The Vendor is required to provide a comprehensive integrated land, personal, and vital records management system for the county.
- Recording, filing, and producing copies of vital statistics, real property records, assumed names records, and other miscellaneous records.
- The land, personal, and vital records management system should support real property records primarily as well as business and personal records for the following tasks:
• ERecording
• Cashiering
• Paper Recording
• Scanning
• Indexing/Data Capture
• Financial Reporting
• Integration
- Technical environment is configured whereby agency owns, supports, and maintains hardware for all systems.
- Current images and index data totaling approximately twenty-two (22) terabytes (TB) (these are production images) and/or eight hundred forty-seven (847) TB (total number with digitization project, ribbons, etc.) are housed on multiple servers and storage arrays in the county server in the agency.
- Image servers are backed up daily via shadow copy, then to a county enterprise store once housed in a local data center.
- Critical data is backed up every fifteen (15) minutes to an offsite disaster recovery location, at fiber town.
- These redundancies are in place to ensure the preservation and security of the agency records.
- The operating environment is a full-service solution including all software, updates, upgrades, hardware, hardware maintenance, image and data storage, disaster recovery, data file and backup, 8:00 a.m. to 5:00 p.m. CST, technical support, and real time internet product.
- Describe the user interface proposed for the system.
- Describe all navigational systems (menus, windows, etc.) that are used to run the proposed software solution.
- Provide a description of the database management system required to support the computing environment.
- List any fourth-generation features utilized in constructing the proposed applications software and any optional end-user productivity tools.
- Specify the preventive maintenance schedule for software, network and data, and estimate the amount of non-scheduled maintenance (downtime) for each item of equipment included in the proposed system.
- Specify the availability of telephone support, including toll-free access and hours of operation.
- Specify the minimum and maximum time to respond to calls for non-scheduled (corrective) maintenance twenty-four (24) hours per day, seven (7) days per week, and the location(s) from which such maintenance will be provided.
- Provide defined escalation process for problem resolution. If problem isn’t resolved in accordance with the agreed upon terms in the final contract, then the vendor could be subject to support costs.
- Provide a clearly defined system for analyzing and providing performance metrics, focusing on each individual department within agency that utilizes the Land Records Management System’s services.
- Document Preparation for Scanning and Imaging
• Throughout the day, cashiered documents will be picked up from cashiers for document preparation.
• The document preparation staff will smudge the seal, if necessary, remove staples, and prepare the documents for scanning.
• Each cash station’s work will be maintained together for document preparation and scanning.
• Documents are currently placed in document file number sequential order by the initiating department.
• This allows for additional quality control for the County’s scanning department.
- Contract Period/Term: 1 year
- Non-Mandatory Pre-Proposal Conference Date: March 5, 2025
- Questions/Inquires Deadline: March 07, 2025