OUTAGAMIE COUNTY REQUEST FOR PROPOSAL FOR TRACT BOOK SCANNING AND HOSTING FOR REGISTER OF DEEDS DUE BY: April 13, 2015
1.0 Introduction and Background The Outagamie County Register of Deeds Department has 117 books which need to be scanned. We are seeking a vendor to provide the scanning services of all books referenced as well as offer website hosting of the scanned images. 2.0 Scope of Services Scanning Color Scanning of 109 volumes (approximately 320 pages per volume) All prep/finish work which includes but not limited to; remove pages from binding, scan and reassemble pages Scan in color, 200 DPI,.PNG file Create two page spreads Page size is 19 x 15 Some books are laminated Index Values of township, section and range. Also include subdivision and if available the block All images shall be visually inspected after scanning to ensure image quality and proper page orientation All scanned images to be provided to the County on a portable hard drive or DVD labeled by each volume The 109 volumes are composed of Lands Books 32 books total. Each book has an A and B book (for example; 1A, 1B, 2A, 2B). Page 160 spread is contained in the A and B books. Town Lots Books 36 books total. Each book has an A and B book (for example; 1A, 1B, 2A, 2B). Page 160 spread is contained in the A and B books. Oneida Books 3 books total. City of Appleton Books 38 books total. Each book has an A and B book (for example; 1A, 1B, 2A, 2B). Page 160 spread is contained in the A and B books. Black and White Scanning of 8 volumes All prep/finish work which includes but not limited to; remove pages from binding, scan and reassemble pages. Scan in black and white, 300 DPI, Multi page PDF labeled by book and alpha Page size is 12 x 19 All images shall be visually inspected after scanning to ensure image quality and proper page orientation All scanned images to be provided to the County on a portable hard drive or DVD labeled by each volume The 8 volumes are composed of Misc Books 2 books total. Create 2 page spreads. Condo 1 book total. No spreads. Abstract of Original Entries 1 book total. No spreads. Articles of Incorporation 3 books total. No spreads. Federal Tax Liens 1 book total. No spreads.
Scanning of all records must be done onsite at the Outagamie County Administration Complex. The provider will be given access to a secure conference room for the duration of the project. Provide information in your proposal, the timeframe for the project, including how long you will be onsite. 3.0 Scope of Services Image Hosting After images are scanned, they are to be hosted by the company. The company will be responsible for the following All website maintenance All customer support during normal business hours All website upgrades and enhancements Website shall have a highlighter bar that would be used to help read information contained in a specific line or section when viewing documents across a two page spread Provide a link for the County to post on their website, no other County resources are to be required with this service Website must be compatible with the following browsers; Internet Explorer 9.0+ Safari Chrome Firefox Mobile Devices 4.0 Pricing The vendor will provide pricing on the following; Scanning Price this will include the lump sum cost for the scanning services referenced in Section 2.0 Software and 1 st Year Hosting / Maintenance this price will include the initial setup of the software as referenced in Section 3.0 for the hosting as well as the first year of hosting service and maintenance Years 2 5 of Hosting/Maintenance annual cost of hosting/maintenance 5.0 References Provide a minimum of three and a maximum of five references you currently have, or within the past three years have, provided this service for. Include the company name, project description, contact name, telephone number and email address. 6.0 Insurance and Indemnification See Attachment A for the requirements. This must be completed and returned with your proposal. However, the Certificate of Insurance will only need to be provided by the awarded firm. 7.0 Proposal Submittal Provide one original unbound proposal and two proposal copies. Neither fax nor email will be acceptable. Provide the following information with your proposal Completed Proposal Form Schedule as requested in Section 2.0 References as requested in Section 5.0 Completed Attachment A as requested in Section 6.0
8.0 Contact Information Contact the following if clarification is needed: Tract Book Information Sarah VanCamp Outagamie County Register of Deeds (920) 832 5095 Sarah.VanCamp@outagmaie.org Purchasing Policy & Procedure Information Nicole Schoultz Outagamie County, Purchasing Coordinator (920) 832 6083 Nicole.Schoultz@Outagamie.org 9.0 Clarification and/or Revisions to the Specifications and Requirements Proposer must examine the RFP documents carefully and before submitting a Proposal may request additional information or clarification. A Proposer s failure to request additional information or clarification shall preclude the Proposer from subsequently claiming any ambiguity, inconsistency, or error. The County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addendum prior to the Proposal due date. Proposers should rely only on the representations, statements or explanations that are contained in this RFP and the written addenda to this RFP. Where there appears to be a conflict between the RFP and any addendum issued, the last addendum issued will prevail. It is the Proposer's responsibility to assure receipt of all addenda, which will be posted to the County s website (www.outagamie.org) then Bids & Proposals and will be referenced under this project. Upon posting, such addenda shall become part of the RFP and binding on Proposer(s). 10.0 County Reservation Outagamie County openly solicits the best possible value on all of our "Requests for Proposals". Because we are a local government, we are able to purchase directly from many of the state and federal contracts. However, in order to not discriminate against our local proposers, we openly solicit proposals of similar pricing structure from all qualified proposers. In the event that all proposals received are in excess of any existing state or federal contract that is available to Outagamie County, we may at our discretion, reject all proposals, and purchase directly from the vendor awarded the state or federal government contract. Outagamie County reserves the right to accept or reject, any or all proposals, in whole or in part, as deemed in the best interest of the County. a. This proposal request does not commit Outagamie County to make an award or to pay any costs incurred in the preparation of a proposal in response to this request. b. The proposals will become part of Outagamie County's files without any obligation on Outagamie County's part. c. The Proposer shall not offer any gratuities, favors, or anything of monetary value to any official or employee of Outagamie County for any purpose.
d. The vendor shall report to Outagamie County any manufacturer product price reductions, model changes, and product substitutions. No substitutions are allowed without prior approval from Outagamie County. e. Outagamie County has the sole discretion and reserves the right to cancel this proposal and to reject any and all proposals received prior to or after award to re advertise with either an identical or revised specification. f. Outagamie County reserves the right to request clarifications for any proposal. g. Outagamie County reserves the right to select elements from different individual proposals and combine and consolidate them in any way deemed to be in the best interest of Outagamie County. 11.0 Closing Date Proposals will be received up to 2:00 pm CT, April 13, 2015. 12.0 Proposal Submittal Address Include all information as requested in Section 7.0. Send/deliver proposals to Outagamie County Purchasing Attn: Nicole Schoultz 410 S Walnut St (4 th Floor Finance) Appleton, WI 54911 Mark on the outside of your proposal Tract Book Scanning. 13.0 Taxes Outagamie County is exempt from Federal Excise Tax (39 6005724), Wisconsin Sales Tax (ES 41005), but if there is a tax, such as local or county, it must be shown in the proposal. 14.0 Method of Procurement The method for this procurement is competitive proposal, pursuant to Chapter 22 of the Outagamie County Code of Ordinances. After submission of the written proposal, qualified Proposers may be requested to make an oral presentation to a committee responsible for making final recommendations. The process allows for confidential clarifications, negotiations and revisions. 15.0 Venue This agreement will be governed and construed according to the laws of the State of Wisconsin. This agreement is performable in Outagamie County. 16.0 Status of Proposal Upon award, proposals will be considered public record and details will be posted online. Information on status could be obtained from Outagamie County s web site www.outagamie.org than Status of Bids/Proposals.
OUTAGAMIE COUNTY PROPOSAL FORM Tract Book Scanning and Hosting Proposals Due: April 13, 2015 2:00 CT Send/Deliver Proposals To: Outagamie County Purchasing Attn: Nicole Schoultz 410 S Walnut St (4 th Floor, Finance Dept) Appleton, WI 54911 Lump Sum Cost for all Scanning Software Cost and 1 st Year Maintenance/Hosting Year 2 Maintenance / Hosting Year 3 Maintenance / Hosting Year 4 Maintenance / Hosting Year 5 Maintenance / Hosting Include all information as requested in Section 7.0 Firm Name: Authorized Signature: Printed Name / Title: Date: Address: City/State/Zip: Phone/Fax: E mail: