Florence County Open Until Resolved RFP

Title: FLORENCE COUNTY REGISTER OF DEEDS INDEXING AND IMAGING SYSTEM

Deadline: 5/23/2023 10:00 AM   (UTC-05:00) Eastern Time (US & Canada)

Status: Awarded

Solicitation Number: 26-22/23

Description: Florence County is seeking sealed proposals from qualified firms to provide a new indexing and imaging software system to replace Florence County’s Register of Deeds current Land Records and Imaging system. This software application should be easy to use, provide required features and functionalities, and be proven to be utilized in the industry to allow for ease of expansion. 

Documents:

Documents as of 4/26/2023
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PLANHOLDERS:

Date Company Name
4/26/2023 1:47:39 PM COOLSOFT LLC
4/27/2023 4:52:08 AM SevenOutsource
4/27/2023 8:53:08 AM PWXPress
4/27/2023 8:59:47 AM 4matix
4/27/2023 4:35:59 PM CJIS GROUP
4/28/2023 8:45:06 AM Patterson Pope
5/1/2023 1:22:03 PM Tyler Technologies, Inc.
5/1/2023 5:21:57 PM Healthcare Imaging, Inc. DBA e-Docs USA
5/5/2023 3:03:55 PM Avenu Insights & Analytics
5/11/2023 10:58:58 AM DP3 Architects, Ltd.
5/22/2023 1:53:24 AM AG Ltd
5/25/2023 9:03:15 AM Business Information Systems
5/25/2023 2:03:12 PM Compiled Technologies
6/15/2023 2:06:49 PM Avenu Insights and Analytics
6/15/2023 2:29:08 PM Harris Recording Solutions
7/18/2023 5:55:11 AM Deltek
11/13/2023 11:11:23 AM Catalis Courts & Land Records, LLC
Addition 1

Posted: 5/11/2023

Type of Addition: Addendum No. 1

Overview: The Functional Requirements section that will need to be filled out and made a part of your proposal submission will NOT be counted as a part of the 40-page requirement of the RFP.  

Addition 2

Posted: 5/25/2023

Type of Addition: In Review

Documents:

Addition 3

Posted: 6/15/2023

Type of Addition: Award Information

Overview: Awarded to I3-Business Information Systems (BIS), LLC of Pitney Flats, TN 37686 on June 15, 2023

Documents:

Addition 4

Posted: 6/15/2023

Type of Addition: Award Information

Overview: Awarded to I3-Business Information Systems (BIS), LLC of Pitney Flats, TN 37686 on June 15, 2023

Documents:

Question 1

Posted: 5/1/2023

Question: Regarding Functional Requirements items 1 and 2 on page 5, will the County accept proposals from vendors who are not currently installed in South Carolina but do have installations in other states with similar size and functionality to Florence County?

Response: Yes

Question 2

Posted: 5/1/2023

Question: How many staff members would be using the system in the Florence County?

Response: 7 staff members

Question 3

Posted: 5/1/2023

Question: How many documents did Florence County record in 2022?

Response: We recorded 19,481 documents

Question 4

Posted: 5/3/2023

Question: In the functional requirements you ask: 1. Proposed System should be currently operational in at least three South Carolina recorder’s offices of similar size 2. Proposed System should be in use in a South Carolina recorder’s office for a minimum of 10 years If a vendor does not meet these qualifications will they be eliminated from consideration?

Response: The system must be operational at least 3 years in an office the size of Florence County, not necessarily in South Carolina and have been In use for at least 10 years.

Question 5

Posted: 5/8/2023

Question: Does the Scope of Work/Services tables/questions need to be submitted with the response, or is it more a of a reference for the vendors?

Response: These tables/questions needs to be answered and submitted.

Question 6

Posted: 5/11/2023

Question: In the requirements sheet, "Imaging/Document Mgmnt" Section, question #'s 3 and 4, is the county requiring Auto Index and Auto Redaction as part of the initial project, or is the county just asking if we have it?

Response: Auto Index and/or Redaction is not required.

Question 7

Posted: 5/11/2023

Question: In the requirements sheet, "Imaging/Document Mgmnt" Section, question #6, what is the question?

Response: This is FYI to let you know what company the County is presently using (COTT Systems). You may use N/A for the comment for this.

Question 8

Posted: 5/11/2023

Question: What CC vendor is the county using, or looking to integrate with?

Response: We have already responded to this question. Please see the public solicitation under Imaging/Document Management No. 6

Question 9

Posted: 5/11/2023

Question: Is the County looking for a hosted solution? Or will it be on-prem at the county?

Response: The County is willing to look at both types of systems.

Question 10

Posted: 5/15/2023

Question: Regarding the pricing proposal, the county is asking for onsite costs to be accounted for. Is this for budgeting purposes? We typically invoice after all onsite visits.

Response: Submit your best estimated on-site visit cost in your proposal.

Question 11

Posted: 5/16/2023

Question: How many credit card transactions does the County average per month? What is the average amount of those transactions?

Response: Florence County does not currently accept credit card payments.

Question 12

Posted: 5/16/2023

Question: Is the County interested in 24/7 support?

Response: Indicate in your proposal the type of support that you offer.

Question 13

Posted: 5/16/2023

Question: Can the County provide a list of the databases that will need to be converted and the size of each of the databases?

Response: We have about 650 GB of data. Cott System is our current vendor.

Question 14

Posted: 5/16/2023

Question: Does the County have the need for the system to have Adhoc Reporting??

Response: Yes

Question 15

Posted: 5/16/2023

Question: When would the County prefer to be/need to be live with a new system?

Response: TBD, let us know when you can go live from the time that we give you the needed data.

Question 16

Posted: 5/16/2023

Question: What is the County's current provider?

Response: We have already responded to this question. Please see the public solicitation.

Question 17

Posted: 5/16/2023

Question: What is the county requesting with the following: Offeror will include a list of milestones and payment schedule, leaving a 10% retainage until the end of the accepted project.

Response: Each vendor must provide a detailed Project Schedule that will cover system development and installation, equipment installation, database conversion and or creation, training, and any other appropriate tasks. The schedule must indicate time estimates by major milestones and sub tasks.

Question 18

Posted: 5/16/2023

Question: What is meant by 10% retainage until end of the accepted project?

Response: The County wants the rights to withhold 10% of the payment until the system if fully operational and functioning properly.

Posted: 5/11/2023

Type of Addition: Addendum No. 1

Overview: The Functional Requirements section that will need to be filled out and made a part of your proposal submission will NOT be counted as a part of the 40-page requirement of the RFP.  

Posted: 5/25/2023

Type of Addition: In Review

Documents:

Posted: 6/15/2023

Type of Addition: Award Information

Overview: Awarded to I3-Business Information Systems (BIS), LLC of Pitney Flats, TN 37686 on June 15, 2023

Documents:

Posted: 6/15/2023

Type of Addition: Award Information

Overview: Awarded to I3-Business Information Systems (BIS), LLC of Pitney Flats, TN 37686 on June 15, 2023

Documents:

Posted: 5/1/2023

Question: Regarding Functional Requirements items 1 and 2 on page 5, will the County accept proposals from vendors who are not currently installed in South Carolina but do have installations in other states with similar size and functionality to Florence County?

Response: Yes

Posted: 5/1/2023

Question: How many staff members would be using the system in the Florence County?

Response: 7 staff members

Posted: 5/1/2023

Question: How many documents did Florence County record in 2022?

Response: We recorded 19,481 documents

Posted: 5/3/2023

Question: In the functional requirements you ask: 1. Proposed System should be currently operational in at least three South Carolina recorder’s offices of similar size 2. Proposed System should be in use in a South Carolina recorder’s office for a minimum of 10 years If a vendor does not meet these qualifications will they be eliminated from consideration?

Response: The system must be operational at least 3 years in an office the size of Florence County, not necessarily in South Carolina and have been In use for at least 10 years.

Posted: 5/8/2023

Question: Does the Scope of Work/Services tables/questions need to be submitted with the response, or is it more a of a reference for the vendors?

Response: These tables/questions needs to be answered and submitted.

Posted: 5/11/2023

Question: In the requirements sheet, "Imaging/Document Mgmnt" Section, question #'s 3 and 4, is the county requiring Auto Index and Auto Redaction as part of the initial project, or is the county just asking if we have it?

Response: Auto Index and/or Redaction is not required.

Posted: 5/11/2023

Question: In the requirements sheet, "Imaging/Document Mgmnt" Section, question #6, what is the question?

Response: This is FYI to let you know what company the County is presently using (COTT Systems). You may use N/A for the comment for this.

Posted: 5/11/2023

Question: What CC vendor is the county using, or looking to integrate with?

Response: We have already responded to this question. Please see the public solicitation under Imaging/Document Management No. 6

Posted: 5/11/2023

Question: Is the County looking for a hosted solution? Or will it be on-prem at the county?

Response: The County is willing to look at both types of systems.

Posted: 5/15/2023

Question: Regarding the pricing proposal, the county is asking for onsite costs to be accounted for. Is this for budgeting purposes? We typically invoice after all onsite visits.

Response: Submit your best estimated on-site visit cost in your proposal.

Posted: 5/16/2023

Question: How many credit card transactions does the County average per month? What is the average amount of those transactions?

Response: Florence County does not currently accept credit card payments.

Posted: 5/16/2023

Question: Is the County interested in 24/7 support?

Response: Indicate in your proposal the type of support that you offer.

Posted: 5/16/2023

Question: Can the County provide a list of the databases that will need to be converted and the size of each of the databases?

Response: We have about 650 GB of data. Cott System is our current vendor.

Posted: 5/16/2023

Question: Does the County have the need for the system to have Adhoc Reporting??

Response: Yes

Posted: 5/16/2023

Question: When would the County prefer to be/need to be live with a new system?

Response: TBD, let us know when you can go live from the time that we give you the needed data.

Posted: 5/16/2023

Question: What is the County's current provider?

Response: We have already responded to this question. Please see the public solicitation.

Posted: 5/16/2023

Question: What is the county requesting with the following: Offeror will include a list of milestones and payment schedule, leaving a 10% retainage until the end of the accepted project.

Response: Each vendor must provide a detailed Project Schedule that will cover system development and installation, equipment installation, database conversion and or creation, training, and any other appropriate tasks. The schedule must indicate time estimates by major milestones and sub tasks.

Posted: 5/16/2023

Question: What is meant by 10% retainage until end of the accepted project?

Response: The County wants the rights to withhold 10% of the payment until the system if fully operational and functioning properly.