REQUEST FOR PROPOSALS (RFP) #: 2016-17-062 for ...

REQUEST FOR PROPOSALS (RFP) #:

2016-17-062

for

Register of Deeds Software Solution

And/or

Digitization Services Compatible with Solution

DUE: 2:00 p.m., March 30, 2017

Prepared by:

Horry County IT / GIS Department

103 Elm Street

Conway, SC 29526

And

Horry County Office of Procurement

3230 Hwy 319 East

Conway, SC 29526

Requests for information regarding this Request for Proposals should be directed to the Office of Procurement.

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Table of Contents ADVERTISEMENT ............................................................................................................... 4

A. INSTRUCTIONS TO PROPOSERS ........................................................................... 5

I. General: .................................................................................................................... 5

II. Submitting a Proposal: ............................................................................................ 5

III. Examination of RFP Document: ............................................................................. 5

IV. Questions: ................................................................................................................ 5

V. Licenses: .................................................................................................................. 6

VI. Proposal Bond: ........................................................................................................ 6

VII. Payment Information: .............................................................................................. 6

VIII. Evaluation and Award: ............................................................................................ 6

IX. Award WITH or WITHOUT Discussions/Negotiations: ......................................... 7

X. Contract Award: ....................................................................................................... 7

XI. Term of Contract: ..................................................................................................... 7

XII. Cooperative Clause: ................................................................................................ 7

XIII. Disaster/Emergency Clause: .................................................................................. 7

XIV. Independent Contractor Status: ............................................................................. 8

XV. Liability Coverage: ................................................................................................... 8

XVI. Grievance: ................................................................................................................ 8

XVII. Freedom of Information Statement: ....................................................................... 8

XVIII.Legal Statement: ..................................................................................................... 9

B. BACKGROUND INFORMATION ............................................................................... 9

I. Background: ............................................................................................................. 9

II. Project Overview: ................................................................................................... 13

C. SCOPE OF WORK ..................................................................................................... 13

I. Specifications: ....................................................................................................... 13

Key Opportunities .......................................................................................................... 14

2.1.1 Deed Entry (Recording) ......................................................................................... 15

2.1.2 Quality Control/ Approval ...................................................................................... 15

2.1.3 Indexing .................................................................................................................. 16

2.1.4 Title Search ............................................................................................................. 16

2.1.5 Retrieval .................................................................................................................. 16

2.1.6 Account Management ............................................................................................ 16

2.1.7 Cashiering .............................................................................................................. 16

2.1.8 Workflow Opportunities ........................................................................................ 17

2.1.9 General Technical .................................................................................................. 17

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II. Requirements: ........................................................................................................ 18

III. RFP Response Requirements: ............................................................................. 18

D. EVALUATION CRITERIA .......................................................................................... 19

E. PROPOSAL BOND ..................................................................................................... 20

F. NON-COLLUSION AFFIDAVIT .............................................................................. 22

G. ACKNOWLEDGEMENT OF ADDENDA ............................................................... 23

H. PROFESSIONAL SERVICES CONTRACT ............................................................ 24

1. GENERAL TERMS OF CONTRACT: ..................................................................... 24

2. SCOPE OF SERVICES: .......................................................................................... 25

3. PAYMENT FOR SERVICES: .................................................................................. 26

4. WARRANTIES OF PROVIDER AND COUNTY: ..................................................... 26

5. OWNERSHIP OF PROJECT MATTER: .................................................................. 28

6. EARLY TERMINATION OF CONTRACT: .............................................................. 29

7. INDEPENDENT CONTRACTOR STATUS: ............................................................ 29

8. NOTICES TO PARTIES: ......................................................................................... 29

9. INDEMNIFICATION AND HOLD HARMLESS AGREEMENT:............................... 30

10. ASSIGNMENT: ....................................................................................................... 31

I. Appendix A:………………………………………………………………………………36

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ADVERTISEMENT

COUNTY OF HORRY Horry County is seeking proposals for Register of Deeds Software Solution And/or Digitization Services Compatible with Solution, 2016-17-062. Proposals must be received by the Horry County Office of Procurement at 3230 Highway 319 East, Conway, South Carolina 29526 no later than 2:00 p.m., local time on March 30, 2017. Any proposal received later than the specified time and date will NOT be accepted or considered. No facsimile, email, or telephone proposals will be accepted. Submitted Proposals shall contain all information requested and be submitted in the format shown within the solicitation document. Proposals MUST be sealed and clearly identify the name and number of the RFP on the outside of the envelope/package, as well as the Proposer’s business name, address, and license number (if applicable).

A Proposal Bond made payable to Horry County, in the amount five thousand dollars ($5,000) of the submitted proposed cost is required. Horry County, in accordance with the provisions of ALL TITLES of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award. The solicitation (RFP) document can be accessed from the County’s website by visiting http://www.horrycounty.org/departments/procurement/bids.aspx.

Contact Information for this Project: Ms. Nicole VanVoorhis

[email protected] 843.915.5380

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A. INSTRUCTIONS TO PROPOSERS

I. General: This solicitation will be conducted in accordance with Horry County Procurement Code and Regulation. This ordinance can be found in its entirety on the County’s website at http://www.horrycounty.org/departments/procurement/bids.aspx. Horry County hereby notifies all those responding to this RFP that, in accordance with the provisions of the Civil Rights Act of 1964 (4 Chapter 21, Title 42, of the U.S. Code) and Regulations promulgated in connection therewith, that it will affirmatively ensure that any contract entered into pursuant to this RFP, disadvantaged business enterprises will be afforded full and fair opportunity to make submittals in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

II. Submitting a Proposal: Sealed Proposals must be received by the Horry County Office of Procurement at 3230 Highway 319 East, Conway, South Carolina 29526 no later than 2:00 p.m., local time on March 30, 2017. Any proposal received later than the specified time and date will be considered a “Late Proposal” and will not be accepted or considered. No facsimile, email, or telephone proposals will be accepted. Submitted proposals shall contain all information requested and shall be submitted in the format shown within this solicitation document. Proposals must be sealed and clearly identify the name and number of the RFP on the outside of the envelope/package, as well as the Proposer’s business name, address, and license number (if applicable). No other information shall be included or written on the outside of the proposal envelope/package. Horry County shall not be responsible for unidentified proposals.

III. Examination of RFP Document: Prior to submitting a proposal, each Proposer shall carefully examine the RFP documents, study and thoroughly familiarize themselves with the specifications and requirements thereof and notify the Owner of any and all conflicts, errors, or discrepancies. The Proposer shall sign their proposal in all required signature blocks. All proposals must be ink or type written. Errors should be crossed out with a single line through and the correction written clearly above the error and initialed by the Proposer. Proposals may be rejected if omissions, alterations not allowed for, or irregularities of any kind, are shown. The proposal shall remain firm for no less than one hundred twenty (120) calendar days from the date of proposal. The Proposer’s business name and solicitation number shall be included on specification documents, descriptive documents, or any additional documents that are submitted with the proposal. By submission of this proposal, the Proposer guarantees that all goods and services meet the requirements of this solicitation.

IV. Questions: Submit written questions to Ms. Nicole VanVoorhis at [email protected]. All questions related to this Request for Proposals must clearly identify the name and number of the RFP. The deadline for questions is 2:00 p.m., local time, on March 20, 2017. Potential proposers are not permitted to contract Horry County employees outside of the

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Procurement Department during this RFP process. Failure to do so may result in rejection of the proposal. Questions will be answered and the responses to inquiries shall be in the form of an Addendum. If it becomes necessary to revise any part of this RFP, revisions will be made in writing in the form of an addendum. All addenda will be posted on the Horry County Procurement website. All addenda issued by Horry County must be acknowledged in writing by the Proposer. It shall be the Proposer’s responsibility to ensure they have all addenda which have been issued, by visiting the County’s website at http://www.horrycounty.org/departments/procurement/bids.aspx. Verbal information obtained otherwise will not be considered in the awarding of the RFP.

V. Licenses: All Proposers must be properly licensed to do business in the State of South Carolina and must comply with the Code of Laws of South Carolina, including Section 40-11-200, when applicable. Proposers that fail to comply with this requirement may subject their proposal to being rejected as non-responsive.

VI. Proposal Bond: Each proposal must be accompanied by a Bank Cashier’s Check, Certified Check, or a Proposal Bond, made payable to Horry County, in the amount Five Thousand and no/100 ($5,000.00) Dollars as a guarantee that the successful Proposer will enter into a contract with Horry County. The “Required” Proposal Bond Form must be completed and attached with the Bank Cashier’s Check or Certified Check submitted in lieu of the Proposal Bond. The aforementioned guarantee, is to be retained by the Horry County as liquidated damages in the event the successful Proposer fails to enter into the contract as provided herein, or upon failure to comply with all of the conditions made in its proposal. Proposal Bonds and Power of Attorney Documents should be submitted in their original form, as issued by the surety. Proposers that submit copies of these documents in lieu of the original documents may subject their proposal to being rejected and deemed non-responsive.

VII. Payment Information: Horry County Government is required to pay sales tax. Horry County tax rate is (7%) seven percent, except on purchases/work/deliveries within the city limits of Myrtle Beach, where the tax rate is (8%) eight percent. Effective May 1, 2017 rates will change to eight percent (8%) within Horry County and nine percent (9%) with the city limits of Myrtle Beach. By submitting a proposal in response to this RFP, you agree to accept payment via Horry County purchasing card (similar to a MASTERCARD/VISA credit card), for all purchases made under the contract awarded from this solicitation. When preparing a price proposal, electronic payment processing fees shall be included in unit prices. No price increases shall be permitted for accepting electronic payment from Horry County.

VIII. Evaluation and Award: Horry County reserves the right to reject any or all proposals and further reserves the right to waive technicalities and informalities in proposals, as well as, to accept in whole or in part such proposal or proposals where it deems it suitable in protection of the best interest of the County. The County shall be the sole judge as to whether proposals submitted meet all requirements contained in this procurement.

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Horry County may elect to award to one proposer, or make multiple awards, as deemed in the County’s best interest. This procurement does not commit Horry County to award a contract, to pay any costs incurred in the preparation of the proposal, or to procure or contract for goods of services listed herein. Costs associated with proposal preparation, oral interviews, and/or presentations shall be the sole responsibility of the Proposer. Horry County will not reimburse for costs associated with interviews or presentations.

IX. Award WITH or WITHOUT Discussions/Negotiations: Time is of the essence in conducting the proposal evaluations. The evaluation committee will score each proposal and rank them in descending order. If there is no need to conduct discussions or negotiations with the top ranked proposer, Horry County may award a contract without discussions. If there is a need to conduct discussions or negotiations, the evaluation committee will determine which Proposers, in the competitive range, will participate. Proposers may be afforded the opportunity to submit a best and final offer (price).

X. Contract Award: Whether or not discussions or negotiations are held, contract award will be made to the Proposer whose proposal is deemed most advantageous to the County, considering all evaluations factors. Horry County shall be the sole judge of this determination; therefore, contract award may be made to other than the lowest priced Proposer. A copy of the firm's proposal may be attached to the contract; however, in the event of any ambiguity with any attachments, the County's contract and Procurement Regulation will prevail.

XI. Term of Contract: The term of this contract shall be for the length of time negotiated with the effective date the date of the County’s signature. The successful Proposer will be expected to execute and abide by the Sample Contract attached.

XII. Cooperative Clause: By submitting a proposal, the successful Proposer that is awarded a contract by Horry County agrees to allow other government entities (i.e. cities, towns, villages, schools, and special districts/authorities) to enter in to their own contract or issue purchase orders based on the terms and conditions of the contract resulting from this RFP. The use of this contract by other units of government will be optional. Sales to the above government entities by the Vendor will be optional and will not be considered when determining contract award for this RFP.

Horry County shall not be responsible for any problems that may arise between any other government entities and the contractor as a result of any sales. Any resulting contract is solely between the supplier and third party government entity. Invoices for items purchased under this agreement, shall be directed to, and is the responsibility of, the government entity making the purchase.

XIII. Disaster/Emergency Clause: It is anticipated that services in the resultant contract may be necessary for emergency protective measures, disaster response, and disaster recovery. By submitting a response to this solicitation, the Proposer shall comply with all applicable federal laws, regulations, executive orders, FEMA policies, procedures, and directives, including but not limited to Appendix II to Part 200—Contract Provisions for Non-Federal Entity Contracts Under Federal Awards with the exception of Part (D) Davis Bacon Act. Invoices for services related to emergency protective measures, disaster response, and disaster recovery shall be separate from non-emergency/disaster service invoices.

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XIV. Independent Contractor Status:

The contractor shall not, by entering into a contract, become a servant, agent, or employee of Horry County, but shall remain at all times an independent contractor to the County. The contract resulting from this RFP shall not be deemed to create any joint venture, partnership, or common enterprise between the Contractor and Horry County, and the rights and obligations of the parties shall not be other than as expressly set forth. Contractor further agrees to provide to Horry County a completed South Carolina I-312 Nonresident Taxpayer Registration Affidavit Income Tax Withholding Form, if applicable.

XV. Liability Coverage: The successful Proposer shall provide proof of all required insurance(s), including worker’s compensation, premises, liability and general liability. Worker’s compensation shall include a minimum limit of $100,000 per accident and commercial general liability coverage shall provide minimum limits of liability of $1,000,000 per occurrence Combined Single Limit for Bodily Injury and Property Damage. This shall include coverage for premises/operations, products/completed operations, contractual liability, independent contractors, and vehicles, used in premises/operations. Professional Liability insurance shall be provided with minimum liability limits of $1,000,000 per occurrence (in addition to Commercial General Liability insurance) by professional services such as accountant, attorney, architect, design, engineering and most consultants that involve errors and omissions exposure protection. Horry County shall be named as an additional insured on all liability policies and expressed on the Certificate of Liability Insurance. Insurance shall indemnify County against any and all claims arising under or as a result of the performance of the contract resulting from this solicitation. The County must be provided written notice prior to cancellation, modification or reduction in limits of any stipulated insurance. It is the responsibility of the vendor/contractor to ensure that all subcontractors comply with all insurance requirements of this solicitation and the resulting contract.

XVI. Grievance: Any actual or prospective Proposer who is aggrieved in connection with this procurement, or the award of a contract resulting from this procurement, may protest to the County Administrator. The protest shall be submitted in writing within fourteen (14) calendar days after such aggrieved person knows or should have known of the facts giving rise thereto provided that grievance has been made in accordance with solicitation requirements. Please reference Subchapter 15-3: Bid Protests, of the Horry County Procurement Code and Regulation, by visiting: http://www.horrycounty.org/departments/procurement/bids.aspx.

XVII. Freedom of Information Statement: Procurement information shall be a public record to the extent required by Chapter 4 of Title 30, Code of Laws of South Carolina (1976, as amended) (The Freedom of Information Act), with the exception that commercial or financial information obtained in response to a “Request for Proposals (RFP)” which is privileged and confidential if so designated by the Proposer shall be protected from disclosure. Such information must be clearly marked as “CONFIDENTIAL” by those submitting responses for each section of information so affected. Privileged and confidential information is information in specific detail not customarily released to the general public, the release of which might cause harm to the competitive position of the party supplying the information.

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XVIII. Legal Statement: Proposers to this RFP must disclose involvement in any litigation within the last five (5) years in which a claim has been made against any team member (individual or company) asserting a cause of action other than employment issues or contracts not related to your professional work. Explain the issues in these cases (or the fact that there are none) as part of your submittal. Please submit one (1) original copy, one (1) duplicate copy and one (1) electronic copy (thumb drive). ________________________________________________________________________

B. BACKGROUND INFORMATION

I. Background: Horry County (pronounced O-ree) is one of the largest counties in the Eastern United States at over 1100 square miles and is drained by two major river systems; the Waccamaw River and the Pee Dee River. This low, sandy land along the coastal plain of South Carolina supports dense stands of long-leaf pine which fostered the area’s first economic growth in the production of Naval Stores. Today, the County’s major industry is tourism with the Grand Strand of Myrtle Beach attracting millions of visitors annually. As stated on the Horry County Government, Register of Deeds web page, the mission of the Office of the Registrar is to ensure professional and quality services for the citizens and property owners of Horry County. To promptly record legal documents into the record and have them accessible to the general public in a timely manner. To provide quality customer service by having a Customer Service Representative always available to the public via telephone or in person. The ROD office is responsible for the recording of all legal instruments for Horry County. The number of instruments being recorded have increased year over year since 2007, totaling a 30% increase. The peak number of documents annually recorded since 2006 was over 209,000. The ROD office has managed without staff increases since 2009.

The County has twelve elected council members, and employs a County Administrator as the chief administrative official. Horry County has approximately 2500 county employees. The County is one of the fastest developing counties in South Carolina. Recent parcel growth from approximately 160,000 in 2000 to over 300,000 in 2016 demonstrates the ongoing growth affecting work loads for the ROD office.

The Register of Deeds (ROD) exists as a separate governmental office in 16 counties in South Carolina. In Anderson, Beaufort, Chesterfield, Georgetown, Horry, Orangeburg, Pickens, Richland, Spartanburg and Sumter, the governing body appoints the position. In the counties of Aiken, Berkeley, Charleston, Dorchester, Greenville and Lexington, the holder of the office is elected. In the remaining 30 counties, the elected Clerk of Court performs the functions.

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The Code of Laws of South Carolina sets out the duties of the Register of Deeds. The proper recording of documents provides notice to subsequent purchasers or creditors of the interests of others in the property and establishes priority of claims against that property. Generally, all instruments conveying an interest in real property must be recorded in that county's ROD in order to be valid. The ROD may also record other documents of public interest.

Law prescribes the following recording duties:

• Recording marriage settlements, conveyances, mortgages and other writings concerning the titles to land in his county.

• Recording mortgages of leaseholds or other interests in real estate. • Recording proceedings under the Bankruptcy Act of the United State. • Recording plats of real estate. • Recording plats of subdivisions. • Recording assignment or transfer of mortgage. • Recording release or satisfaction of lien on real estate. • Recording charters of carriers. • Recording conservation restrictions • Recording highway and street closing or abandonment by court order. • Recording leases of shellfish bottoms. • Recording conveyances of real property involving the State of South

Carolina, only if accompanied by a certificate of acceptance. • Recording letters of conservatorship.

The Register of Deeds is also responsible for:

• Filing S.C. Department of Revenue warrants. • Providing certified copies of any writing recorded in the office upon

application and payment in advance of any required fees. • Filing lists of creditors and schedules of property in relation to bulk transfers

subject to Chapter 6 of the Uniform Commercial Code. • Indexing and filing state tax liens. • Indexing and filing federal tax liens.

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Register of Deeds Departmental staffing overview:

Total Employees 20

o 1 Director o 1 Deputy o 1 Supervisor o 1 Comptroller o 1 Tech Supervisor o 3 Crew Leaders o 2 Recorders o 2 QC Staff o 2 Customer Service o 5 Indexers o 1 Mechanic/Plat

The proposed system will help the Register of Deeds Department to achieve these primary goals:

• Provide better service to the public by improving the quality and quantity of information available and by providing easier access to the information;

• Eliminate the need to create microfilm from original documents;

• Provide a high level of accountability for all financial transactions;

• Increase staff productivity and efficiency via the reduction of paper handling;

• Have the ability to accept PRIA standard electronic recordings.

The ROD office began using its current line of business application in November of 2006. This was after a year long process of converting from a custom AS400 application to a COTS windows system. The software was a much more efficient and user friendly solution than the AS400. It provided not only a line of business solution, but also the ability for title searchers and staff to search the digital copies of the documents. It also has the capabilities to handle e-Filings, which have grown significantly over the last few years. The current version the county is operating on has not been enhanced for a number of years, with only minor changes to stay operational with current operating systems. The County is faced with the need to either update to its newest version or migrate to a new solution. The current solution provider has released significant updates to their solution, but require a conversion as part of the migration. The County has selected not to be on the leading edge of moving forward with upgrades until the major upgrades/enhancements have been adopted and successfully deployed by similar sized counties elsewhere in the United States. The solution provider has also gone thru a number of ownership changes since the original 2005 RFP which has no doubt affected the support teams responsible for supporting this EOL version the county is operating on.

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The recording software that the Horry County ROD office uses is scheduled for replacement by the Horry County ROD and IT Department, with funds available in the Horry County FY 2018 budget which takes effect on July 1, 2017. The ideal recording software system will be sought through this RFP process and that system should be designed to fit Horry County’s unique needs. This system should: 1. Work well with existing software systems within the county system, both departmental software and the umbrella operating system. The county recently deployed the Munis system offered by Tyler Technologies. 2. Provide for recording high volumes of instruments on a daily basis. Targets should exceed a quarter of a million each year, or over 20,000 per month, to accommodate potential growth over the software system lifespan. 3. Provide all or most modules needed for daily activity without the need for third party vendors or in house creation. These functions would include among others, cashiering, payment options, document search, redaction, report creation and file merging. 4. Have an adequate web based version to accommodate off premise research and printing with payment options available to the user. Horry County made a web based version of the present software available in March of 2012. However the web based version is very limited and is only available for escrow account holders. 5. Will provide control of reporting options on site and adequate auditing and reporting capabilities. 6. Be able to function on existing hardware systems which include both individual platforms and a virtual environment. 7. Have an e-record module that can operate with various e-file vendors. Horry County began accepting e-filed documents in July of 2010. E-file use has become popular, with e-filing approaching 25% of our yearly volume. The figure is expected to rise and volume targets for the new software should be in excess of 50,000 instruments per year or over 5,000 per month. 8. Be provided by a vendor that will provide adequate customer service during roll out and in day to day support for the software after deployment. 9. Create a database of recorded instruments that can be accessed and added to on a daily basis that will be immediately available after recording. This database will continue to build and will also include the digitized images in our current database. That database contains approximately 10,000,000 images in a TIFF format. The software provider must be able to migrate these images to be used by the new software system. The addition of this new software should bring our Land Records Registry into a modern environment, with remote access allowing for access to these images on a 24/7/365 basis on any device with internet access (including mobile devices. The County currently has mortgages recorded since 1996 and deeds recorded since 1984. As part of this RFP, the county will also be seeking potential respondents, to provide digitization of records currently in either microfilm formats. When this original software was acquired, funds were allocated for some digitization of records, however this was limited because of the cost involved. Since that time, ROD staff has worked to grow the digitized database of records. This digitized database is much easier to maintain and to use. Records not contained in digitized form are maintained in three other formats, primarily microfilm. The microfilm technology is old and crumbling. We are forced to maintain six separate vender contracts to support the microfilm register. This cost is growing as the machines become harder to repair and parts become more difficult to find. The microfilm reader printers are obsolete and they are no longer being manufactured, meaning replacements cannot be found.

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Title searchers routinely use these microfilm records. Some searches cannot be completed without the microfilm records. City, County and other jurisdictions are required for road improvements to ascertain easements, many going back nearly a century. Recent flooding has required documentation for property owners interested in FEMA assistance. Nearly all of these records are only accessible with microfilm. Being able to provide that capability will be harder every year moving forward. To accomplish a complete digitization of the Horry County Registry, the following records will need to be added to the database:

1. 111 Plat Books with 250 aperture cards per plat book, approximately 28,000 images

2. 1200 Deed Books with 900-1500 images per roll 3. 2126 Mortgage Books with 500 bks @ 700 images; 1500 bks @ 900 images; 200

bks @ 1500 images

Microfilm and Aperture cards exist for all of the needed digitization. Most of the work can be done directly from the film itself. However a few books were not recorded well because of limits on the equipment at the time. For those books, digitizing from the books themselves will be required. Many of the original books can be taken apart, but some are hard bound. Conclusion: The recording software currently being used needs to be upgraded / replaced and the newer software should increase productivity without the need for staff increases. Digitizing the entire Register should reduce significantly the need for outside venders to take care of microfilm formats. In addition, it will create a user friendly database that can be remotely accessed by title searchers and the general public. The digitization project should save staff time and potentially increase revenue by allowing for greater search ability and a new way to access and pay for this information. Those vendors responding to this Request for Proposal are given the option to cater their proposal for only the software, for only the digitization or to couple the two together into one proposal.

II. Project Overview: Horry County is seeking Register of Deeds Software Solution And / or Digitization Services Compatible with Solution in accordance with the requirements stated herein. Systems Overview: The County currently uses Oncore as the ROD line of business application. All of the documents are currently stored in a TIFF format.

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Document Management The county currently utilizes a content management system for it ROD solution that is built into the current solution for the storing of documents electronically within the Register of Deeds. The County uses Hyland’s OnBase for its content management solution outside of the ROD solution. We have NO intention of replacing the OnBase system as our enterprise content management system, but would entertain proposals using OnBase as the document repository.

GIS Overview The County has made a significant financial and manpower investment and commitment to the development of its' GIS. To the extent that all new and future applications deployed by the county shall be GIS centric and must read and write to the existing system and data models. The county stores all of its spatial data in ArcGIS 10.5. It is the County's intent to continue current with its upgrading of its "Arc" system path. All future (including software received as part of this RFP) shall mirror the upgrade path with ESRI and shall notify the County of the upgrade timelines subsequent to ESRI notification so as not to create issues regarding standard upgrades with the "Arc" upgrade path.

The County currently maintains internally the following datasets:

Public Safety Parcels Jurisdictions Planimetrics Streets Contours Digital Orthophotography Legislative datasets, along with numerous regionally based datasets.

The county desires integration with GIS throughout all county operations. Preference will be given to solutions that demonstrate integration capabilities with ESRI ArcGIS environments.

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Implementation Services

As part of this RFP, implementation services for the setup, data migration, training and deployment shall be provided. Implementation services selection shall be directly related to the software solution being recommended. Selection of implementation provider shall provide references of similar installations and deployments of proposed software solution.

As part of the proposal, a proposed work plan (describing the approach used, staff involvement requirements and recommended implementation order) should be outlined along with timelines for the software implementation. It should be taken into account that the Horry County IT/GIS staff will be very involved in the implementation. The implementation plan should include train the trainer sessions, review and recommendations regarding existing workflow processes, and possible implementation of new processes based on the capabilities of the software.

Each proposal should include qualifications and experience with data migration issues, (if deemed necessary by the County). Additionally, hardware recommendations and relationships with vendors should be included in response, regarding hardware that may need to be acquired to fully implement software application.

Implementation of the software shall include tuning of the system configuration to meet the current needs of the County, along with training to allow County staff to configure system for future growth. Implementation team shall provide Horry County with a complete set of documentation regarding software configuration pertinent to the County, apart from online help provided as part of software selected.

The selected proposer shall be prepared to begin negotiations providing a shopping cart approach to the project scope. All or portions of the software solution may be selected for implementation.

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The successful Proposer will be expected to enter into a contract with Horry County Government, similar to the sample contract attached to this solicitation. The resultant contract from this RFP will incorporate by reference this RFP document in its entirety and the successful proposer’s response to this RFP, as well as any negotiated terms and conditions. The successful proposer will be expected to work with multiple Horry County Departments in order to provide the services indicated in the scope of work.

C. SCOPE OF WORK

I. Specifications:

The existing volumes of revenue and recordings are reflected in the following table:

The graph below depicts a history of recorded and other fees received by the ROD, as well as the total documents recorded. Data is as reported to Plante Moran by the ROD.

Register of Deeds Revenue 2009 - 2016

Description

STATE/COUN

ACTUAL 2009

ACTUAL 2010

ACTUAL 2011

ACTUAL 2012

ACTUAL 2013

ACTUAL 2014

ACTUAL 2015

ACTUAL 2016

RECORDING INCOME COUNTY 2,237,852 2,306,552 2,150,969 2,186,940 2,581,598 2,994,517 3,571,500 3,852,041

FEES - RECORDING COUNTY 1,549,655 1,345,379 1,347,748 1,588,841 1,663,742 1,670,127 1,786,559 1,785,710FEES - COPY COUNTY 593,134 564,650 558,783 582,843 629,128 537,185 695,849 702,941FEES - OTHER ESCROW COUNTY 59,162 89,301 588,727 706,586 633,748 565,333 447,282 299,909FEES - TOTAL COUNTY 2,201,951 1,999,330 2,495,258 2,878,270 2,926,618 2,772,645 2,929,690 2,788,560

TIMELY FILING INCOME STATE 158,684 163,555 152,523 155,073 183,058 212,338 253,247 273,145

Totals 4,598,487 4,469,437 4,798,750 5,220,283 5,691,274 5,979,500 6,754,437 6,913,746

Total Documents Recorded 150,260 130,657 128,553 142,085 153,410 153,019 163,657 158,370

The selected system should be designed not only to handle these volumes, but should be sized to provide for similar consistent growth in document recordings.

The existing system is used by three (3) varied user communities. A new solution should support the following communities:

1. Staff View. This interface allows staff to conduct all scanning, recording, quality control, and indexing functions. User rights control accessibility to perform certain tasks.

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2. Online View. This allows for viewing by public. This view has limited functionality and while it is likely useful for researchers who are involved in limited searches, those who conduct searches regularly prefer to use the terminals available in the Courthouse (see below). Its use is limited by a requirement that users open an escrow account with the ROD. In practice, those who use the online view are limited to title researchers who use it to assist their searches prior to visiting the Courthouse.

3. Enhanced View. The County has made available a number of computers in the Courthouse for use by members of the public. This enhanced view includes features that make retrieval of key documents easier including word wrap and the ability to customize sizes of columns. Because of these added features, title companies prefer to visit the Courthouse for much of their work rather than conduct research at their offices. On occasion, they will use the online version at their offices to identify what research is required during a visit to the Courthouse. It should be noted that County staff needing to access recorded documents have access to this view. It is also important to note that Title Searchers using the system are charged a per page cost to print the documents, while county personnel have the ability to view and print with no charge.

The goal of the new system will be to incorporate workflows into the process. It should also:

• Make business processes more efficient.

• Make business processes more effective.

• Improve organization-wide decision-making.

• Improve organizational communication channels.

• Provide enhanced customer service to both internal and external customers.

• Provide improved access to information.

Key Opportunities

There are a number of consistent themes noted throughout each of the process areas in the project scope. Several significant opportunities are summarized below:

1. Increase Integration. The addition of the PIN (Parcel Identification Number) number currently does not add as much value as will be realized if character recognition search functionality is added to the process. The PIN should be incorporated in the database and should be searchable.

2. Enhance Reporting and Analysis. The implementation of a new land records management system will allow for a more intuitive and customizable reporting function, thus allowing for stronger analysis and evaluation of services. As a result, this will allow for concrete evidence of current operational weaknesses and make it easier to correct these inefficiencies.

3. Enhance Audit Capabilities. Audit functions should have increased capabilities. Notably, changes in records might not identify the changes that occurred within that record.

4. Reporting Functionality. The new solution should support SQL SRS for reports.

5. Searching Capabilities. Text searching with the documents would greatly enhance search functionality as would the ability to associate PINs (multiple in some cases) for documents.

6. Financial Export. A complete audit trail and the ability to run ad hoc audit reports for end of the day close out sessions.

7. Consider Increasing Records Available. The existing system has records from 1984 to present. Mortgage images date to 1996 and lien images date to 2006. Some that have been imaged from microfilm are of poor quality. Additional imaging of documents will give a more complete history of records. Since these documents are aging, the County should consider whether to image older documents. As an option Digitization of existing documents will be considered.

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This section identifies the significant issues and unmet requirements that a future system may address as well as denoting opportunities for improving the efficiency of business processes performed at the County. This should not be viewed as a comprehensive list of all system issues and opportunities, but reflect the critical items reported by the County for the legacy system that will be replaced. These significant issues and opportunities, along with other best practice functional requirements for all process areas served by the legacy system and those supported through various side systems, will be included as specifications for a new system in a separate document.

2.1.1 Deed Entry (Recording)

• Intelligent Document Recognition (IDR): Modern land record management systems allow for the ability to automatically index files using one or more fields which appear in a consistent location on a defined template. Applying this process to deeds would eliminate the requirement to search for deed records on the book and page number.

• Flagging Features. On occasion, a key field such as execution date might be missed. The system currently does not flag these missing fields and this feature would be desirable in a new system.

• Scanning. Scanned images are at a 300 dpi resolution..

2.1.2 Quality Control/ Approval

• Blank Pages. Some documents include blank pages that are not necessary as part of the legal recording. Staff indicated a preference that a new system should recognize this and not record the blank page.

• Corrections. On occasion, an error in spelling, legal description, assignee, etc. can be made to files with “blue” indicating added information and “red” indicating deleted information. End users shared that they are not always able to see what was corrected. Specifically, there can be a modified date with no color correction. This is associated with the time during which a correction occurs prior to final TMS stamp from Assessing.

• “Trash Can”. Similar to corrections in general, on occasion, it is easier from a QC perspective to delete the recorded deed and begin again.

• Workflow Status. The status of a document between initial recording and indexing is a feature of the existing system; however, it does not indicate whether the document is in the phase of receiving the TMS stamp from Assessing.

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2.1.3 Indexing

• Search Functionality. The indexing staff appreciate that the existing system quickly references common codes so that as the first few letters are typed in, it retrieves likely candidates so that the entire field does not need to be typed.

• Copying Capabilities. Often, several transactions are associated with the same seller or buyer. While it is possible to copy a search within a transaction, it is not possible to copy from one transaction to another. The ability to copy previous information into new transactions would increase efficiency.

2.1.4 Title Search

• Research. Title company participants emphasized the ease with which a search can be conducted. Specifically, bouillon keyword searches simplifies the ability to find pertinent documents.

• Search Criteria. Currently, when researchers switch books, the system will clear the criteria so that the search criteria needs to be re-entered.

• Search Reports. The ability to move columns from retrieved information was viewed as an asset by end users. Word wrap was another feature that is appreciated.

2.1.5 Retrieval

• Shopping Cart. Title company participants identified the ease of the shopping cart feature. They emphasized that on many occasions, there are only specific pages to a document that are pertinent and the ability to add the specific pages is an asset.

• Related Documents. Title companies identified that the related document screen is something unique to Horry.

2.1.6 Account Management

• Agent Name. The existing system allows for staff to create an agent name for heavy users. There are approximately 1200 accounts in use. These accounts are not required to be registered as vendors in the County’s financial management system. There is no desire for this to be required in a future environment.

• Fee Structure. Fees associated with various transactions are coded into the existing system. Reportedly, there are discussions with the State legislature about potentially changing fees for blanket assignments and any future system would need to be able to accommodate future similar changes.

• Escrow Deposit. End users deposit cash or checks into their escrow accounts by direct interaction with a cashier. Online account management via credit card is not a feature that is currently in use. The heavy users who were interviewed (title company representatives) did not view online account management as a desired feature.

• Subaccount Management. Staff would like the ability to have subaccounts so that multiple title company employees can use the same escrow account but have their use tracked separately. ROD leadership indicated a preference for this functionality as well. When asked, title companies saw less value in this feature, although the discussion related to benefits of this function were limited.

2.1.7 Cashiering

• Transaction Management. Currently, fees are received with transactions. These are usually in the form of checks in the mail. Staff enter check information into the transaction in the existing system which produces a total for the till at the end of the day.

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• Till Balancing. Staff reported that they balance their tills at the end of the day and then the next morning, the staff accountant balances all tills before scanning work begins.

• Deposit. After an accountant balances the tills, the transactions for the previous day are entered en masse into the County’s financial system as revenues and the checks are taken to the Treasurer for bank deposit and reconciliation.

• Credit Card Transactions. Currently, the ROD does not accept credit card transactions. ROD leadership and end users would prefer it if this would be made available. Currently, County Finance prefers to continue to not allow credit card transactions.

• Suspension. Some transactions have errors that are identified after the transaction begins. For these, staff would like to have the capability of printing the receipt for the customer while corrective action is identified so that the customer is not left waiting.

2.1.8 Workflow Opportunities

• Probate Court. Currently, Probate Court uses an excel spreadsheet to track transactions that are related to court actions. Because Probate Court did not participate in interviews, the details of this document are unclear. There might be opportunities for workflow.

• Tax Sale. As part of the Treasurer’s research for delinquent tax sale, they reference mortgages, liens, etc. in order to notify interested parties in the delinquent account. These are printed out then hand-keyed into a file for evaluation and follow-through. The opportunity for a report of this information should be considered in a new system.

• Attach Parcel ID. The primary workflow opportunity exists in the Assessor’s Office and the addition of the TMS number which acts as a parcel identification. Currently, once an instrument is recorded, a workflow queue appears for the Assessor staff. In a dual screen setup, staff examine the recording, retrieve the parcel information from the CAMA system, take the TMS from the CAMA system, and hard code this as an image over the recorded instrument. This image over an image replaces the original document on the server. This allows for the CAMA system to be used to research parcel information but currently, the TMS is not a searchable field in the existing system. The process map below depicts the key handoff.

2.1.9 General Technical

• Flagged Transactions. ROD management runs an Excel report for flagged transactions every Monday. This report is used to track staff errors. Its source is supervisors who enter the issue into an Excel spreadsheet. A new system should be able to notify customers of receipts.

• Queue List “Bloat”. While uncommon, some transactions are abandoned. The details associated with these transactions remains in the system. Over time, this has led to

Deed Registration Process

Register of

Deeds

Assessor

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approximately 90,000 files in suspense. Removing this information would allow for the database to appear more reliable and increase reporting functionality.

• Overrides. Some overrides do not require supervisor approval, such as rescanning an image. These count as overrides in reports and are referred to as “silent overrides”. This indicates that grades of error are not easy to discern through the reporting capabilities. In addition, some rescans can override the incorrect document due in part to the ease with which the existing system allows these overrides to occur.

• Hyperlinks. The ability to hyperlink related documents (such as the addition of a property description) is limited in the existing system. As an example, a mortgage satisfaction will reference the initial mortgage; however, the original mortgage will not reference the satisfaction.

• Barcoding. Some ROD operations use barcodes on documents to act as a source of indexing, retrieval, and cashiering. Horry County does not.

II. Requirements:

Requirements are contained within Appendix A

III. RFP Response Requirements:

Your submission MUST include:

Cover Letter to include: o Company or corporation name, street and mailing addresses, the responsible

officer(s) of the firm. Indicate the type of company (i.e. Sole Proprietor, Corporation, Limited Liability Corporation, Partnership etc.)

o Names of all owners and/or corporate officers. o Identify contact person and provide telephone, fax, email address. o Date and state of incorporation (if applicable). o Signature of company officer(s) authorized to obligate the firm.

Proposal Bond (and Power of Attorney if Surety Bond is used) Non-collusion Affidavit Acknowledgement of Addenda (even if none, submit form) Anti-Lobbying Form Debarment & Suspension Drug-Free Workplace IRS W-9 Form Copies of all required licenses Legal/ Pending Litigation Statement Proposed Solution with Pricing Sample Software License and/or Maintenance Agreements, if applicable

The County does not desire voluminous submissions; therefore, please limit your presentation to only essential information. By submitting a proposal, your firm agrees to the terms and conditions stated herein unless explicitly stated otherwise in your response to this RFP.

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D. EVALUATION CRITERIA On the time/date established for receipt of proposals, only the name of proposers will be read aloud. An evaluation committee will be convened to evaluate and score proposals received. The following criteria shall be used by the committee and are weighted as shown.

Proposals will be evaluated and independently scored based upon the following factors:

# Evaluation Criteria Weight 1. Business Functionality 40% 2. Similar Size Deployments 20% 3. Public Access / Operations 20% 4. Workflow 15% 5. References 5%

Award of contract will be made to the Proposer or Proposers whose proposal is deemed to be most advantageous to the County, considering all of the evaluation factors. This decision shall be the sole judgment of Horry County.

-END OF RFP NARRATIVE-

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Required Form

E. PROPOSAL BOND

KNOW ALL MEN BY THESE PRESENTS, that we, the undersigned

__________________________________________________as Principal and,

__________________________________________________as Surety, are hereby held and firmly

Bound unto HORRY COUNTY, OWNER in the penal sum of _________________ for the payment of

which, well and truly to be made, we hereby Jointly and severally bind ourselves, our heirs, executors,

administers, successors, and assigns. Signed, this _______________ day of ______________, 2015.

The conditions of the above obligation is such that whereas the Principal has submitted

_________________to Horry County certain PROPOSAL, attached hereto and hereby made a part

hereof to enter into a Contract in writing for furnishing the following Goods, Services and Other

Services:

NOW THEREFORE,

(a) If said Proposal shall be rejected, or in the alternate, (b) If said Proposal shall be accepted, and Principal shall execute and deliver a Contract in the

Form of Agreement attached hereto (properly completed in accordance with said proposal) and for the payment of all persons performing labor or furnishing materials in connection therewith, and shall in all other respects perform the agreement created by the acceptance of said PROPOSAL, then this obligation shall be void, otherwise the same shall remain in force and effect; it being expressly understood and agreed that the liability of the Surety for any and all claims hereunder shall, in no event, exceed the penal amount of this obligation as herein stated.

The Surety, for value received, hereby stipulates and agrees that obligations of said Surety and its Bonds shall be in no way impaired or affected by any extension of the time within which the Owner may accept such PROPOSAL; and said Surety does hereby waive notice of any such extension.

IN WITNESS WHEREOF, the Principal and the Surety have hereunto set their hands and seals, and such of them as are corporations have caused their corporate seals to be hereto affixed and these presents to be signed by their proper officers, the day and year first set forth above.

Principal _____________________________________(L.S.)

Surety _____________________________________

By:__________________________________(SEAL)

(1) Date of Bond must be same date as PROPOSAL

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(2) Bond must be signed or countersigned by Surety’s proper South Carolina Resident Agent. Date of Power‐of‐Attorney shall be same date as date of Bond.

(3) If a Partnership, all partners shall execute Bond.

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Required Form

F. NON‐COLLUSION AFFIDAVIT (This Affidavit is Part of the Proposal)

STATE OF ________________________________) ) COUNTY OF ______________________________) _______________________________________________________________________ being first duly sworn, deposes and says that he/she is _______________________________________________________________________ (Sole owner, a partner, president, secretary, etc.) of _____________________________________________________________________ the party making the foregoing Proposal that such Proposal is genuine and not collusive or sham; that said Proposer has not colluded, conspired, connived, or agreed directly or indirectly, with any Proposer or person to put in a sham Proposal, or that such other person shall refrain from offering and has not in any manner, directly or indirectly sought by agreement or collusion, or communication of conference, with any person, to fix the proposal price of affiant or any other Proposer, or to fix any overhead, profit or cost element of said proposal price, or that of any other Proposer to secure any advantage against OWNER any person interested in the proposed Contract; and that all statements in said Proposal are true; and further, that such Proposer has not, directly or indirectly submitted this proposal, or the contents thereof, or divulged information or date relative thereto to any association or to any member or agent thereof. _____________________________________ (Proposer) Sworn to and subscribed before me this _______ day of ___________________, 20_____. ________________________________ State ______________ County _______________ Notary Public in and for My commission expires _____________________________________________, 20_____.

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Required Form

G. ACKNOWLEDGEMENT OF ADDENDA

Proposer hereby acknowledges receipt of all Addenda through and including:

Addendum No. ____________________, dated ________________.




Company ____________________________________________________________

Authorized Signature ___________________________________________________

Print Name ___________________________________________________________

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Required Form H. PROFESSIONAL SERVICES CONTRACT

No. _________________ This Contract for Professional Services (“Contract”), with an effective date of____________, is hereby

entered into between HORRY COUNTY, a political subdivision of the State of South Carolina, whose

Administrative Office is at 1301 Second Avenue, Conway, SC 29526 (“County”); and

______________________________ (“Provider”), a corporation organized and existing under the laws of

the State of _______________ and authorized to conduct business in the County of Horry and in the State

of South Carolina.

1. GENERAL TERMS OF CONTRACT:

1.1. Headings: Headings to paragraphs in this Contract shall not interpret or alter the meaning of

the words in the respective paragraph, nor any other provision of this Contract.

1.2. Time of Performance: The timely performance by Provider of the services described in this

Contract is of the essence, and shall commence on the Effective Date. Failure to perform

timely, except for cause occasioned by Act of God, shall permit County to declare this Contract

voided and of no further effect.

1.3. Arbitration: This contract is not subject to arbitration.

1.4. Dispute Resolution: If the parties hereto cannot settle any difference arising between them

without litigation, any such litigation shall take place in the South Carolina Circuit Court in

Conway, South Carolina.

1.5. Merger, Amendment, and Waiver: This Contract contains all the terms of all agreements, oral

or written, between the parties, and is the only document containing all such terms. This

Contract merges all prior contracts, agreements, and understandings between County and

Provider concerning the scope of work described herein. The Scope of Services described in

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this Contract, and all other terms of this Contract, shall not be amended or varied except by a

written instrument signed by a duly authorized signatory of County and Provider. Forbearance

by County from enforcing the strict terms of this Contract shall not be a waiver of any other

term of this Contract, nor shall such forbearance entitle Provider to rely upon such forbearance

in the event of another similar breach by Provider of the terms of this Contract. Any variance to

the terms of this Contract shall be attached as an Exhibit hereto, and shall have effect as from

the effective date thereof as set forth on such Exhibit.

1.6. Compliance with EEOC and other State and Federal Laws: To the extent set forth in the

respective statutes, Provider shall comply with the provisions of:

1.6.1. Title VII of the Civil Rights Act of 1964;

1.6.2. Age Discrimination in Employment Act of 1967;

1.6.3. Title I of the Americans with Disabilities Act of 1990;

1.6.4. Equal Pay Act of 1963;

1.6.5. Fair Labor Standards Act of 1938;

1.6.6. Immigration Reform and Control Act of 1986;

1.6.7. South Carolina Payment of Wages Act, S.C. Code §§ 41‐10‐10 et seq.;

1.6.8 South Carolina Worker’s Compensation Act, S.C. Code §§ 42‐1‐10 et seq.;

1.6.9 South Carolina Illegal Immigration Reform Act, including without limitation Chapters

14&29, Title 8, and Chapter 8, Title 41, S.C. Code of Laws;

1.6.10 Part 681, Title 16 of the Code of Federal Regulations, Sections 114 and 315 of the Fair

and Accurate Credit Transactions Act (FACTA) of 2003; the South Carolina Act 190 of 2008;

Financial and Identity Theft Protection Act; and the Horry County Privacy / Identity Theft

Policy.

1.7. By entering into this Contract, Provider affirmatively warrants that Provider is currently in

compliance with such laws, and further warrants that during the term of this Contract, Provider

shall remain in compliance therewith.

2. SCOPE OF SERVICES:

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2.1. Provider shall perform those tasks set forth in Exhibit “A”, attached hereto and incorporated

herein by reference. The anticipated scope of work shall be considered the minimum service to

be provided under this Contract. If any term contained in Exhibit “A” shall conflict with any of

the terms of this Contract, then such term as set forth on Exhibit “A” shall not bind County.

2.2. All services to be performed by Provider under this Contract shall be performed within the

term set forth on Exhibit “A”, not to exceed five (5) years.

3. PAYMENT FOR SERVICES:

3.1. The costs of services are set forth in Exhibit “B” of this Contract. The total projected cost of

$__________ shall be a guaranteed maximum price (GMP) for the services to be provided.

Provider’s invoice to County will be on a basis of net 30 days after receipt by County of invoice.

3.2. Services not included in the Scope of Services constitute additional charges to County, at rates

and intervals to be agreed upon between County and Provider in a written Amendment

executed by both parties prior to the performance of such services.

4. WARRANTIES OF PROVIDER AND COUNTY:

4.1. County warrants that:

4.1.1. County has the lawful authority required under State law and County’s Ordinances to

enter into and perform this Contract;

4.1.2. County shall not offer employment to any employee of Provider for a period of two (2)

years after the termination, except for cause, of this Contract.

4.2. Provider warrants that Provider has:

4.2.1. All necessary licenses and consents required for Provider to enter into and fully perform

the Scope of Services set forth on Exhibit “A”, and is in good standing in the State of South

Carolina;

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4.2.2. All required insurances, including Worker’s Compensation Insurance and General

Liability Insurance, to indemnify County against any and all claims arising under or as a

result of the performance of this Contract, in at least the following amounts (or in those

amounts, if specified, as set forth in County’s Invitation to Bid or Request for Proposals,

that formed the basis of the Scope of Services of this Contract):Worker’s compensation

shall include a minimum limit of $100,000 per accident and comprehensive general liability

coverage shall provide minimum limits of liability of $1,000,000 per occurrence Combined

Single Limit for Bodily Injury and Property Damage. This shall include coverage for

premises/operations, products/completed operations, contractual liability, errors and

omissions (professional liability), independent contractors and vehicles used in

premises/operations. Insurance shall indemnify County against any and all claims arising

under or as a result of the performance of the contract. The County shall be named as an

additional insured on all liability policies. The County must be provided with notice prior to

cancellation, modification or reduction in limits of any stipulated insurance.

4.2.3. No conflict of interest with any other contract with a third party that might cause a

claim to arise against County by the entry into or performance of this Contract by

Provider.

4.3. Provider warrants that Provider shall throughout the term of this Contract:

4.3.1. Perform all tasks required under the Scope of Services with a degree of skill and care of

reputable members of the same profession in South Carolina;

4.3.2. Maintain all insurances required by law or this Contract, including worker’s

compensation, premises liability, general liability, and professional malpractice coverage in

those amounts set forth herein;

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4.3.3. Properly withhold from all wages, commissions, salaries, and fees paid by Provider to

third parties or employees, agents, or sub‐contractors of Provider, all amounts required by

State or Federal law to be withheld for or on account of taxes, social security payments, or

other withholdings mandated by law or regulation;

4.3.4. Ensure that any third party, employee, agent, or sub‐contractor of Provider shall comply

with the terms of this Contract concerning employment discrimination, insurances, and

withholdings, so far as concerns this Contract;

4.3.5. Comply with all lawful demands made pursuant to the South Carolina Freedom of

Information Act, S.C. Code § 30‐4‐10 et seq. or the Federal Freedom of Information Act, 5

U.S.C.S. § 552;

4.3.6. Make no offer of employment to any County employee for a period of two (2) years

after the termination of this Contract.

5. OWNERSHIP OF PROJECT MATTER:

Unless otherwise agreed between County and Provider, and approved by County’s attorney:

5.1 All plans, reports, surveys, and other professional work product of Provider concerning this

Contract (but not internal working files, drafts, memoranda, and equipment) shall become the

property of County during and at the completion or termination of this Contract;

5.2. All materials supplied or loaned by County to Provider during the term of this Contract shall

remain the property of County;

5.3. All intellectual property provided to County by Provider and originating from this Contract shall

become and remain the property of County, and Provider shall not, without the written

consent and license from County, use such intellectual property for another commercial

purpose;

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5.4. County shall not become the owner, assignee, or licensee of any standard routine, programs,

development tools, techniques, interfaces, texts, or other work existing prior to the date of this

Contract that may be used by Provider in providing the services or intellectual property subject

to this Contract, except as may be specifically agreed in writing between the parties.

6. EARLY TERMINATION OF CONTRACT:

County and Provider shall have the right, upon sixty (60) days written notice, to terminate this

Contract, and thereafter County shall have no obligation to pay for services provided to County

except up to the effective date of termination of this Contract. In the event Provider exercises its

right to terminate this Contract, Provider will not cease services for a reasonable period of time, not

to exceed One‐Hundred Twenty (120) days, to allow County to procure another provider.

7. INDEPENDENT CONTRACTOR STATUS:

Provider shall not, by entering into this Contract, become a servant, agent, or employee of County,

but shall remain at all times an independent contractor to County. This Contract shall not be

deemed to create any joint venture, partnership, or common enterprise between Provider and

County, and the rights and obligations of the parties shall not be other than as expressly set forth

herein.

8. NOTICES TO PARTIES:

All notices to each party to this Contract, except routine notices of performance of the Scope of

Services during the Contract term, shall be in writing, and sent as follows:

8.1. To County: 8.1.1. _________________________ _________________________ _________________________ _________________________

with a copy to: Horry County Attorney

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1301 Second Avenue Conway, SC 29526 (Tel: 843‐915‐5270; fax 843‐915‐6270)

8.2. To Provider:

8.2.1. _________________________ _________________________ _________________________ _________________________

with a copy to:

_________________________ _________________________ _________________________ _________________________

8.3. Form of Notice: All notices required or permitted under this Contract shall be effective:

8.3.1. On the third (3rd) business day after mailing by depositing the notice in the United

States Mail, certified mail, return receipt requested, postage prepaid, addressed as set

forth above; or on the day of receipt of such notice (whether by mail, courier, hand

delivery, or otherwise), whichever is the earlier date of receipt; or

8.3.2. On the first day after receipt of a facsimile transmission of the written notice, with

delivery confirmed, provided that such notice is also thereafter sent by first class mail as

set forth above.

9. INDEMNIFICATION AND HOLD HARMLESS AGREEMENT:

The Provider will indemnify and hold harmless the County and its agents and employees from and

against all claims, damages, losses and expenses, including attorney's fees arising out of or resulting

from the performance of the Work provided that any such claims, damage, loss, or expense is

attributable to bodily injury, sickness, disease or death, injury to or destruction of tangible property,

including the loss of use resulting therefrom, and is caused by any negligent or willful act or

omission of the Provider, and anyone directly or indirectly employed by it or anyone for whose acts

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any of them may be liable. In any and all claims against the County or any of their agents or

employees by an employee of the Provider, and anyone directly or indirectly employed by any of

them, or anyone for whose acts any of them may be liable, the indemnification obligation shall not

be limited in any way to the amount or type of damages, compensation or benefits payable by or for

the Provider under the workman's compensation acts, disability benefit acts, or other employee

benefit acts. The obligation of the Provider under this paragraph shall not extend to the liability of

the County or its agents or employees arising out of reports, surveys, change orders, designs, or

specifications that are un‐attributable to the Provider.

10. ASSIGNMENT:

Provider shall not assign, permit the assumption of or in any manner transfer any interest in this

Contract, or any part thereof, without the prior written consent of the Lessor. If Provider assigns,

permits the assumption of or in any manner attempts a transfer of its interest in this Contract,

County, in its sole discretion, may declare this entire Contract null and void.

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IN WITNESS WHEREOF, the parties have executed this Contract in three (3) originals, each of which shall be deemed to be an original on the Effective Date first above written. Provider: By (signature): ___________________________________ Date: _______________ Print Name: _____________________________________ Title: _________________________________________ Witness: _______________________________________ County: By (signature): ___________________________________ Date: _______________ Print Name: _____________________________________ Title: _________________________________________ Witness: _______________________________________

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Response

Requirement System Requirements Code Explanation or Comment

GENERAL REQUIREMENTS

The System Solution shall support a multi-tiered architecture with a Web-based interface for at least on-site public and remote access. The website must offer both public and secure login account with the ability to track minutes logged in for billing.

2

The System solution must support access to repositories and workflow functionality over the Internet and the Counties local area network (LAN) and the County's wide area network (WAN).

3 The System solution must support mirrored servers.

4

The System solution shall be available 7 days a week, 24 hours a day, except during regularly scheduled maintenance windows.

5

The System solution shall be capable of supporting primary and secondary redundancy. The secondary server, if available, will serve as a backup, in the event of a primary server malfunction.

6Scalability: The System solution System shall be scalable to the number of users, retrieval volume, and document storage.

8 The System solution must support Microsoft Windows 10.

9

The System solution must support access to the document repository (database) and workflow functionality through Safari, Edge, Chrome, Netscape Navigator, and other industry-standard browsers.

10The System solution must support integration with Microsoft Exchange 2013 or higher as an email interface.

11

Ability for the system solution to integrate to the currently deployed copy account solution called "Quick Key". This solution is a dongle-based solution for public printing. Or provide a built in alternative.

2 Database

2The System solution shall use Microsoft SQL Server 2012 or higher as the relational database management System.

2 2The ability to add new fields to the database without requiring reorganization of the database.

2 3 Allow for alphanumeric and long zip codes (foreign countries).

2 4 Minimum field size of 80 characters for names.

2 5Ability to have multiple links to previous documents. Links should go both ways (forward and backward) and should display on all searches.

Horry County Government, South Carolina

Register of Deeds System

Appendix A: System Requirements

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2 6Additional data elements to be stored with agent address information should include a flag to indicate 'Will-call' agent and a field for call box number.

2 7 Book types should be 3 characters.

2 8Include necessary fields for Property Appraiser Interface and electronic transfer on recording Indexing, and Verifying screens.

2 9Include mail-back date field to be viewable on the document detail screen. A single range based on mail-back date by supervisor should populate this Field.

2 10

Include a table that will include standard performance requirements per function. For example, recording requirements would be set at a certain number of documents recorded per hour.

2 11Process to archive expired data from non-official tables. For example, old receipt data.

2 12Automatically collect information regarding mail-back data. Such as the return date, user id, receipt number and CFN range.

2 13 Track undeliverable mail and reason.

3 Administration

3

With proper authorization, the System shall allow a user to easily modify System parameters, which affect operations of System. The System shall provide user maintained tables for system parameters.

3 2The System shall be completely table-driven with no need to change code to control processing if table entries are added or deleted.

3 3The System shall create an audit trail record with transaction number for all transaction/entries performed and associate the appropriate user to the transaction.

3 4The System shall date/time stamp all transactions (i.e. date/time created, create user, date/time modified, maintain user, status).

3 5 The System shall allow users to define default values for all entry fields.

3 6 Book Type (e.g. OR, Plat, Map, etc.)

3 7 Document Type (e.g. affidavit, deed, mortgage, etc.)

3 8 Party Type (e.g. grantor, grantee, plaintiff, defendant, owner, etc.).

3 9 State Fees.

3 10 Recording Fees.

3 11 Consideration Amount (e.g. transfer sale amount).

4 Performance and Reliability

4 The recording application shall support all user transactions in a timely manner.

4 2 The recording and indexing application shall support the execution of queries in a timely manner.

4 3 The System solution shall provide concurrent access for multiple users.

4 4The ability to complete ALJ administrative functions (i.e. report generation and printing) without causing System degradation, particularly slowdown of response time.

4 Search retrieval times for index and image.

4 5 A qualified search returning less than 500 names should take less than three seconds.

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4 6 CFN/Book and Page searches should take less than two seconds.

4 7 Response time to retrieve an image should be 3 seconds or less.

4 8 User modifiable table driven controls to limit problem search criteria that result in long searches.

4 Document recording/scanning/indexing/verifying times

4 9

Recording Land Documents. Scenario-Entering Document Type, Number of Pages equal to 3, Number of Names equal to ( Appraiser data retrieval), first direct and indirect names, Agent with Agent Look-up, Considerations, document source, number of certified copies, payment information, print a receipt, stamp all pages of document with appropriate recording information, and endorse the check Bench Mark - a receipt containing 5 documents will be recorded in less than or equal to 10 minutes.

4 10 Scanning Documents

Bench Mark-12 documents will be scanned in 6 minutes.

4 11 Indexing Documents

Scenario-Entering all relevant information from court papers and recording land documents (85 a and b above) scenarios. This includes retrieving associated document image, displaying recording information, indexing names, legal information, case number, and grantee mailing address.

Bench Mark-12 documents will be indexed in 10 minutes or less.

4 12 Verifying Documents

Scenario-Key verifying all relevant information from court papers and recording land documents (85 a and b above) scenarios. This includes retrieving associated document images, displaying recording information, indexing names, legal information, case number, base code and modifiers and grantee mailing address.

Bench Mark-12 documents will be verified in 10 minutes or less.

4 13Search system should accommodate unlimited users querying the database for a span of one minute and maintain response times specified in the above section.

4 14

Search system should accommodate a peak of unlimited users querying the database for a span of one minute without system failure.

4 15The scanning process, including writing to current media, integration to database, should accommodate a minimum of 10,000 document pages in an eight hour day.

4 16

Recording system should accommodate 40 recorders concurrently recording documents and maintain response times specified in the above section.

4 17Indexing system should accommodate 40 indexers concurrently indexing documents and maintain response times specified in the above section.

4 18Verifying system should accommodate 40 verifiers concurrently verifying documents and maintaining response times specified in the above section.

4 19Scanning system should accommodate 25 scanners concurrently scanning documents and maintaining response times specified in the above section.

4 20The system should be capable of performing all of the above tests concurrently maintaining specified response times with a cumulative number of users

4 21The system should accommodate a peak of 98 users (75 + 30%) performing all of the above tests concurrently without system failure.

5 Ease of Use/Flexibility

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5

If a full name (of other than an individual) is keyed, the system should correct those names (words - 2nd and

after) that were supposed to have been abbreviated. Ability to tum option off and on at will.

5 2 Edit check for all necessary data before allowing exit from document

5 3 Ability to insert a character in a name.

5 4

Ability to print document return labels/envelopes as needed. Ability to print labels in batches by Recorder ID by date range, receipt range, source, CFN range, date range or to print single document labels.

5 5

Ability to reprint receipt any time after it is created. The receipt should be able to be accessed from CFN, transaction number, and receipt number.

5 6 Ability to jump to and return from any module in the system.

5 7

Automatically format phone numbers, zip codes, etc. for display and reports, Example: phone number entered as 8439155430 will display as (843) 915-5430

5 8

For all application errors, and for system error conditions, which can be reasonably ''trapped", the error recovery process should prevent users from being 'kicked out' of the system.

5 9 Error messages should be geared to non-technical users.

5 10 Ability to rotate, zoom, print and request document images.

5 11 Labels should include source code, and CFN range, User ID

5 12 Ability to link and view detailed information from module to module.

5 13 Consistent method of accessing and using similar options. For example: printing.

5 14

Ability to create and print agent transmittals with bar codes and corresponding mailing label(s) including separate transmittals for escrow agents and any other type of specialized agent. These transmittals should be able to be printed by individually or batches by agent code, agent name, or type of agent (Example escrow or deferred).

5 15 Provide print server application to handle all system driven printing.

5 16 A key stroke equivalent of any function that can be performed by point and click, including:

Lookups

Suspending Documents

Get next doc (recording, indexing, verifying) Editing doc stamp or intangible tax

Toggling back and forth between payment and entry in recording

Aborting (exit without update)

Jumping to legal or case number

Displaying docs and names

5 17 Function keys should be provided that have following functionality:

Ability to view first, last, next, or prior page.

Ability to auto scroll to top or bottom of corresponding image while focus is on entry fields.

Ability to move to different fields (areas) within recording or indexing screen.

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5 18 Consistent non-cumbersome navigation capability.

5 19 Ability to redirect print to available printer

5 20 Ability to record and index at remote locations by authorized CFN's.

5 21 The application shall allow hot keys or mouse use to jump directly to desired functions.

5 22

The application shall allow hot keys to be set/determined by the County. (e.g. If the users are already familiar with F9 to scan, they can apply the same hot key in the new system to reduce the learning curve).

5 23 The ability to use TAB or ENTER key to progress through fields on screens.

5 24

The application shall have the ability for data entered to be validated against valid entry values during verification and a result in an error message displayed if verifier's values do not match indexers values.

5 25

All processes should be able to be accomplished within a single application screen. Users should not have to log in and out of separate modules to access various processes (e.g. scanning, indexing, verifying).

5 26

The ability to allow users to add/remove selected entry fields for specific document types (e.g. Ability to add 'consideration' field to Deed and remove 'consideration' field on Affidavits).

5 27

The ability to allow users to create custom named entry fields for specific document types. (e.g. direct/reverse can be customized to say Grantor/Grantee or Mortgagor/Mortgagee and Comments).

6 Reliability

6 Provide recovery process requiring no manual validation of data values.

6 2 Provide a test system for new features and releases.

6 3

Capability to create training, testing, and certification systems This system should provide the ability to create and store these tests for future reuse on demand.

6 4

Ability to perform volume/stress testing. Data volumes simulated should reflect volumes anticipated two years after the primary system installation. Recording volume growth is estimated at 10% annually

6 5

A data entry screen which tracks current activity which includes current scanning date, current drop off date, current express and current indexing date completed and verified and search request date. This information should be carried over to the WEB daily.

7 Accessibility

7 A unlimited number of on‐site public stations.

7 2 Public should not have the ability to close the session.

7 3 Internet/Intranet enabled search with a user modifiable limit on the number of concurrent users.

7 4 Internet search should have printing button.

7 5

Internet search should have a method to notify users when search is going to be out of service. This should include a screen that allows administrators to set a clock for when search will be available and will automatically go down and up according to that setting.

7 6Ability to service download requests of daily electronic index information. Ability to turn option on and off at will.

8 System Security

8 Secure image integrity.

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8 2

Internal application administered by the user. Security should be on module level as well as functions within module. Security should be based on individuals and/or individuals role, i.e. indexer, verifier, etc.)

8 3 Secure indexed data.

8 4 The application shall require users to enter user IDs and passwords to gain access.

8 5 The application shall hide passwords in Administrator accessed tables within system interface.

8 6 The application shall have varying levels of access permissions.

8 7 The ability to base security levels on process, job classification, document type filters, and function.

8 8 The application shall permit users to change their passwords as required.

8 9 The application will 'lockout' if the user enters an invalid ID/password three times consecutively.

8 10 The ability to provide custom toolbars showing only those functions necessary for user's assigned tasks.

8 11A report that will compare the number of party table records to the name count field in the document for a CFN range by user.

8 12 Provide on-line audit logs.

8 13 Audit changes to system control tables including user‐ids and dates.

8 14 Average screen response time less than or equal to one second for all non-search screens.

9 System Control

9 User control of system parameters and tables including, but not limited to:

Agent information Fee codes Common names

Security information Document Types

CFN, Book/Page, Receipt numbering controls

Operator information

10 Online Help and Documentation

10 Vendor must provide training manuals for all aspects of the solution.

10 2 All documentation must be provided in printed and online format.

10 3 The System shall contain application accessible help files for internal and public search users.

10 4 Online help shall have an index and table of contents for quickly finding a subject.

10 5

Solution shall provide the ability for the county to customize online help available. These changes can be accomplished within the county.

10 6 Vendor shall provide a single comprehensive manual containing all documentation required by users.

10 7

If "help" is requested in conveyance fields, a name table, alphabetically sorted by long (unabbreviated) name

should appear, with a corresponding code.

10 8

When a name is selected from the conveyance help, the correctly abbreviated version should automatically replace the selected name.

10 9

A list of document descriptions should be displayed when "help" is requested in the document code field, in

alphabetical order by description rather than by code.

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10 10

A narrative on document description as to characteristics and requirements for recordability should be obtainable when "help" is requested while in the document description table, for the document currently highlighted.

10 11

User friendly alpha search with display of a large number of agent names and addresses at one time, Display full agent detail screen. This help screen should be available during all processes.

10 12 Drop down boxes for common legal and common names.

10 13

Create an "on-demand Cue Card" style interactive help system for training and new users. The help will be field context sensitive.

10 15

Ability to retrieve the appropriate document base code from an unlimited number of alternative document names. (For example, the ability to look up "Deed of Trust", "Hypothecation Agreement" or "Mortgage" and find that they all are the same document code "M".)

10 16 Integrated help for customer inquiries including calculation of fees.

10 17 All drop down list boxes, and help routines, should, allow the user to enter letter(s) in order to access a selection.

10 Internal Staff User Documentation Including

10 18 Logon and logoff procedures.

10 19 Error messages and their meanings

10 20 System administration documentation including security administration and table maintenance

10 Public User Documentation

10 22 Instructions on how to use the system assuming no knowledge base

10 23 Type of searches available

II INSTRUMENT RECORDING

II 1 Requirements Based On Document Type

II 1 1Ability to qualify recorders for appropriate levels of document complexity and handling requirements. Ability to process e recording.

II 1 2Ability to handle recording of complex transactions and any special handling fees, based on document type.

II 1 3Creation of required journals, forms, notifications, and, in some cases, eventual refunds for these and similar documents.

II 2 Pre-indexing Functionality

II 2 1

Ability to enter first conveyance names during recording with all of the functionality associated with entering conveyance names in Cross Module Functionality and Indexing.

II 2 2

Ability to opt to enter all indexing information during Recording, with all of the functionality available in Indexing. Designate, at the transaction level, to indicate recording or indexing.

II 2 3Ability to correct certain simple errors, such as misspelling or missed check numbers after entry without supervisor assistance with appropriate audit trail.

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II 2 4

Express mail log, drop Mofflog, search request log should be available on line and linked to recorded documents. In other words, when a document is completed on one of the logs, the system should automatically update the log with the recorded date. This can be based on source code plus line item from the log (Refer to Question 1 3,12).

II 3 Document Filing

II 3 1Instrument Number: Generate and assign unique sequential instrument or clerk file numbers (CFN).

II 3 2

Cross Reference Number: The ability to enter cross M reference number for instruments (doc links to related instruments). Once entered, these doc links should automatically become hot links in the public client search and web search engines.

II 3 Instrument Filing: The ability to enter and maintain instrument detail including:

II 3 3 Parties (Name) Minimum of 70 characters (multiple occurrences).

II 3 4 Parties Mailing Address, City, State, Zip Code.

II 3 5 Amount of Consideration (Purchase Price or Property Value)

II 3 6 Reference Number (e.g. case number, federal serial number, district and land lot, etc.)

II 3 7 Comments/legal description

II 3 8 Property Address

II 3 9 Property City

II 3 9B Parcel ID Numbers (allow for multiple)

II 3 10

Common Name Lookup: Upon partial or complete entry of a party, the ability to display existing parties in the database with the same or similar name to determine if that partly already exists in the database and the ability to select that party to populate the appropriate field. Also includes the ability to author-complete as the user enters the name or phrase.

II 3 11

Documents/Receipt Payment: The ability to record multiple documents with multiple payments in a single transaction

II 3 12Source/Return: The ability to identify the delivery method and return method of the Instrument (e.g. walk-in, US Mail, Etc.)

II 3 13

Miscellaneous Papers: The optional ability to enter and scan miscellaneous documents (cover letters/agent transmittals) for internal use only (not available to the public).

II 3 14

Payment Imaging: The optional ability to scan payments (checks) for internal audit use only (not available to the public).

II 3 15

Number of Pages: The ability to enter number of pages for the filed document and upon scanning, the system should verify that the scanned page count matches what the user entered.

II 3 16 Missed Page: The ability to integrate missed pages into the book and page numbering scheme (A pages).

II 3 17

Intangible Fee Calculation: The ability to automatically calculate state fees. The fee rate and other variables should be administrator-defined (table-driven). Manual overrides are allowed.

II 3 18

Recording Costs Calculation: The ability to calculate recording costs based on the document type, the number of pages, consideration, and number of names filed. Manual overrides are allowed. Rates and other variables should be administrator-defined (table-driven).

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II 3 19

Additional Fees Calculation: The ability to calculate penalty, additional fees or interest amounts based on the date the document was originated (executed). Rates and other variables should be administrator-defined (table-driven).

II 3 20

Book and Page Number: The ability to automatically generate and assign the book and page number and

instrument number.

II 3 21

Delayed Indexing: The application will allow an instrument to be recorded with minimal information required for cashiering during the filing/receipting transaction and allow another user to update the indexing fields later with the remaining information through electronic queues (so additional paper handling is minimized).

II 3 22Incomplete recordation: The ability to mark fields required for a particular process (recording/indexing) and notify the user of incomplete fields prior to recording.

II 3 23

Duplicate Information: The ability to repeat (duplicate) items and indexing information from one

document to one or more documents in the same or in a new transaction.

II 3 24The ability to scan the instrument up front during the filing/recording/receipting transaction to reduce paper handling.

II 3 25Record Pages: Electronically bum recording information on the scanned image and manually affix a label with customizable recording information:

II 3 26 Name and Title of the Official (i.e. Clerk or Register)

II 3 27 Instrument Number

II 3 28 Book and Page Number

II 3 29 Filing Date and Time

II 3 30 County Name and State

II 3 31 Receipt Number

II 3 32 Bar Code (Transaction Number)

II 3 33

Subsequent Pages: The ability to electronically burn the book and page number and on all scanned images

retained within the system.

II 3 34

Delete Record: With proper authorization, the ability to delete, void, or seal an existing record. The

system should automatically create a backup of the unaltered original.

II 3 35 Hidden Record: Ability to mark an entire document or single page of an image "hidden from the web".

II 3 36

Redacted Record: The ability to blackout sensitive information such as social security number, while still displaying the rest of the page. The system should automatically create subsequent versions of the redacted document

II 3 37

Annotate Record: The ability to add text annotations to images, such as filling in related instrument numbers or adding customizable text. The system should automatically create a backup of the unaltered original.

II 3 38

Automated Data Export: The ability to schedule automatic data exports to run at customizable time intervals and point to a designated share/location.

II 3 39 Manual Data Export: The ability to manually export data.

II 3 40

Automated Image Export: The ability to schedule automatic image exports to run at customizable time intervals and point to a designated share/location.

II 3 41

Manual Image Export: The ability to perform manual image exports. Image export should come complete with searching component to accompany image CDs burned and created by the County.

II 4 Ease Of Use/Flexibility Of Recording/Cashiering Module

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II 4

Recording.... Automated assignment of: Transaction (Receipt) NumberCFNs (Clerk's File Numbers) Book/Pages (for appropriate book type)Date or time (pulled at time numbers are assigned.)User for transaction is logged and stored in transaction.

II 4 2

The fields for entry of optional copies, or certified copies, should always be displayed in a location where a skip over is unnecessary.

II 4 3 Ability to record from image received electronically.

II 4 4 Ability to accommodate cyber notary, both incoming and outgoing. i.e. electronic recordings

II 4 5Each document screen should tell you which document sequence number you are processing.

II 4 6Ability to go to a specific document in a sequence without having to go thru every document entry screen before it

II 4 7 Ability to insert a document anywhere in the sequence of documents prior to assignment of CFNs.

II 4 8 Ability to delete a document anywhere in the sequence of documents prior to assignment of CFNs.

II 4 9 Ability to change the sequence order of documents prior to assignment of CFNs.

II 4 10

Ability to record multiples of the same document type and information by making entries once and indicating how many of the same document you are recording, coupled with Indexing global change ability.

II 4 11

Provide a screen that displays first conveyance names within a receipt in document entry order and allow for correction of same.

II 4 12

Ability to abort (discarding entered data) either at a document or a transaction level, before CFN is assigned.

II 4 13

Ability to enter an agent code or agent name (one or the other required.) Ability topop up agent detail screen when agent name is entered.

II 4 14 Ability to add document specific comments for internal use only. Comments should pop-up automatically.

II 4 16 Ability to record an unlimited number of documents within a receipt (transaction.)

II 4 17 Ability to print a label or envelope from the Recording screen. (i.e. suspensions and search.)

II 4 18 Recording and collection screen should display amount due.

II 5 Suspended Documents

II 5 Ability to suspend and store a transaction anytime prior to CFN.

II 5 2 Ability to store and retrieve the reasons for suspending at document, transaction and agent levels.

II 5 3 Ability to generate and print an electronic return form stating the reasons for return. (various formats)

II 5 4

Ability to print a single suspense number for use in returning documents to the customer. If you re-suspend, the number is retained.

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II 5 5

Ability to look up suspended transactions by agent, conveyance name, date, or transaction number, and retrieve associated transaction.

II 5 6

Ability to re-suspend or modify a suspended transaction. Retain original User ID information and all subsequent user modifications.

II 5 7 Ability to complete recording of documents on a previously suspended transaction.

II 5 8

Ability to store User ID, date, and time of any modification to a suspended transaction. (For County Records Division internal use.) Retain original User ID information and all subsequent user modifications.

II 5 9

Ability to purge suspended transactions, related audit trails, and documents within a date range. (Supervisory function.)

II 6 Fee Calculation/Payments

II 6

All required fees should calculate automatically (based on appropriate criteria i.e. consideration, document type.)

II 6 2 The system should round the entered consideration up prior to documentary stamp tax calculation.

II 6 3

Ability to override or edit, amounts calculated for certain fees, such as taxes and number of names without changing field values upon which default calculation is based. The use of this function will be restricted based on parameters. With audit trails that contain User ID, file number, agent number or name, the date, and the reason for the override or edit, the supervisor responsible for the override or edit.

II 6 4 Ability to enter an unlimited number of additional fees for a document.

II 6 5 All calculated fees should be itemized on each document screen.

II 6 6 Ability to qualify fees as mandatory or non-mandatory.

II 6 7 Automatic no charge for recordings (other than mandatory taxes) for selected agent codes.

II 6 8 Ability to qualify agents to defer payment on non-mandatory fees.

II 6 9

Ability to show escrow account balance and make appropriate drawdowns from and deposits to same (Example: A refund (change due) must be deposited in the escrow account or a shortage or any portion of payment due should be drawn down from the account)

II 6 10

Ability to accept shortages with restriction on maximum amount that can be overridden by supervisor. With audit trails that contain User ID, file number, agent number or name, the date, and the reason for the override. The supervisor responsible for the override.

II 6 11

Ability to calculate fees based on documentary stamp tax rates from previous years, in the event that documents executed in previous years are presented for recording.

II 6 12

If a refund exists, the system must require the entry of an agent code. If no agent code exists, the system must require entry of complete temporary agent name and address. Otherwise cannot continue.

II 6 13 Ability to accept credit/debit card payments including hardware to support verification of same.

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II 6 14

Ability to enter amount tendered and show change due for cash transactions. To facilitate cash overpayments tendered by mail, allow override of change due substituting check refund.

II 6 15 Ability to show a running transaction subtotal of check amounts entered.

II 6 16

Ability to accept payment of prior shortages to include multiple entry lines linked to original receipt and must accept shortages or overages, with separate reference field tokey prior receipt numbers.

II 6 17

Ability to copy fee structures from other documents.

II 7 Instrument Recordation Completion

II 7

Index Verification: The ability to perform a separate index and verify process. The index and verify process should filter documents based on the user's experience level based on pre-defined document complexity levels.

II 7 2

Verification: The ability to perform a blind re-key verification or a sight verification.

II 7 Automatic Generation of Receipt

II 7 3 Information to be included on a per document level:

II CFN

II Conveyance Names (first parties of each only)

II Book/Page Numbers (Book Type)

II Document Description

II Itemized Fees per document

II Deferred Auth Number

II

II

Information to be included on a per receipt level: Agent nameAgent ID Number if keyed Recorder ID Number Receipt Date and Time Receipt NumberHorry County Register of Deeds name/addressPayment type/amount (checks, check numbers and/or cash, credit cards, Escrow, etc.) Reference Line for Budget Number used for inter-divisional chargingFree-form comment line for section-wide remarks/information Comment line, where comments will be selected off a table2 or notes to customers.

II 7 Return Address Generation

II 7 5

Return Address: The ability to store and maintain the agent/customer information with the ability to print a return mail label for each transaction with the followinginformation:

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II 7 6 Full Name (First, Middle, Last, Prefix, Suffix)

II 7 7 Organization or Firm Name

II 7 8 Mailing Address, City, State, Zip Code

II 7 9 Transaction Number

II 7 10 Bar Code

II 7 11

The ability to mark individual agents for allowed payment types including: escrow, no-charge, deferred, JV, check.

II 8

Printing on Documents (Slip Printing or other method)

II 8

Create and print scanned readable bar codes for selected items, such as book/pagenumbers. Depends on method.

II 8 2

Ability to print all required information on selected pages of documents or on page labels when necessary, as follows:First page or labelDate/time RecordedTaxes Collected - Description and Amount Recorded by Clerk Number Book page rangeEvery pageCFN/Page sequence of page count Book/Page Number

Re-printing easily accessible from previous entry.Re-printing (all or part) should be from the receipt level.

II 8 4 Ability to endorse checks (and re-endorse at receipt level).

II 9 Post Recording Supervisory Changes with all appropriate Audit Trails

II 9

User-friendly screen to correct information, including fees, after CFN is assigned. For example: the screen could look like the indexing screen with all data displayed. Color should be used to indicate corrected information versus replaced.

II 9 2

Ability to void a CFN and corresponding image(s) and reverse the void if necessary. Generate filler pages to replace each voided page.

II 9 3

Ability to expunge a CFN and corresponding image(s) and reverse expungement if necessary. Generate filler pages to replace each expunged page.

II 9 4 Supervisory editing capability on staff comments appended to recorded documents.

II 9 5

Ability to replace images with other images, retaining original. All replacements must be logged in audit trail.

II 10

Quality Assurance

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II 10

Ability to track a document through its life cycle in County Records including Recording, Scanning, Quality Assurance, Indexing, Verification, Release to the Public, and Mail back. This information should be stored in the database and available for inquiry on the web, public, and department.

III SCANNING/IMAGING

III

Ability to determine gaps in unscanned documents within a CFN range. Ability toprint.

III 2

Recognize when the number of pages being scanned in each document is not equal to the number of pages assigned during recording. In cases where page number is not used, electronic generation of "not used" page image. In cases where there were not enough pages assigned, ability to generate an "a" page. Scanner should not be able to override the clerk's count. The clerk needs the ability to make the correction.

III 3

Ability to scan documents and produce certified copies during the recording process prior to normal scanning process. Ability to apply electronic certified stamp to image as an annotation, not a bum in including ability to scale down image as necessary to gain "white" space.Permit stamping to be overridden.Permit stamping to be "moved" to the first page of the document

III 4 Ability to image maps and plats and other non-uniform sized documents.

III 5

Ability to scan associated paperwork, which will remain permanently, associated with a transaction for staff viewing only (e.g., Agent transmittal).

III 6 Process to import all images from current file. Must support import of TIFF images.

III 7 Images to be compatible with the Kodak Archive Writer to produce microfilm.

III 8

Include the ability to flag images that need to be corrected. Ability to track CFN, scanner, recorder and record date is also necessary. For example, if you are on the image you should be able to pop up a screen to enter information on that image. At any time, you should be able to print out a report of the flagged items. This process should also allow user to go to any image in a book without having to scroll through the book. Only one user should be able to access a book at a specific time. Once a user completes a book, a field should be provided that the book is completed.Another field should be provided to indicate corrections have been completed.

III 1 9 Back file conversion of current film maps and plats to electronic image.

III 1 10 Integration of converted data and scanned images.

III 1 11 Ability to scale down image in order to have a standard location for recording and certification purposes.

III 1 12

Ability to "burn in" recording information, or any text, on images. Ability to annotate images displaying annotation.

III 1 13 Ability to insert, delete, or replace document images during the scanning process.

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III 1 14 Ability to reorder and change the page sequence of a scanned document without rescanning.

III 1 15

The following scanning reports to determine scanning inconsistencies:

III 1 16

A report which includes beginning and ending CFN, number of scanned total pages per book versus number of total pages recorded per book. Requested by book range.

III 1 17

A report, which includes the CFNs, where pages scanned do not equal pages, recorded. User ID and date recorded should be included. Requested by book range

III 1 18

A report which includes missing unscanned documents. This should show the date recorded, time, and user id. Requested by date and CFN range.

III 1 19

A report that displays Scanner's work by time and date, which includes the Recorder's ID and CFN, Book. Requested by date, time, and Scanner ID,

III 2 CD Process

III 2

Integrated process to create CDs which contain Tiff images, indexed data, and corrections made to previous images, which should include the following:

III 2 2 A report that displays CFNs of images, which have been modified, previously requested by a date range.

III 2 3A report that displays the total number of pages for a document range. This helps confirm number of images on the CD.

III 2 4

A report that is sent with the CD that specifies all 4 books, and CFN ranges associated with each book, recording date and time, and release information

III 2 5

A Read Me files must be written to the CD that specifies corrected images (CFN) that are included on the CD.

IV INDEXING

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IV

Data fields (either carried in from Recording or input field to be entered by indexers):

Document Type Code Conveyance Names (unlimited) Maker Name (unlimited)Conveyance mailing address Consideration ($) Acknowledgment dateBook Type Book/Page Receipt Number CFNRecorder's ID Indexer's ID Verifier's IDReal Property Legal Description (Free form legal)Real Property Legal Description (Lot/Block, Bldg./Unit, Plat Book/Page, Subdivision,)Free form comment field which displays on search screenAuthorization number for deferred.Multiple refer back lines by CFN and Book/PageFolio Number or number assigned depending on document type. Links (CFN or book/page)Number of namesOrder of names should be maintained as originally keyed (i.e. names should always remain in original sequence - ability to insert a name and maintain the original keyed sequence.-

IV 2 Ease of Use/Flexibility of Indexing Screen

IV 2 Ability to suppress any or all data entered in Recording.

IV 2 2

Ability to automatically or selectively batch/assign logical units of work for training and normal production purposes. Assignment should be based on recorder ability and document complexity or type. For production purposes, a logical unit of work is a transaction (receipt). For training, a logical unit of work may be an individual document.

IV 2 3 Ability to duplicate (carry forward) names from any previously recorded document.

IV 2 4 Ability to "flip" Conveyance names.

IV 2 5 Duplicate any field (except names) from any previously recorded and indexed document.

IV 2 6 No restriction against the exact same name appearing as both Conveyance names.

IV 2 7 No limit to the number of names in a document.

IV 2 8 Ability to affect global (receipt) changes in both the indexing and verification process

IV 2 9

Code table for commonly used comments, such as "see film", "multiple legals", "not shown" etc. Two tables are needed - common legal and common names.

IV 2 10 A process for automatically sending the next document to be indexed or verified to an indexer.

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IV 2 11

A process to automatically send only specific documents to be verified based on flag in Doc Type table. For example: only property transfer records should be verified.

IV 2 12

Ability to route specific Indexer's work to be verified by a specific User or Users. This could be used as a training tool. Any trainer can verify any trainee's work.A flag needs to indicate trainee or trainer status.

IV 2 13

Ability to electronically send, via a function key, a document image to a supervisor with a comment attached. The supervisor must be able to respond electronically to the indexer and to print a hard copy.

IV 2 14

Ability to change a document code/consideration entered in recording without alteration of the fees associated with the document code.

For doc type changes where fee structure remains the same, indexer or verifier make the change. For doc type changes with different fee structure or where consideration is modified, supervisor override required.

IV 2 15

Zip code should drive city and state fields. City and state can also be modifiable. When a zip code represents two cities, a drop down window should appear indicating the two cities.

IV 2 16 Ability to index and verify from image.

IV 2 17

When a legal field is required for a document type (example, lot and block), system must provide the ability to insert a common legal message (e.g. "legal not shown") in the free form legal.

IV 2 18

Suppress (in compressed name field) the word "the" when it is the first word in any name field when recording, indexing, verifying and searching functions.

IV 2 19 Ability to go back to previous document or receipt for specific user in indexing or verify.

IV 2 20

Document Link window should automatically pop-up based on document type and/or re-record flag= 'C' or 'R' (Correction or Rerecord).

IV 3 Blind Key Verification.

IV 3

Supervisory control of fields required to be rekeyed as opposed to sight verified. All fields should have the capability of being blind keyed verified.

IV 3 2 System must prevent persons from being both indexer and verifier on same CFN.

IV 3 3 System must include all standard indexing functionality.

IV 3 4

When mismatch detected, both entries (indexed and verified) are automatically displayed so verifier can select correct entry.

IV 3 5

Method to prevent verifiers from cheating i.e., verifier should not be able to enter 1 character, get the error box and select correct indexed name. Min number of characters should be parameter driven.Should be related to the number of characters keyed by indexer (e.g. 90% of indexed characters, otherwise confirmation message).

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IV 3 6

Index "flagged" when a correction is made after a document has been released (viewable by staff & public) with associated audit information. Rather than displaying both the original and corrected data on the Search screen, provide a function key that allows the viewer to review the data that was originally keyed. A disclaimer or a legend should explain this process. The corrected record should display and the original record should be hidden. (USER OPTION)

IV 3 7

Immediate release of verified documents by receipt after verifying if documents are consecutive and contiguous.

IV 3 8

Provide a way to enter historic index information (pre-1984) currently stored on microfilm, and plat and map information stored in manual books. Ability to OCR the film index, if feasible, - the hand typed index - and incorporate that data into the computerized index.

V PROPERTY APPRAISERS INTERFACE

VAbility to view and extract information from a copy of the Property Appraiser file based on an exact "match" with information entered by the Recorder or the Indexer.

V 2

Ability to electronically provide information contained in Property Transfer Reportsto the Property Appraiser.

V 3

Provide the ability to identify records that are exceptions (non or close match) that may need special handling by the Property Appraiser. i.e. Scrivener's affidavits.

V 4

Ability to send specific documents, which are not automatically sent because of document type, to the Property Appraiser.

V 5

Ability to store the TMS (Parcel ID#) number (10-digit) with each Deed and Mortgage for integration to CAMA.

VI CROSS MODULE FUNCTIONALITY

VI Requirements Based on Document Type

VI

Entry fields should be based on Document Type (i.e. Document code should be the first entry.) Only fields applicable to the document code should be displayed, or unassociated fields should be a different color, and the cursor should never move to those fields.

VI 2

Ability to label parties specific to document type such as Mortgagor/Mortgagee, Assignor/Assignee, Conveyance, Debtor/Secured Party, instead of Direct/Indirect.

VI 3 Ability to block out sensitive information on images. Such as social security numbers.

VI 1 4

Ability to identify commonly used names as (Illegible, Not Shown) and limit entry of additional parties as required.

VI 1 5

Provide the ability for the user to insert standard strings in different fields. For example, insert 'Legal description not included' in the legal field.

VI 1 6

Category code is needed to conform to state wide requirements. The category will be comprised of individual document types. Both code and document types will bedisplayed on all Searches (web-site and internal).

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VI 2 MISCELLANEOUS (NON-CFN) TRANSACTIONS

VI 2 1 Ability to charge and collect non tax-related fees (i.e. copies, clerical assistance, fiche etc.)

VI 2 2 Ability to use the same agents and accept the same methods of payment as in Recording.

VI 2 3 Ability to automatically calculate miscellaneous fee totals based on fee code and quantity.

VI 2 4 Automatically generate and affix seals and stamps for certified copies.

VI 2 5

Ability to override miscellaneous charges and track same with audit trails that contain User ID, file number, agent number or name, the date, and the reason for the override. The supervisor responsible for the override.

VI 2 6

Ability to suspend miscellaneous transactions and create a suspense letter based on source code.

VI 2 7

Customize cashier screen depending on User role and function.

VI 2 8 Ability to track "no charge" certified copy requests by User id.

VI 2 9 Ability to link customized forms to fees or document types. (I.e. Clerk certificate).

VII 1 ACCOUNTING AND FINANCIAL MANAGEMENT

VII 1 Receipting

VII 1 1 The ability to automatically generate unique receipt numbers upon cashiering the transaction.

VII 1 2 The ability to use multiple tender types for a single receipt transaction.

VII 1 3

Check Number Entry: The ability to enter the check numbers for each check received and perform check searches by date, agent, or check number to locate individual checks in any transaction.

VII 4 The ability to charge the transaction to existing debit or other escrow accounts,

VII 5

The ability to alert users if funds in an existing escrow account are low. Receipts for escrow agents should always detail the remaining escrow balance. The vendor must also include an agent escrow website for customers to log in and check activity and balances.

VII 6 The ability to receipt monies to an escrow account with or without a reference number.

VII 7 The ability to determine the distribution of funds to specific GL numbers or revenue codes.

VII 8

The ability to generate and print one or multiple receipts from a single receipt transaction covering payment for multiple filings.

VII 9

The ability to reprint a receipt with the same receipt number at a later date. The reprint receipt must display the date of reprint and original cashier date.

VII 10

With the proper authorization, the ability to void transactions. The system should also provide the ability to void single instruments within a transaction.

VII The application shall produce a detailed receipt that includes (if applicable):

VII 11 Official's Title (i.e. Clerk or Register)

VII 12 Name of Official (i.e. Clerk or Register)

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VII 13 Court Address

VII 14 Instrument Number

VII 15 County Logo

VII 16 Separately List Each Document Filed

VII 17 Book and Page Number

VII 18 Separately List Each Payment Filed

VII 19 Receipt Number

VII 20 Receipt Date and Time

VII 21 Cashier ID

VII 22 Payer ("Received From")

VII 23 Instrument Type Descriptions and Amount Due (default values)

VII 24 Total Due Amount

VII 25 Total Paid Amount

VII 26 Change Tendered

VII 27 Tender Type (multiple occurrences)

VII 28 Total Amount Paid per Tender Type

VII 29 Total of All Payment Types: Checks, Cash, Escrow

VII 30

The ability to suspend/return transactions that are unable to be processed. The system should have the ability to store predefined suspense reasons (e.g. inadequate funds, missing seals) for office personnel to add to the transaction. System should automatically produce suspense letter with selected reasons for return to customer.

VII 31 Receipt Printing: The ability to print one or more copies of receipt.

VII 32

Check Endorsement: The ability to endorse a check using the receipt printer with thefollowing:

VII 33 "For Deposit Only"

VII 34 Transaction Number

VII 35 County Name

VII 36 Bank and Bank Account Number

VII 37 Date

VII 38

Display Receipt Transactions: The ability to pull up and display receipt transactions in the system based transaction number, instrument number, or receipt number.

VIII BOOKKEEPING & REPORTING

VIII The ability to calculate and the distribution of state fees to respective GL account

VIII 2 The ability to calculate the distribution of various recording and copy fees to respective GL account

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VIII 3

The ability to adjust GL numbers for all fee types through controlled access user interface (table driven fee type codes).

VIII 4 The application shall post transactions to the appropriate posting period based on accounting date.

VIII 5 The ability to perform an individual and/or supervisor closeout one or more times throughout the day.

VIII 6

Closeouts should detail any overage/shortages and print individual closeout reports including check detail, batch closeout, final closeout, daily recap, and revenue for user.

VIII 7

Operator closeout to provide the following information: Date work performedDate closeout performed Time of Closeout Operator ID number Operator signature line Supervisor approval line Account line information Description of fees Days' total for each fee Total of all feesPosition to enter verification of figures Totals for receipts, documents, checksBreakdown of revenue: Cash, checks, deferred payments Breakdown of revenue: Escrow. Etc.

VIII Chief Cashier closeout to provide the following information:

VIII 8

Detailed transaction report which includes: Date of work performedDate closeout performed Receipt numbersDaily totals for all categoriesCheck numbers, Cash amounts as separate categories/totals Escrow, etc. amounts as separate categories/totals

VIII 9

Summary report of ALL operators (individually and collectively), which breaks down all the revenue items by method of payment (i.e. cash, checks, etc.) The report should include subtotals by account line that does not include deferred amounts.

VIII 10

When Summary Report is verified and previous days postings are correct, to interface with the current Tyler/MUNIS system to transmit the financial amounts to the General Ledger.

VIII 11

Ability to generate weekly doc stamp report including calculation of totals to be retained by the county and corresponding general ledger entries.

VIII 12

The ability for controlled access to run and print accounting reports by date range and user ID. Including the following report types:

VIII 13 Report that displays the agent escrow balance

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VIII 14 Report that displays each transaction that affects that involves an agent escrow account.

VIII 15

Report that displays each employee's system totals for each payment item, totals for each employee's cash drawer totals for cash and checks, and overage/shortage totals. Titis report needs to be run an entire day or for a specified batch if the employee has closed out more than once for the day.

VIII 16

Report that displays check refunds generated for specific date range and either all users or specific employee.

VIII 17

Report that displays detailed information of each instrument number and the total associated with each General Ledger number.

VIII 18 Report that displays all employees who have not successfully reconciled in the system for a specific date.

VIII 19

Report that details each check number and check amount for a specified date range and specified employee.

VIII 20

Report that displays each employee's system cash and check totals, employee's cash drawer cash and check totals, and the overage/shortage cash and check totals.

VIII 21

Report that displays the fee and payment breakdown for each receipt for a specified date range and employee.

VIII 22

Report that details each instrument that contains documentary stamp fees. The report must also perform the necessary calculations based on the state requirements.

VIII 23

Report that details a total for each General Ledger account number that involved a credit card payment for a specified date range.

VIII 24

Report that details a total for each General Ledger account number that involved all other forms of payment, excluding credit cards, for a specified date range.

VIII 25 Report that details fee totals associated with Marriage Licenses for a specified date range.

VIII 26 Report that details the totals for each General Ledger account number per employee.

VIII 27

A report that details all transactions that have been revised for the specified date range. The report must also display the fee and payment break-downs for the original transaction and must also display the fee and payment break-downs for the revised transaction.

VIII 28

A report that details all transactions that have been voided for the specified date range. The report must also display the fee and payment breakdowns for the original transaction and must also display the fee and payment break-downs for the voided transaction.

VIII 29

All required reports including those identified during system design. Reports should be able to be selected and/or ordered based on various key data as appropriate (e.g., Date, CFN, Doc Type, ID, etc.)

VIII 30 A report to determine how many documents are recorded per month

VIII 31 Ability to apply receipt overages to key accounts, copy fee accounts, and/or Escrow accounts.

VIII 2 CROSS MODULE REPORTS

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VIII 2

A report that will display actual number of hours worked per user per function with standard requirements compliance indicating which users fall below standards. Requested by function, user, date range, and group of users, In the recording function, this report should include total number of CFNs, pages, and suspended documents recorded. In the Indexing/Verifying function, this report should include number of documents indexed or verified. In scanning, this includes total number of pages and documents scanned. In Mail back, this includes total number of CFNs returned.

VIII 2 2

A report that will display modifications made to a document after CFN is assigned. Requested by CFN, date range, user-id, and function.

VIII 2 3

A report that will indicate internal database inconsistencies with specific CFNs i.e. where there are workflow problems or potential workflow problems. For example, a record scanned but status does not indicate this or where a document has been indexed but it still is in scan status.

VIII 2 4 A report that will print agent address information, agent name and agent code.

VIII 2 5 A report that will print active agents with address

VIII 2 6 A report that prints "Cash Only" agents.

VIII 2 7 A report that displays the total number of pages by a date range

VIII 2 8 Online viewing of audit trails, i.e. ability to view progression of corrections to a CFN, overrides, etc.

VIII 2 9

Ability to request a hard copy of an audit trail by date range, CFN, receipt number, user Id, supervisor interaction Id.

VIII 2 10

Create a report by date range displaying first CFN and ending CFN for that range. Also, total amount of recorded documents for that range. This includes suspense records.

IX STATISTICS

IX Automatically collect query statistics.

IX 2

Automatically collect recorder, indexer, scanner, mail back, performance statistics including on-line time performing a specific function, complexity of work, volume of work etc. Such as, a user working 4 hours in recording and then working 2 hours in indexing: Include tracking of statistics on Search Personnel.

IX 3

Ability for tracking and viewing, recorded index, verified, scanned, mail back by users. Security should be included on this item so user can only view their work. Supervisors should have unlimited access.

IX 4

Ability to compile, enter, print statistics for the Search Section which should include statistics on various types of copies, walk ins served in search, Mail requests in and out, phone calls for a given period.

X REFUND SYSTEM

X

Ability to impose (Enable) service fee. Ability to disable service fee.Ability to modify service fee.

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X 2

Ability to override or edit service fee. With audit trail that contain User Id, file number, agent number or name, the date and the reason, the supervisor responsible for the override or edit.

X 3

Ability to create a report showing amounts, reference numbers, names and addresses of refund conveyances, collectively or by individual agent, for a date range.

X 5

Ability for system to automatically "hold" refunds under a certain threshold and transfer them to automatic refund status when proper request is made.

X 6 Ability to expire available refunds after a specific time.

X 7 Ability to reinstate an expired refund.

X 8 Ability to manually "hold" or prevent a refund for any agent or individual who has outstanding bad check.

X 9

Ability to have the option to create a check refund for an overpayment in cash when necessary. (Mail purposes)

X 10

Ability to process deferred billing information, including printing monthly statements of new deferred billing.

X 11

Ability to "flag" agent as "cash only".Automatically track non-negotiable checks, linked to agent and receipt and unprocessed refunds. Comment line is necessary for additional information (e.g. check maker if different from agent)

X 12 Receipt (transaction) corrections should be linked to original receipt

X 13 On all reports, documentary stamp taxes should be subtotaled by rate charged for State and County fees.

X 14 Documentary Stamp Tax Report and Intangible Tax Report should contain a list of all CFNs and amounts.

X 15

Security that prevents unauthorized change to financial data after days transactions are finalized by Business Operations i.e. system should automatically lock after chief cashier closeouts, and provide ability for Business Ops to unlock for corrections with appropriate audit trail. Often need to correct cash/check posting errors next morning. Need ability for supervisor to make changes to prior day's entries before final chief cashier closeout for that day. Recorders should only be able to make entries to current day.

X 16 Ability to produce monthly Escrow Account Statements at will.

X 17

System ability to have distinct entry fields for cash, checks, shortages on payment screens and all other financial reports.

X 18

System ability to have distinct entry fields for credit/debit cards, escrow, etc., on payment screens and all other financial reports.

XI DOCUMENT MANAGEMENT

XI Image capture

XI The System must support appropriate scanners for the page volumes of 3,000 to 3,500 pages per day.

XI 2 The System must support the following file formats/compression formats:

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XI 3 TIFF single page (scanned images)

XI 4 Minimum 300 dpi settings

XI 5 XML PRIA standard electronic recorded documents

XI 6

The System must support gray-scale image scanning. However, it can detect and scan blue and red ink (signatures) and stamped (raised) court seals.

XI 7 The System must support simplex/duplex scanning.

XI 8 The System must support letter/legal/business & personal check size.

XI 9

The ability to enter a count of pages scanned and to alert the user if count does not equal the scanned page amount.

XI 10 The System must support digital signatures on instrument packages (for electronic recording purposes).

XI 11

The System must support the scanning of 8-l/2" x 11", legal size (8-1/2" x 14") documents, single-sided or double-sided pages (duplex) and 24" x 36" plats as well as D & E size plats.

XI 12

The System must support the deletion and re-scanning of pages/documents before and after recording takes place. Supervisor overrides should be required for any alterations to transactions or documents after recording takes place.

XI 13 The ability to send image to electronically filtered indexing/verify queues.

XI 14 The ability to run reports/lists to determine number of pending documents in index/verify queues.

XI 15

The ability to run statistical reports that display user productivity based on number of documents processed through assigned process. Reports should be capable of running for date range and break out each user and specify location (if branch offices exist). Report should be useful in conducting employee reviews based on work performance.

XI 16

Name Format: The ability to format names in indices as "Last Name" then "First Name" with ability to automatically strip commas and spaces if necessary.

XI 17

Instrument Indices: The ability to auto complete indexing fields as the user types based on pre-populated common name/abbreviation table.

XI 18

Data Verification Phase: The ability to verify the index fields a separate user with the option of re-keying the data. System should keep complete audit trail of original entry and change made by verifier.

XI 19

Instrument Flag: The ability to mark certain fields required in each process (recording, index.verify) for each individual document type. These fields must be complete before moving on to the next process. Should be customizable through table driven user interface (by authorized users).

XI 1 20

The System must provide an audit trail for all document activities performed and associate the users to such activities.

XI 1 21

The System must have the capability to perform Word merge documents if necessary using Office 2013 or higher

XI 1 22

The ability to enlarge font in system application for all indexing fields and savesettings per workstation.

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XI 1 23

The ability to change system application screen color and save settings perworkstation.

XI 2 Image Management

XI 2

The System must provide concurrent read/print access to all documents by multipleusers.

XI 2 2

The System must support split screening viewing (a document on one side andindexing fields on another side) with the ability to switch view sides.

XI 2 3

The System must provide standard page viewing features such as rotate, zoom, pagenavigation (go to "n" page), page back and forth; book marks, etc.

XI 2 4

The System must provide customization document annotations, automatically burnedonto each scanned page (slip printers should not be necessary for system use).

XI 2 5

The System must provide the capability to export the image files (for the County tocreate microfilm for archive purposes) to a Kodak Archive Writer.

XI 2 6

The system must provide the capability to export to the Archive Writer based on aspecific book or range of books completed and ready for archiving,

XII QUERY AND SEARCH

XII Instrument Search

XII The application shall allow users to search for instruments using the following:

XII 1 Party names

XII 2 Date - including ranges

XII 3 Document Group or Individual Type

XII 4 Book and Page Number

XII 5 All Legal Descriptions

XII 6 Instrument Number

XII 7 Consideration Amount

XII 8 Case Number

XII 9 Agent/Customer Name (internal use only).

XII 10

The ability to customize search descriptions by the County (e.g. party names may be customized to display as 'Granter/Grantee')

XII 11

The ability to have the search options made available to have them removed by County discretion.

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XII 12

The ability to control maximum number of records returned for a search (customizable by the County discretion).

XII 13 The ability to determine sort order for records returned in search.

14 Search for Related documents

XII 15 The ability to apply additional filters to original search results.

XII 2 Party Search

XII 2 The application shall allow users to search for parties using full or partial names.

XII 2 2 The ability to filter name searches by additional criteria.

XII 2 3

The ability to sort on any column in the search screen (e.g. after searching on above mentioned options, the ability for user to sort by clicking column heading for name, datebook/page, instrument number, etc.)

XII 3 Search Methods and Output (Printing and Viewing)

XII 3 Ability to view and select multiple document types for customization of searches.

XII 3 2

Ability to order screen prints of index, copies of documents including certified copies, automatically from the search station.

XII 3 3

Ability to temporarily store information for a customer search session, allowing selection of documents to be printed and automated billing of same.

XII 3 4 Ability to abort a search at any time, if user deems search is taking too long.

XII 3 5Ability to move backward and forward to look at all information within stated parameters.

XII 3 6

Search on any of the following criteria within a date range (results to be qualified by searcher, staff will see all data/images, public will see only verified data/images). A printable report of the data returned on any of the following searches should be available and should display the search criteria used.

XII 3 7 Search on Conveyance name.

XII 3 8 Search on Legal Description.

XII 3 9 Search on Document Type.

XII 3 10 Search on Document Category (A group of document types),

XII 3 11 Search on CFN.

XII 3 12 Search on Receipt Number (for receipts not archived.)

XII 3 13 Search on book and page within book type (OR. MAP, PLAT, etc.).

XII 3 14 Search on Plat book and page.

XII 3 15 Search on first Consideration.

XII 3 16 Search on Folio Number.

XII 3 17 Search by single day.

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XII 3 18 Search by yesterday.

XII 3 19 Search by today.

XII 3 20 Search by date range.

XII 3 21 Search by name and document type.

XII 3 22

The ability for the public to request/print reports of search results. The report should include released through date, verified through instrument number, and should detail the search criteria the user entered to search by.

XII 3 23The System should print tickets for general public users to bring to the front counter to retrieve their requested copies.

XII 3 24

The System should include the option for professional searches to use debit or escrow account with secure login to automatically print copies and receipt to designated printer in the office.

XII 3 25Document Display: The application must support full-size display of documents with zoom in/zoom out ability with option to 'lasso' around specific text to zoom in.

XII 3 26The ability to scroll through the search results with a limit to the number of items returned.

XII 3 27Viewing Navigation Options: The ability to support the following navigation functions for a displayed image:

XII 3 28 Move through the document page by page

XII 3 29 Jump forward or backward to first or last page in the document

XII 3 30 Button to view prior or next instrument recorded (even if that instrument is not in the users current search results)

XII 3 31 Button to display previous/next document in current search result list

XII 3 32 Hot Link to display related document

XII 3 33

Viewing Functions: The ability to support the following image manipulation functions:

XII 3 34 Set Font Size (to assist users who are viewing impaired)

XII 3 35 Fit to Height Zoom

XII 3 36 Fit to Width Zoom

XII 3 37 Rotate (90/180-degree increments)

XII 3 38 Ability to restore default settings

XII 3 39 Scroll Up and Down

XII 3 40 Printing: The ability to print the original size of documents and maps.

XII 3 41Scale/Zoom Printing: The ability to fit to paper (scale to paper size) printing for documents and plats.

XII 3 42 Page Range Printing: The ability to select specific pages or a range of pages to print.

XII 3 43The System must be able to send print jobs to network printers and to print to local printers attached to workstations.

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XII 3 44 The ability for users to request Regular and/or Certified copies.

XII 3 45

Public search login should restrict user's access to searching and creating search/copyrequest only. System should require logout password for public search to exitapplication.

XIII REPORTING REQUIREMENTS

XIII 1 Ad Hoc Reporting

XIII 1 1The ability to access application database tables using SQL based queries via SRS

XIII 1 2 The ability for County staff familiar with Crystal Reports to create ad hoc reports.

XIII 2 Notice and Label Generation

XIII 2 1

The System should generate user-defined suspense/return letters, receipts, documentlabels, and mailing labels.

XIII 2 2

Ability to designate multiple mail back party labels per each document in atransaction.

XIII 2 3 The ability to reprint receipts/mailing labels at any time.

XIII 2 4 The ability to customize document label information.

XIII 2 5

The ability to generate documents with data merging capability using word processingsoftware Office 2013 or higher.

XIII 2 6 The ability to define generation of reports by date, day, week, month, user, agent, etc.

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REQUEST FOR PROPOSALS (RFP) #: 2016-17-062 for ...

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Transcript of REQUEST FOR PROPOSALS (RFP) #: 2016-17-062 for ...