time required
so that there is not a disruption in service to the public. Describe
the process by which you will fulfill this obligation if needed.
13. RVRC System Specific Requirements:
The system shall be a fully automated comprehensive system for all Clerk-Recorder
functions. The system must provide:
a. Transaction Processing – Ability to accept standard forms of
payment: cash, check, charge, and electronic payment transactions.
System shall have the ability to track key information about
transactions i.e. whether payment is successful or not. The ability
to set business rules surrounding actions for successful and
unsuccessful transactions is essential. The system must retain
payment and receipt history, reconcile accounts, report overages
and/or shortages, for the purpose of scheduled and real-time
account/transaction result updates. Transactions must be
auditable. Transaction reporting must be configurable.
b. Reconciliation – Automatic reconciliation for all transactions,
activities, revenue, accounts, and deposits. It is essential that
banknote paper distribution reconciles with associated revenue.
The RVRC System must provide the ability to reconcile revenue
according to flexible timeframes, transactions and/or activity.
Reporting periods must be configurable. Reconciliation must be
configurable and auditable. Accurate day end and month end
account reporting transactions of cash, check, charge, journal
entry, and electronic payment customers. The system must
provide the ability to make accounting entries for funds deposited
directly with the Treasurer/Auditor.
Exhibit A
Page 14 of 17
c. Cashiering/Cash Out – A cashiering function able to perform all
business calculations automatically and accurately in compliance
with business, state, and local rules and requirements.
Calculations input must be configurable. The process of
beginning and ending a cashiering session should be integrated
into the system with strong internal controls to formalize and
capture the process of cashing in and out as well as reporting
cashiering activities, auditing activities, and applying strong
accounting controls. The cashiering process shall result in a
printed receipt to be provided to the customer. The cashiering
function shall provide the ability to correct transaction errors to
include retendering or deleting transactions while maintaining an
auditable trail of action.
d. Vital Records Banknote Paper Stock Management – Security
controls and settings to help manage, disburse, track, reconcile,
and report on vital banknote paper and all associated
transactions. RVRC System shall have the ability to account for
spoiled, voided, and no charge banknote usage.
e. Billing and Invoicing – A flexible and automatic means of
billing/invoicing customers for goods and services. Account
status reports should be flexible and have real-time updates of
account status. Automatic invoicing should be available for
account-based customers. Reporting must be available in hard
copy and soft copy, using security to provide access to online
reports. The County must be able to save online soft copies. All
billing/invoicing activity must be auditable.
f. Vital Records – The ability to output document copies to
banknote, souvenir (for marriage ceremonies), or plain paper
according to business rules for the document type. The output
paper type and certificate/license field names must be
configurable. The County must have the ability to provide an inoffice workstation and online submission for marriage
applications. The workstation and online marriage application
submission shall integrate with standard office clerk-assisted
marriage applications for seamless queuing and processing of all
submitted applications. The RVRC System shall also provide the
ability to code document type (i.e. birth, death, or marriage),
characteristics (i.e. sealed, confidential, etc.), and to initiate index
creation for vital records. All vital records activity must be
auditable.
g. General Business – The ability to capture, store, manage and
process general business documents. Stored documents must be
secured and easily retrievable. All general business activity must
be auditable. General business documents may include, recorded
official records, fictitious business names, marriage license
applications, registered birth, death and marriage documents, see
page 3 for a list of transaction types.
Exhibit A
Page 15 of 17
h. Indexing/Verification – The ability to index. RVRC System
shall use an integrated automated learning tool to assist in
applying typical abbreviations and common indexing rules and
shortcuts. Hot keys should be included and configurable to help
maximize productivity. Indexing and verification queues must
be customizable. All indexing and verification activity must be
auditable, system must have the ability to key or sight verify, to
make the corrective process easier.
i. Recording – The ability to serve account-based and walk-up
customers meeting all California and County requirements
with a high level of service, efficiency, and
innovation(recording process as outlined on page 3 will stay in
effect, documents will be verified prior to returning to the
customer, this is usually done in 1-2 weeks after recording). It
must leverage technology in service delivery and system
integration including, but not limited to, electronic recording.
All recording activity must be auditable.
i. Electronic Recording – The ability to record,
index, and verify electronically submitted
documents in compliance with Government
Code 27390 - 27399.
NOTE: The County does not currently have this functionality.
j. Truncation- The ability to truncate documents in compliance with
GC 27300-27307.
The ability to integrate with current redaction software
I.D.ShieldTM managed by AtPac. Vendors may provide
alternate cost saving solutions to dayforward and backfile
redactions, in lieu of integrating with I.D.Shield
k. Scanning/Document Capture – The ability to scan multiple
documents with application features to automatically handle
common document quality control tasks and to minimize manual
intervention to preserve the highest quality document. The system
shall provide hot key controls for flexibility in handling quality
control exceptions. Scanner performance should be at the
manufacturer-rated speed. All scan/capture activity must be
auditable. Safeguard against deleting an image in error. The
ability to scan at least 300dpi (current scan setting) for best image
quality and to report or identify images that failed to scan or be
captured. Vitals scanned images must be formatted to print within
the borders of banknote without manual intervention required.
l. Import/Export – The ability to export and/or FTP data from the
RVRC System for business purposes managed by user id-based
security. The export to physical media must be flexible to
accommodate writing to typical mediums, i.e.: CD, flashdrive, ftp.
All import and export activities must be auditable. The system
Exhibit A
Page 16 of 17
must be able to export both truncated and un-truncated images.
m. User Productivity/Workflow Reporting – Dashboards and
intuitive monitoring tools to aid in workflow and user
productivity review. Tools must provide real-time information
while allowing review of historical data. The ability to use
workflow for supervisor approval is desirable.
n. Correspondence – Configurable reason-code customer
correspondence templates for go-back (document rejection) and
customer service letters. Letters should be exportable to and
compatible with Microsoft Word 2010 version or newer.
Generated correspondence must be saved without overwriting the
templates and be searchable. Correspondence shall be linked to the
documents/transactions to which it pertains.
All correspondence activity must be auditable.
o. Official Public Records Search/Customer Service –
Electronically secure public workstation for public self-service
access to system searches of public records. The ability to have
public workstation print to County-staffed customer service area
is required. Authorized Clerk-Recorder staff must be able to
manage print queues to network printers. The system must
provide a means of claiming and confirming document printouts
and intuitive access for customer service use in assisting
customers by telephone.
p. System Interface – An electronic interface with various County
and other business partners for document recording, search, and
purchase. These interfaces must leverage technology to process
transactions electronically whether with a government-togovernment business partner or other local entity. The system
must provide adaptable interfaces that are modern, seamless,
and in compliance with all governing laws and regulations that
apply to individual interfaces.
Interfaces are not a requirement of the RFP, the County wishes
to be advised of any standard API‘s offered.
q. Accessibility – If the proposed system has ADA compliant
software, please provide specifications within the proposal. This
is not a requirement, however the Clerk-Recorder’s offices
wishes to serve the public to the best of its ability.
r. Customer Service/System Maintenance –
i. Bidder must indicate the hours that customer service support
is available. In addition, Bidder should indicate the response
time for such calls. County hours of operation are Monday
through Friday 7:30am – 5:00pm PST. County requires that
staff have access to customer service within these hours.
Exhibit A
Page 17 of 17
ii. System Maintenance should be performed before or after
the County operating hours indicated above.
iii. Bidders Standard Service Level Agreements (SLAs) shall be
provided with your proposal.
s. Documentation and References –Electronic system
documentation and help for all functions must be available
upon selection of vendor. Included in the implementation
shall be one electronic and one hard copy of all system
documentation, user manuals and help for all functions.
t. Reporting –the proposed RVRC System must have strong,
dynamic, and configurable fiscal reporting and include access to
a large selection of useful standard fiscal reports. The system
must include the following:
i. The ability to query data to create custom ad-hoc analytical
reports on fiscal data
ii. Easily retrievable data elements (including system time
stamps, transactions by user, task durations by user, etc.)
that are accessible at any time by authorized persons
without database or programming knowledge and
experience
u. Training – On site system training and on-going refresher
training for all modules of the system, productivity and
workflow, system administration and technology,
accounting/reporting, public search and government to
government interface. The number of hours/days that will be
dedicated to training in each of the areas must be specified along
with the target audience for each area of training and course
content. A plan for on-going and refresher training after system
implementation must also be specified. On-going training may be
web-based, computer-based, or on-site. Proposer is to provide all
training materials as well as specify and coordinate set-up of
equipment required for on-site training. Training and material
costs to the County shall be itemized in the proposal.
v. Data Conversion/Migration – The conversion requirements
include, but are not limited to, the following:
i.
Provide migration services for all current system data; this
includes financials as well as all data and images located on the
current recording system.
 Images are stored as Group 4 TIF images, indexed data
will be presented with a 8.3 naming convention
 Data will be supplied as ANSI reports of key tables
within the IRISTM SQL database
 HOV uses a MS SQL Server for a backend database
 Current system has all images housed on two drives
 Conversion for current recording system consists of
Exhibit A
Page 18 of 17

images stored on internal hard drives on the server.
There are an estimated 2,000,000 images on the server
occupying an estimated 110 GB of space. (see exhibit C)
ii.
Indexing and providing conversion services for data from
different media (i.e., books, microfiche, and roll film) for the
purpose of integration into the new RVRC System. It is a
requirement of the RFP to provide indexing for OR’s 1980August 31, 1995. Data to be keyed would be: grantor, grantee,
Assessor’s Parcel Number, and previous recording reference.
Indexing these records may be done offshore since there is no
confidentiality conflict with Official Records once the social
security numbers have been redacted.
 Included in the conversion will be Official Land
Records January 1, 1980 through August 31, 1995
which are located on microfiche/microfilm with
books as a backup resource for scanning for
conversion.
 Images must be checked for quality by Bidder,
illegible images must be scanned from books.
 There are an estimated 619,000 images located on
microfilm and microfiche for 1/1/1980-8/31/1995 (see
exhibit C).
 Of those 619,000 images there are roughly 290,000
documents
iii.
Determine how redaction is managed in the current system
through overlays and convert these files to a true original and
copy redaction process.
 There are two versions of the official record, one
redacted for public viewing/printing, and one original
unredacted version for staff viewing.
 Redactions are stored as separate versions of the
image. The redaction is a permanent part of the
images and not an overlay.
 There are an estimated 60,000 redacted images to be
migrated into the new system from the current
recording system. All redacted images have an ‘R’ at
the end of the file name. ex. 00000001R.tif,
00000002R.tif, etc.
iv.
Analyze index-to-image availability
 Report and provide a plan of action to handle
discrepancies, where applicable; this would include any
discrepancies that may take place during the migration
of documents, pages missing, incorrect documents
attached to a document number, etc.
v.
Work with current vendor regarding migration of all data from
current system to new system.
Exhibit A
Page 19 of 17
A questionnaire designed to provide information necessary to evaluate the
proposed system is included as Exhibit B, System Functionality Checklist.
Proposers are required to provide yes or no answers and response codes to all
questions listed in Exhibit B.
Exhibit A
Page 20 of 17
EXHIBIT B-RVRC SYSTEM FUNCTIONALITY CHECKLIST
CALAVERAS COUNTY CLERK/RECORDER
Recording, Vital Records and Cashiering (RVRC) System
RVRC SYSTEM FUNCTIONALITY CHECKLIST
Bidders are required to submit a response of “Yes” or “No” for each of the following features regarding
whether or not the item is a Standard Feature - Fully Supported (SFFS) as defined below. For items that are
not SFFS, please indicate its availability with one of the following Response Codes.
RESPONSE CODES
SFFS
CO
3P
PE (Fee)
NFE (No Fee)
N/A
SRNF
CRF (Fee)
CRNF (No Fee)
Standard Feature - Fully Supported
An item or feature that is available and is currently deployed as a standard in current customer production
environments. The feature would be available if the product were deployed today
Configuration Option
Available for security authorized user to change settings through tables, or other means
Third Party product or feature
Not native to proposed system but available through 3rd party business partner
Paid Enhancement
Custom feature, available through additional programming for an additional cost
No Fee Enhancement
Custom feature, available through additional programming at no additional cost
Item is Not Available in currently deployed production versions. In the “Item Details” column, please indicate
the date that the item will be available, if applicable
Standard Report
The report is available today and would be delivered with a standard system
Custom Report
The report is not currently available but can be created at an additional fee
Custom Report – No Fee
The report is not currently available but can be created at no additional fee
Bidders must submit, with their bid, a fully completed “RVRC System Functionality Checklist”
(Exhibit B) including all supporting documentation. Bids which are submitted without a completed
Exhibit B
Page 1 of 32
“RVRC System Functionality Checklist” (Exhibit B) may be disqualified. Not all features listed in
Exhibit B are required by the County. The Specific Requirements the County requires from the
RVRC System are listed in Section E of the RFP, as well as Exhibit A.
A “Yes” response means that the bidders proposed system will comply with the listed “System
Feature”. In the case that the question or statement in the “System Feature” column requires additional
information or a description, an answer of “Yes” shall mean that the bidder will provide the additional
information or documentation with their bid. Please do so by entering information in the “Additional
Details and Information” column and/or attaching additional sheets as needed with your bid response.
When attaching additional information or descriptions to items in Attachment C, bidder should note the
item by first stating the corresponding “Section” and item number. A listing of the section titles is
provided below.
A “No” response means that the bidder is unable to answer the question about the system or comply
with the description listed in the “System Feature” column. An inability to comply with the
specifications provided in Section E of the RFP may result in disqualification of your bid.
A response of “N/A” or no response to any “System Feature” will be interpreted to mean that the
bidder is unable to provide the “System Feature”.
Categories
a.
Transactions
b.
Reconciliation
c.
Cashiering/Cash Out
d.
Vital Index Bank Note Stock Management
e.
Billing and Invoicing
f.
Vital Records
g.
General Business
h.
Indexing/Verification
i.
Recording
j.
Scanning/Document Capture
k.
Import/Export
l.
User Productivity/Workflow Reporting
m.
Correspondence
Exhibit B
Page 2 of 32
n.
o.
p.
q.
r.
s.
Official Public Records Search/Customer Service
System Interface Requirements
Technology
Accessibility
System Documentation
Reporting
Exhibit B
Page 3 of 32
a. TRANSACTIONS
Standard
Feature - Fully
Supported
(SFFS)?
SYSTEM FEATURES
YES
NO
If not SFFS,
then enter a
Response
Code below.
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Does the proposed system:
1.
Process cash payments?
2.
Process debit card payments via third-party vendor? (provide
a list of vendor’s that work best with your system, the county has
no preferred vendor at this time.)
3.
Process credit card payments via third-party vendor?
4.
Process payments by check?
5.
Process Automated Clearing House (ACH) payments?
6.
Process Electronic Funds Transfer (EFT) or wire
payments?
7.
Process account-based payments?
8.
Integrate ACH Payments with accounting revenue
detail and reporting?
9.
Return digital receipts to the payment sender, stored, and
integrated with accounting closeout?
10.
Scan checks and store images with associated
transaction(s)?
Use role-based security model for viewing check
images?
11.
12.
Integrated Credit Card Payment and Receipting with
accounting revenue detail and reporting?
13.
Integrated Debit Card Payment and Receipting with
accounting revenue detail and reporting?
14.
Allow multiple forms of payment on a single
transaction?
15.
Use a shopping cart model or other on-screen running
transaction list and total?
16.
Provide the means to add and delete items from the
shopping cart or transaction list?
Exhibit B
Page 4 of 32
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
YES
NO
Does the proposed system:
17.
Provide order total updates on the screen as transaction
items are added or deleted?
18.
Tie returned checks to original transactions and
receipts?
19.
Flag customers with returned checks to aid in fraud
management?
20.
Allow County personnel with proper security
clearance to remove fraud warning flag on NSF
customers?
21.
Provide auditable removal of Fraud flag on NSF
customers by user identification numbers?
Perform refund processing and reports to provide
fund/account and payee detail input for refund check
creation?
22.
23.
Provide an option to date an adjustment as the date of the
receipt or the date of the original transaction to allow the
County to apply the appropriate revenue recognition
policy?
24.
Provide a configurable adjustment reason list, configurable
by the County but restricted by role-based security?
25.
Provide the ability to post shortages/overages to a
receipt and/or user id?
26.
Generate a receipt for each transaction which can be
reprinted?
27.
Provide the ability to review all transactions and
actions taken by user id, business location, etc.?
Exhibit B
If not SFFS,
then enter a
Response
Code Below
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Page 5 of 32
b. RECONCILIATION
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
1.
Automatically reconcile the day's revenue to the day's
activities and perform reconciliation for cashiers and
business area (ex. recording, vitals, general business,
public, etc.)?
2.
Perform reconciliation and distribution of transfer
taxes collected for one (1) city?
3.
Automatically reconcile cash, revenue, and asset
accounts for any specified period of time?
4.
Automatically reconcile the banknote paper physical
inventory?
5.
Reconcile banknote revenue using revenue generated
report for various periods (daily, weekly, monthly,
quarterly, annually, etc.)?
6.
Provide the means to review all reconciliation actions
by user id, business location, etc.?
YES
NO
If not SFFS,
then enter a
Response Code
below
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
c. CASHIERING/CASH-OUT
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
YES
NO
Does the proposed system:
1.
Show a running total of quantity of items and total cost
for chargeable transactions in the shopping cart?
2.
Limit the cashier daily cash out role to cash/check
count, entry, and submittal?
3.
Provide an input screen for cashiers to enter cash at
closing by currency denominations?
Exhibit B
If not SFFS,
then enter a
Response Code
below
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Page 6 of 32
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
4.
5.
6.
7.
8.
YES
NO
If not SFFS,
then enter a
Response
Code below.
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Create a cash-out receipt/journal during the cash-out
process?
Perform cash-out reconciliation by cashier for each
business area and for overall operations?
Assign security clearances to designated users for the
role of daily reconciliation reviewer and approver?
Automatically update accounting revenue reports
during the cash-out process?
Provide the ability to review all cashiering actions by
user id, workstation, business location, etc.?
d. VITAL INDEX BANK NOTE STOCK MANAGEMENT
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
1.
Scan vital certificate barcodes and use scanned data to
create document instrument numbers that can be
associated with scanned images, meeting requirements
for confidential licenses?
2.
Use role-based security to restrict access to supervisor
or higher for entry or modification of banknote paper
inventory?
3.
Automatically assign banknote paper sheet/number to
next transaction, with ability to turn auto assignment
on and off?
4.
Include workflow or supervisor level reporting to track
voids, including date; time, user id, location, and
reason code?
5.
Account for banknote paper by serial number and by
cashier?
YES
NO
Exhibit B
If not SFFS,
then enter a
Response Code
below
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Page 7 of 32
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
6.
Provide reports on spoiled banknote paper including
user information?
7.
Generate monthly reconciliation of number of banknote
sheets issued including quantity issued and revenue?
8.
Allow management to review all actions taken using
banknote paper by user id, workstation, network
printer, business location, etc.?
YES
NO
If not SFFS,
then enter a
Response Code
below.
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
e. BILLING AND INVOICING
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
1.
Automatically generate invoices, monthly statements
and billing letters for government agencies
(state/county/cities) and any account-based customers?
2.
Generate accounts receivable aging report and
historical report by customer?
3.
Provide a web interface for account-based customers to
review invoices and account status?
4.
Generate invoices for data exported to CD, DVD,
microfilm, or via electronic transport methods?
5.
Provide the ability to review all billing and invoicing
activity by user id, location, etc.?
YES
NO
Exhibit B
If not SFFS,
then enter a
Response Code
below
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Page 8 of 32
f. VITAL RECORDS
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
1.
Provide ability to search by receipt number?
2.
3.
4.
5.
6.
YES
NO
If not SFFS,
then enter a
Response Code
below
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Provide certified copies of confidential marriage
certificates?
Provide certified copies of birth, death, and marriage
certificates?
Allow for sealing records by users with proper security
clearance?
Provide a vital record e-commerce interface that
allows customers to order vital document copies via
the internet, download required document(s) for
signature and notarization?
Provide for electronic integration with the state vital
records system-EDRS?
g. GENERAL BUSINESS
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
1.
Have an option to perform electronic date stamping of
various endorsements (e.g. “certification”, “filed” and
“endorsed filed”) in various areas of documents as
determined by user?
2.
Provide an integrated method of storing and searching
all accepted business documents?
3.
Provide a means of importing documents and filled
out forms?
YES
NO
Exhibit B
If not SFFS,
then enter a
Response Code
below
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Page 9 of 32
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
4.
Accept, index and store Fictitious Business Name
Registrations?
5.
Include a Fictitious Business Name search feature that
looks up submitted business names and returns any
existing matching owner name and the active/inactive
status?
If the business name does not exist, does the system
clearly state that the name is not in use in Calaveras
County?
6.
Allow Fictitious Business Names public workstation
document fill, printing, and links to customer queuing
if selected for signature and completion of processing
at the Clerk’s counter?
7.
Generate barcode labels for Fictitious Business Name
documents?
8.
Include an in-office public workstation for marriage
license applicants to begin the process and complete
the marriage application form.
9.
Allow Marriage License Application completed on the
public workstation to be submitted or queued to
Clerk’s counter computer for signatures and
completion.
10. Accept, index and store marriage license applications
registrations?
11. Index recently recorded marriage certificates using an
electronic input file?
12. Provide e-Commerce for other general business or
official public documents as-needed?
13. Provide configurable document retention by document
type?
14. Review all actions taken in the general business area
by user id, document, workstation, location, etc.?
YES
NO
Exhibit B
If not SFFS,
then enter a
Response Code
below.
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Page 10 of 32
h. INDEXING/VERIFICATION
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
1.
Index and verify official public records, liens, birth,
marriage and death records and provide index
correction capability?
2.
Index assessor parcel number(s)?
3.
Index cross reference information?
4.
Retain index codes for hot key use?
5.
Use automatic indexing rule learning tool?
6.
7.
8.
9.
10.
YES
NO
If not SFFS,
then enter a
Response Code
below
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
o
Rotate document 180 within indexing screen?
Provide hot keys to assist in making changes and
navigating a document or document list?
Seal birth certificates, removing the image and index
from our records?
Provide flexibility for the indexing supervisor to assign
document types by user, user queue, document
grouping; adjust as-needed; and provide the capability
to assign indexed batches for verification?
Review all actions taken against a document by user
id, workstation, document queue, etc.?
Exhibit B
Page 11 of 32
i. RECORDING
Standard Feature –
Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
1.
Maintain accurate system time to provide the correct
recording time for documents?
2.
Assign sequential instrument numbers for all
recordings?
3.
Provide support for instrument numbers in the 9
character instrument number format YYYYNNNNN
(i.e. 201100001) that resets on the first business day of
each calendar year, changing to the current year and
starting the numbers at 00001?
4.
Provide annual instrument number reset through
automation or scheduling to allow for unattended
execution?
5.
Provide a document code/description table?
6.
Maintain a customer list for 8:00 am reservation
customers that can be easily updated?
7.
Provide for 8:00 am reservations of consecutive
recording official record numbers for Title Company
batches and present customer list(s) through a menu,
shortcuts, or hot-keys?
8.
Provide a drop-down list and/or hot keys for revenue
detail and account numbers using configurable tables
to allow for authorized updates?
9.
Display customer escrow account balance after a
customer name is selected?
10. Provide customizable system-generated rejection letter
templates with a drop-down rejection reason list?
11. Display a running total of the customer’s escrow
balance as items are added to the customer’s
transaction?
12. Allow all documents in a batch to be assigned the
same recording time?
13. Use the system time as the recording time?
14. Allow users to enter multi-titled document(s) in one
(1) screen?
YES
NO
Exhibit B
If not SFFS,
then enter a
Response Code
below
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Page 12 of 32
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
15. Provide hot keys or drop-down selection of document
codes to record documents by type?
16. Automatically calculate and collect County and City
Transfer Tax based on designated formula using defined
fees that are configurable to create flexibility for changes
as required?
17. Automatically calculate government fees using
configurable tables, including a no fee option?
18. Prompt user to confirm acceptance of a batch with
options to add, modify, and delete documents within a
batch before the payment collection step?
19. Provide the flexibility to modify government fees as
needed or mandated using tables through a user- friendly
interface?
20. Provides the means to print conformed copy labels?
21. Provide the means to print Preliminary Change of
b l ? to process twenty day notices?
22. O
Providehi
thelmeans
23. Provide the means to print a label without tax?
24.
Provide automated recording of land maps with
options to import electronically or scan?
25. Provide the means to return an electronic file to the
Calaveras County Tax Collector mainframe system after
recording for batch notice printing?
26. Provide the means to import and record California
State Franchise Tax Board (FTB) liens electronically in
compliance with California State FTB approved electronic
recording? (Not a requirement, a future desire is to have
ability to interface with County Tax-Collector)
YES
NO
Exhibit B
If not SFFS,
then enter a
Response Code
below.
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Page 13 of 32
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
27. Require customer information entry at the payment
collection screen?
28. Provide an efficient method of processing mail
batches?
29. Provide flexibility to accommodate integration of
unique business rules and exceptions in recording
process and fee application?
30. Provide the flexibility to define screen layouts to
accommodate Calaveras County’s specific needs?
31. Provide the means to become electronic recording
compliant with the California Electronic Recording
Delivery Act of 2004? (If not compliant with the
California Electronic Recording Delivery System
[ERDS], then describe the proposed solutions’
integration capability with existing state-certified
ERDS systems.)
YES
NO
If not SFFS,
then enter a
Response Code
below.
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
j. SCANNING /DOCUMENT CAPTURE
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
1.
Perform automatic deskew and hot key with single
page flexibility?
2.
Perform automatic deletion of blank pages during
document scanning?
3.
Rotate upside down document images automatically or
using hot keys?
4.
Provide the flexibility to scan in simplex or duplex
mode?
YES
NO
Exhibit B
If not SFFS,
then enter a
Response Code
below
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Page 14 of 32
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
5.
Provide automated document and page count
verification for scanning recorded documents with
immediate user screen notification and real time
update-to-scanning reports?
6.
Provide redaction integration through services and/or
tools with quality control process for seamless realtime redaction and tool access through hot key, tool
bar icon, or drop-down menu selection(s) to initiate
interface with redaction features?
7.
Provide a hot key for movement to the next or the
previous scanned documents?
8.
Provide a hot key to choose single-sided or duplex
scanning?
9.
Provide a hot key to zoom in and out for scan quality
control?
10. Provide hot keys that allow changes and navigation
through a document or document list?
11. Provide a hot key or shortcut to manually correct
upside down documents?
12. Assign an identification code to vital records as they
are scanned or electronically imported for vital
document type (birth, death or marriage)?
13. Provide the means to review all actions taken on
documents by user id, location, etc.?
14. Support 200 dot per inch (dpi) and greater resolution?
15. Include application configurable dpi settings?
16. Include configurable workflow for scanned images?
17. Include a back-up and recovery process in front-end
scanning modules, using local workstation or some
other means of assuring resilience for outages that
occur after a document has left the office but before
data commits to storage?
YES
NO
Exhibit B
If not SFFS,
then enter a
Response Code
below.
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Page 15 of 32
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
18. Provide intuitive, easily accessible contract and density
within the application?
19. Provide tools or hot keys to assist in image quality
control?
20. Manage image quality control through the application?
YES
NO
If not SFFS,
then enter a
Response Code
below.
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
k. IMPORT/EXPORT
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
YES
NO
Does the proposed system:
1.
Provide the means to export reports to Microsoft
Word, Excel, or PDF, or print through a drop-down,
link, or icon?
2.
Provide the means to export some or all indices and
images to external media through intuitive user
interfaces that do not require programming /developer
skill set or time with user role-based security to limit
access?
3.
Provide an interface for export to microfilm?
4.
5.
If not SFFS,
then enter a
Response Code
below
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Provide the means to export OPR, Vitals, and FBN
index to Word, Excel, Access or PDF?
Provide the means to export OPR, Vitals, FBN images
and index to CD, DVD, microfilm, or other storage by
document type, specific instrument number, instrument
number range, or date range?
Exhibit B
Page 16 of 32
l. USER PRODUCTIVITY/WORKFLOW REPORTING
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
YES
NO
Does the proposed system:
1.
Provide a single configurable management
productivity interface that shows a graphical
representation of the flow of work and productivity
statistics at any point in time that is accessible by user
id or role-based security for each
supervisor/management view?
2.
Provide a single configurable dashboard that displays a
summary of all work areas?
3.
Include workflow delay/bottleneck notification tools to
notify supervisors of bottlenecks and delays in their
area?
4.
Provide a selection menu or options for reading
document recording barcode label?
5.
Provide real-time work status by location in the
business process for all documents accepted but not
yet verified that can be sorted by business process?
6.
Provide a real-time work status that can be sorted by
document type?
7.
Provide a real-time work status that can be sorted by
user id and with role-based restricted access?
8.
Provide printable historical work status reports online?
9.
If not SFFS,
then enter a
Response Code
below
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Provide the means to view history and status of a
single document?
Exhibit B
Page 17 of 32
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
10. Provide the means to see the number of documents
moving through workflow, the location of each
document, user id’s, and actions taken against
document?
11. Provide customizable statistical reports for clerk
functions?
12. Provide system use and work-flow time, demand and
statistical analysis?
YES
NO
If not SFFS,
then enter a
Response Code
below.
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
If not SFFS,
then enter a
Response Code
below.
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
m. CORRESPONDENCE
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
1.
Provide a library of go-back/document rejection letter
templates with reason choices for easy autocompletion and some free form spaces as-defined with
supervisor input during system planning and analysis?
2.
Generate go-back/document rejection letters that use
MS Word as the editor?
3.
Provide a link to go-back/document rejection letter
templates when several pre-defined circumstances
occur (ex. shortage)?
4.
Automatically run spell-check for correspondence
before saving, exporting or printing?
5.
Provide the means to audit correspondence on user id,
creation date, revision dates by user id, creation date,
revision dates?
6.
Preserve the documentation trail so that revisions to
saved correspondence are saved with a name and a
number iteration?
7.
Complete go-back/document rejection letters which
are stored and searchable by user id, date, reason, and
customer name?
YES
NO
Exhibit B
Page 18 of 32
n. OFFICIAL PUBLIC RECORDS SEARCH/ CUSTOMER SERVICE
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
1.
Provide search and print public kiosks for land records?
2.
Include public kiosks that use a shopping cart/order
summary model and store print selections in a list with
real-time updates to total cost?
3.
Include a shopping cart/order summary that prompts
customers to confirm their desire to print the items
listed in the cart/summary at the calculated cost before
allowing print request to be processed?
4.
Give customers the option to cancel or order public
documents after total cost is displayed?
5.
Create and print an order number on claim checks or
documents for the customer to retrieve their order at
the employee-staffed purchase/print counter?
6.
Provide public print orders sorted by order number and
viewable on the employee’s screen?
YES
NO
If not SFFS,
then enter a
Response Code
below
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
o. SYSTEM INTERFACE REQUIREMENTS
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
1.
Provide the means to interface with County mainframe
and other secure County servers for the purpose of file
exchange? (Not required. List means if ability to
interface is available.)
YES
NO
Exhibit B
If not SFFS,
then enter a
Response Code
below
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Page 19 of 32
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
2.
Provide the means to securely export, index and/or
images using an electronic interface to specified
business partners or business customers?
3.
Provide the means to interface with other systems
using batch or real-time automation?
4.
Provide the means to export land maps?
5.
Require customer information section to be completed
at the payment collection screen?
6.
Provide an effective way to process and track mail
batch using a process that creates an audit trail?
YES
NO
If not SFFS,
then enter a
Response Code
below.
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
p. TECHNOLOGY
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
1.
Provide Intranet access to designated public records?
2.
Provide application internet facing security diagram
and specifications for how this area of security is
handled?
3.
Provide a universal method of printing?
4.
Provide a simple method of replacing online forms
through a user interface?
5.
Support and provide public and private repository and
view for redacted documents in compliance with
California legislation?
6.
Support and provide a simple query tool for custom
reporting by management system users?
7.
Ensure system access accountability by assigning an
individual owner to each account?
YES
NO
Exhibit B
If not SFFS,
then enter a
Response Code
below
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Page 20 of 32
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
8.
Operate using a High Availability model with no
single point of failure (ex. Uses cluster/load-balancing,
etc.)?
9.
Work in a client-server environment?
10. Provide application updates that are server-based?
11. Package updates for delivery to workstations?
12. Include dataflow diagrams for all processes with
updates provided when the processes change?
13. Provide database schema documentation at installation
which is updated when upgrades or changes modify
the schema?
14. Include documentation and user manuals that are
updated with each application version change and
major update?
15. Include complete system documentation in softcopy
and hardcopy?
16. Include solution and hardware configuration that takes
measures to incorporate hardware and application
business resilience and redundancy?
17. Present system errors or field entry errors on-screen
with useful directions and/or an online help link?
18. Include a diagram and a description detailing how the
application interacts with clustered-server failover?
19. Include application services that can be scaled across
multiple servers?
20. Have a history of being successfully implemented in a
production environment using Hyper-V?
21. Include an application that currently interfaces with
other content management software?
22. Include an application that supports and runs on 64-bit
Operating Systems?
23. Include support for SQL 2008 or 2012?
24. Include support of Backup Exec for SQL for database
back-ups?
25. Include an application that uses stored procedures as a
standard?
YES
NO
Exhibit B
If not SFFS,
then enter a
Response Code
below.
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Page 21 of 32
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
26. Include printing that is application-driven?
27. Use Microsoft SQL Server Reporting Services (SSRS)
for report generation and printing?
28. Use Crystal Reports for report generation and printing?
(Not required. Bidders may submit other reporting options.)
29.
30.
31.
32.
33.
34.
35.
36.
37.
38.
39.
40.
41.
42.
43.
44.
YES
NO
If not SFFS,
then enter a
Response Code
below.
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
Include an application that uses specific network
ports? (if specific ports are required, specify)
Perform SQL real-time backups without creating
performance or other problems for the application?
Have integrated e-commerce?
Have integrated electronic recording?
Include an option for sign-on using Lightweight
Directory Access Protocol (LDAP)?
Include an option for sign-on using Active Directory?
Include a detailed hardware list for server(s), storage,
peripherals and other required equipment?
Have a standard network speed capability of 1 Gig
Ethernet?
Have a database response time of one (1) millisecond
or less?
Provide the means to create internal controls for the
separation of duties?
Provide a dynamic reporting tool to allow creation of
custom reports by County resources with the ability to
export to Word, Excel, or PDF?
Provide the means to adjust customer billing rates
and/or fees?
Provide the means to keep multiple application screens
open at the same time?
Provide the means to seal records?
Provide tools for real-time online help through help
keys, links or “hover over” function?
Provide printable user manuals stored on the system?
Exhibit B
Page 22 of 32
45.
46.
47.
48.
49.
50.
51.
52.
53.
Provide the means to update tables for fees, fee
calculations, adjustment reason list, go-back/document
rejection letter reasons, and next step actions?
Provide the means to print and view document audit
trail?
Provide intranet access to designated public records
accessible by role-based security?
Provide a universal method of printing?
Provide a user-friendly interface that can be used to
replace online forms?
Provide a simple query tool for custom reporting?
Provide a means of designating documents as
confidential that is auditable and has role-based
security? (Birth, Death, Marriage Certificates)
Securely maintain and manage a public and private
copy of redacted documents?
Securely maintain and manage a private copy of
confidential documents?
Exhibit B
Page 23 of 32
q. ACCESSIBILITY
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
1.
Provide tools/options for flexibility and intuitive
system access in compliance with the Americans with
Disabilities Act (ADA) for hearing or visually
impaired on the public and staff areas?
YES
NO
If not SFFS,
then enter a
Response Code
below.
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
If not SFFS,
then enter a
Response Code
below.
RESPONSE
CODE
ADDITIONAL DETAILS AND INFORMATION
r. SYSTEM DOCUMENTATION
Standard Feature Fully Supported
(SFFS)?
SYSTEM FEATURES
Does the proposed system:
1.
Provide technical operation and systems administration
manuals for all processes that will be managed by
County staff and/or other technical resources?
YES
NO
Exhibit B
Page 24 of 32
s. REPORTING
Please specify below whether or not the listed reports are standard in the proposed RVRC System.
#
REPORT
DESCRIPTION
FREQUENCY
Is this a
Standard
Report?
YES
1.
Accounts Receivable Aging Report
2.
Accounts Receivable Analysis
3.
Balances By Customer
4.
Billing Statement by Customer
Lists all debtors, ages, and debt amounts
into the following categories: current,
30-59 days, 60-89 days, over 90 days,
etc.
Shows year-over-year comparisons for
revenues received for the month and
year-to-date, as well as last year’s
actuals for the year by customer account.
Lists the beginning balance, ending
balance, and total credit/debit for
selected accounting periods for each
customer account.
Shows the customer’s beginning
balance, charges and/or credits for the
period by transaction description and
amount, and ending balance.
Exhibit B
ADDITIONAL DETAILS AND INFORMATION
NO
Monthly
Monthly
Monthly
Daily
Page 25 of 32
#
REPORT
DESCRIPTION
FREQUENCY
Is this a
Standard
Report?
YES
5.
Detailed Activity Report, which
includes all transactions in the
system for the selected period or
periods.
6.
Revenue Account Detail Report
7.
Revenue Account Summary Report
Generated based on the following userselectable parameters:
Date range(s), either by accounting
period or activity period if they are
different
Type(s) of activities, such as charges,
payments, fees, refunds, surplus,
miscellaneous debits and credits, etc.,
with activity dates
Payment type(s), such as cash,
receivable, credit card, debit card,
ACH, wire, ITF (Inter-fund Transfer)
etc.
Adjustment(s), such as insufficient
funds (NSF),
Transfer tax details
Customer(s) by account number or
name
User ID(s)
General Ledger account(s), including
fund
The report has the ability to include the
customer number and name; invoice
date, number and amount; activity type,
date and amount; payment type, date and
amount; adjustment type, date and
amount; user ID, time of input and time
duration; city/county transfer tax details;
and/or general ledger and fund account
Details transactions for selected revenue
account(s) within a user-defined date
range, user ID, invoice number,
transaction description and amount,
account number and account name.
Summarizes the sales revenue of
selected date ranges by revenue
accounts. Format can be customized.
Sortable by accounting periods and
account numbers.
Exhibit B
ADDITIONAL DETAILS AND INFORMATION
NO
Ad Hoc
Ad Hoc
Ad Hoc
Page 26 of 32
#
REPORT
DESCRIPTION
FREQUENCY
Is this a
Standard
Report?
YES
8.
Revenue Report
9.
Receipt Summary
10.
Receipt Detail Report
11.
Accounts Receivable Reconciliation
Report
12.
Revenue Reconciliation Report
13.
Cashier Reconciliation Report
Total all Clerk-Recorder revenue by
revenue account and by trust fund
account.
Summarizes transactions by listing the
total deposit and total payment types by
user ID. Payment types mean cash,
checks, debit/credit cards, ACH/wire,
and accounts receivable accounts
(escrow, voucher). Format can be
customized. Sortable by accounting
periods, departments, and user IDs.
Same as the Receipt Summary except
with transaction descriptions and
amounts. Format can be customized.
Sortable by accounting periods,
departments, and user IDs.
Details transaction descriptions and
amounts if there are reconciling
differences, or a report that shows
“reconciled” if everything agrees by
reconciling receivable balance against
charges and payments.
Details transaction descriptions and
amounts if there are reconciling
differences, or a report that shows
“reconciled” if everything agrees by
reconciling revenue amount against total
payment types (i.e., cash, checks,
credit/debit card transactions, receivable
payments, etc.).
At the end of a cashier’s shift, details
transaction descriptions and amounts if
there are reconciling differences or a
report that shows “reconciled” if
everything agrees by reconciling
revenues against payment type.
Exhibit B
ADDITIONAL DETAILS AND INFORMATION
NO
Weekly
Daily
Daily
Daily and
Monthly
Daily and
Monthly
End of Shift
Page 27 of 32
#
REPORT
DESCRIPTION
FREQUENCY
Is this a
Standard
Report?
YES
14.
Daily Treasury Deposit
15.
General Ledger Trial Balance
Report
16.
General Ledger posting recap
query/report
Non-Sufficient Fund (NSF) and
Redeemed Checks Listing Report
17.
18.
NSF Check(s) by Customer
19.
Shortages/ Overages Report
20.
Adjustments Report
Totals amounts by payment type, and is
automatically uploaded to central
accounting system. A paper copy
accompanies the cash, checks, etc., to
Treasury for deposit.
Lists the beginning balance, total debit,
total credit and the ending balance for a
selected accounting period by general
ledger account.
Lists all postings made to revenue
accounts.
Lists all the NSF checks received by
customer name and number, check
number and amount, invoice date, user
ID, etc. Format can be customized and
sorted by check amount, invoice date,
invoice amount, accounting period,
customer name, transaction type, or user
ID.
A list of NSF check(s) by customer.
To be used to generate a letter requesting
payment from the customer.
Lists all the shortages/overages for a
selected date range by user ID, reason
code, transaction description, amount,
and customer name.
Provides an audit trail on all adjustment
transactions. Lists adjustments by
selected data range, user ID, invoice
number, reason code, and customer
name. Contains adjustment date,
amount and reason; invoice number,
date and amount; user ID; and customer
name. Access limited by role-based
security.
Exhibit B
Daily
ADDITIONAL DETAILS AND INFORMATION
NO
Does your system have ability to upload reports to
other systems?
Daily or
Monthly
Bi-weekly
Bi-weekly
Daily
Daily
Page 28 of 32
#
REPORT
DESCRIPTION
FREQUENCY
Is this a
Standard
Report?
YES
21.
Vital Records Used
22.
Certified Copy Audit Report
23.
Bank Note Reconciliation Report
24.
Cash out Slip
25.
Transfer Tax Report
Lists the number and total amount of
vital records (Birth, Death and Marriage)
issued daily and reconciles amount of
revenues including non-cash
transactions, such as sales “on account”
and payments through County Inter
Fund Transfer, etc., generated to the
number of certificates (banknotes)
printed and voided. Format can be
customized and sorted by periods, user
ID, invoice number, bank notes number,
etc.
Lists certificates issued and voided by
certificate number, invoice number and
user ID within a user-defined date range.
The current RVRC system keeps track
of bank notes released as inventory and
reconciles them to bank notes issued,
voided, and on-hand by user ID. This
report is generated with certificate
numbers and user IDs if there is a
difference or a report with “reconciled”
if there is no discrepancy.
Prints after each user ID closes the
drawer at the end of each day and/or
his/her shift. Includes his/her name,
department, date, denominations of bills
and coins collected, and other type of
payments received (checks, debit card).
Details the total transfer tax liability for
each city and county. Contains
document number, amount, type,
recording date, assessor parcel number,
city amount, county amount, and the
name of the grantor/grantee within a
user-defined date range.
ADDITIONAL DETAILS AND INFORMATION
NO
Daily
Monthly
Daily and Real
Time
Exhibit B
End of Shift
Daily and
Monthly
Page 29 of 32
#
REPORT
DESCRIPTION
FREQUENCY
Is this a
Standard
Report?
YES
26.
27.
28.
29.
30.
31.
32.
33.
Birth/Death Certificate Cross match
Report
Birth Certificate Rescan Report
Birth Certificate Missing Image
Report
Sealed/Deleted Birth Certificate
Report
Rescanned Death Certificate Report
Death Certificate Missing Image
Report
Sealed/Deleted Death Certificate
Report
Official Public Records (OPR)
Audit Report
Identifies all birth certificates marked as
“death”. Includes and is sortable by
name, certificate number, date of birth,
mother’s maiden name, date of death,
date and time of cross match, and user
name.
A list of all rescanned birth certificates
that includes and is sortable by name,
certificate number, date of birth, date
rescanned and user name.
A list of all missing birth images that
includes and is sortable by name,
certificate number, date of birth,
mother’s maiden last name, and the
name of last user.
A list of all sealed/deleted birth
certificates that includes the local
registration number (LRN), the date and
time of sealing, and user name.
A list of all rescanned death certificates
that includes and is sortable by name,
certificate number, date of death, date
rescanned and user name.
A list of all missing death images that
includes and is sortable by name,
certificate number, date of death and the
name of last user.
A list of all sealed/deleted death
certificates include and sort by name,
certificate number, date of death and
user name.
A list of all indexed documents that
includes and is sortable by the name of
the indexer, instrument number,
document type, date and time of
indexing, sequence number, type of
change (if different from populated
information), new data and user name.
Exhibit B
ADDITIONAL DETAILS AND INFORMATION
NO
Ad Hoc
Daily
Ad Hoc
Monthly
Bi-weekly
Ad Hoc
Monthly
Daily
Page 30 of 32
#
REPORT
DESCRIPTION
FREQUENCY
Is this a
Standard
Report?
YES
34.
35.
36.
37.
38.
39.
40.
41.
OPR Correction Report
OPR Document Count Report
OPR Error Rate Report
OPR Instrument Number Gaps
Report
OPR Lien Notification Report
OPR Index/No Image Report
OPR Permanent Index Report
OPR Rescan Report
A list of all verified documents that
includes and is sortable by the name of
the verifier, date and time of
verification, instrument number,
sequence number, date of correction (if
any), new data (if any) and the name of
the indexer.
A list of each document type used
including the total number of each and
the grand total. Sortable by document
type and totals.
A list that includes and is sortable by
indexer, number of documents indexed,
document type, verifier, number of
documents changed during verification
and error rate percentage.
A list of missing instrument numbers
that includes and is sortable by name (if
any), instrument number, date of
recording & name of last user.
A list of all recorded lien “notification”
documents including instrument number.
Sortable by certificate number, name,
date of recording, date and time of
indexed notification and user.
A list of missing images.
Sortable by instrument number, date
recorded, document type and the name
of the last user.
A list of permanent verified documents.
Sortable by grantor, grantee, instrument
number, document type and date
recorded.
A list of all rescanned OPR records.
Sortable by instrument number,
document type, date of original
recording, date rescanned and user
name.
Exhibit B
ADDITIONAL DETAILS AND INFORMATION
NO
Daily
Monthly
Daily
Ad Hoc
Ad Hoc
Ad Hoc
Daily
Daily
Page 31 of 32
#
REPORT
DESCRIPTION
FREQUENCY
Is this a
Standard
Report?
YES
42.
43.
User Activity Summary By User
Report
User Activity Summary Report
Tracks all auditable actions performed
by an individual user or work area for
vital records, general business, and OPR
Documents. Provides the means to
search by user/group name, date, or time
range. Includes the following totals:
index, verify, edit/modify, seal birth &
death certificates; index lien
notifications; index, verify, edit/modify
OPR documents; edit/modify verified
OPR documents; create/delete OPR
sequence; display & print OPR image;
delete OPR index.
A list of all user activity including
Customer Service, Index, Recording,
Scanning, and Vitals information.
Sortable by each activity, user, date, and
unit.
Exhibit B
ADDITIONAL DETAILS AND INFORMATION
NO
Daily
Daily
Page 32 of 32
EXHIBIT C - BID FORM
COUNTY OF CALAVERAS
for the Recording, Vital Records and Cashiering System
Cost shall be submitted on Exhibit C as is. No alterations or changes of any kind are permitted except
where explicitly stated. Bid responses that do not comply will be subject to rejection in total. The cost
quoted below shall include all taxes and all other charges and is the cost the County will pay for the term
of any contract that is a result of this bid.
DESCRIPTION
Clerk-Recorder System
UNIT OF
MEASURE
ESTIMATED
QUANTITY
(A)
Each
1
Each
30-50
BIDDERS
UNIT
COST
(B)
BIDDERS
EXTENDED
COST (C)
(C=A*B)
Please provide the total price for one (1) complete
system for use by 10-15 individuals including all,
software and installation necessary to meet the
specifications and functionalities described in this
RFP.
User Access
Approximately 30-50 users would utilized a web
based version for read-only access
Hour
Professional Services including
Customization Bidders must insert an hourly rate and an estimated
maximum number of hours required for their solution.
The Extended Cost will be incorporated into any
contract that may result from this RFP and will be the
not-to-exceed amount for all professional services
provided during the contract term.
Annual
RVRC System and Third Party Tools OnGoing Service Maintenance Agreement
Costs -
1
Bidders must provide the total annual cost for all
service maintenance agreements associated with their
proposed system.
Training (including all training materials)-
Class
8 trainees - System training, all modules
3 trainees - Supervisor/Manager - Productivity and
Workflow
3 trainees - System Administration/Technology
4 trainees - Accounting/Reporting
8 trainees - Public Search
20 trainees – Other County Departments
Part 1 - Subtotal $
DESCRIPTION
Current Clerk-Recorder Database
Clerk-Recorder Official Land Records from
1/1/1980-8/31/1995
UNIT OF
MEASURE
Gigabit
Images
Images found
ESTIMATED
QUANTITY
(A)
UNIT
COST
(B)
EXTENDED
COST (C)
(C=A*B)
110
2 million
619,000
microfilm/
microfiche
Part 2 - Subtotal
Exhibit C
$
Page 1 of 2
Applicable Local Sales Tax (7.5%) $
GRAND TOTAL $
GRAND TOTAL:
(write out dollar amount)
Bidder agrees that the prices quoted are the maximum they will charge during the term of any
contract awarded. County quantities listed herein are annual estimates and are not to be construed
as a commitment. No minimum or maximum is guaranteed or implied.
FIRM:
SIGNATURE:
PRINTED NAME:
DATE:_
TITLE:
Exhibit C
Page 2 of 2
EXHIBIT D – BIDDERS STATEMENT
COUNTY OF CALAVERAS
for the Recording, Vital Records and Cashiering System
BIDDERS STATEMENT
By submitting a bid, the bidder acknowledges that he/she has acquainted themselves with the terms,
scope, and requirements of the project based on the information contained in this RFP and any
addendums. Any failure by the bidder to acquaint himself or herself with available information will not
relieve them from the responsibility of estimating properly the difficulty or cost of successfully
performing the work. The County is not responsible for any conclusions or interpretations made by the
bidder on the basis of the information made available by the County.
COMPLETE LEGAL NAME OF COMPANY
BUSINESS ADDRESS, CITY, STATE, ZIP
PHONE NUMBER
PRINTED NAME OF AUTHORIZED AGENT (TITLE)
SIGNATURE OF AUTHORIZED AGENT
DATE
FEDERAL IDENTIFICATION NUMBER
DUNS NUMBER
THIS FORM TO BE COMPLETED BY CONTRACTOR AND INCLUDED IN THE BID.
Exhibit D
Page 1 of 1
EXHIBIT E – EXCEPTIONS, AMENDMENTS, AND SUBSTITUTIONS
COUNTY OF CALAVERAS
for the Recording, Vital Records and Cashiering System
Item
No.
Page
No.
Description
Paragraph
No.
Bidder Name
Bidder Signature
Date
THIS FORM IS TO BE COMPLETED BY CONTRACTOR AND INCLUDED IN THE BID.
Exhibit E
Page 1 of 1
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