request for proposal for document scanning and …qpublic.net/la/orleans/docs/orleans parish doc man...

Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum

ORLEANS PARISH ASSESSOR’S OFFICE

1300 Perdido Street City Hall – Room 4E01 New Orleans, LA 70112

REQUEST FOR PROPOSAL

FOR DOCUMENT SCANNING

AND RECORD MANAGEMENT

RFP Release Date: October 26, 2015 Deadline for Proposal: December 11, 2015 at 4:00pm

TABLE OF CONTENTS

Orleans Parish Assessor’s Office Document Scanning and Record Management RFP Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum

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SECTION PAGE I. INTRODUCTION 4 - 19

A. Schedule of Events 4 B. Orleans Assessor’s Office Profile 5 C. About Orleans Parish 5 D. Project Information 6 E. Existing Software Environment 6 F. On-site Meeting to View Documents 6 G. General Conditions for Contracts 7 - 19

1. Scope of Contractor’s Services 7 2. Contract Term Option to Renew 7 3. Signature Authority of Contractor 7 4. Insurance 7 5. Contractor’s Insurance and Subcontractor’s Insurance 8 - 9 6. Cancellation of Insurance 10 7. Performance Bond 10 - 11 8. Subcontracts 11 -12 9. Participation by Disadvantaged Business Enterprises 12 10. Assignment and Subcontracting 12 11. Contractors Understanding/Independent Contractor 12 12. No Guarantee of Employment 13 13. Accounting and Payment for Contractor Services 13 14. Taxes 13 15. Withholding Payment 14 16. Non-Appropriation of Funds 14 17. Budgeted Funds 14 18. Termination for Public Convenience 15 19. Termination for Default 15 20. Defense and Indemnity 15 -16 21. Regulations and Requirement 16 22. Right to Review 16 23. Modifications 16 24. Venue and Choice of Law 16 25. Contractor Commitments, Warranties and Representations 16 26. Patent/Copyright Infringement 17 27. Disputes 17 28. Ownership of Items Produced 18 29. Confidentiality 18 30. Notice 18 31. Severability 18 32. Waiver 18 33. Waiver of Non-Competition 19 34. Survival 19 35. Entire Agreement 19

TABLE OF CONTENTS


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SECTION PAGE II. PROPOSAL PROCEDURES 20 - 27

A. Purpose of RFP 20 B. Scope 20 C. Pre-Qualification Criteria 20 D. Submission and Opening of Proposals 21 E. Communications Regarding This Proposal 21 F. Schedule of Events 21 G. Contractor Responses 22 H. General Terms and Conditions 22 I. Proposal Format 22 - 24 J. Contractor Presentations 25 K. Site Visits 25 L. Contract Negotiations 26 M. Contractor Selection 26 N. Requirements and Conditions for Proposals 26 O. Non-Endorsement 26 P. Third Party Contractors 27 Q. Subcontractors 27 R. Necessary Ancillary Software 27 S. Condition of Proposed Equipment 27 T. Services Delivery Timetable 27

III. OFFEROR’S PROFILE 28-31 A. Offeror’s Profile 28 B. Organizational Information 28 C. Financial Condition 28 D. Third Party Contractors 28 E. Subcontractors 28 F. Number of Document Scanning & Record Management Services Implemented 29 G. Policies Regarding Regulatory Requirements 30 H. Implementation Support 30 I. Contractor Supplied Training 31

IV. COST OF DOCUMENT SCANNING AND RECORD MANAGEMENT SCANNING SERVICES 32 - 33

A. Document Scanning Costs 32 B. Scanning of Existing Documents Costs 32 C. Training Costs 33 D. Documentation Costs 33

V. TOTAL COST SUMMARY 34 VI. EVALUATION CRITERIA 35

TABLE OF CONTENTS


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SECTION PAGE VII. FUNCTIONAL REQUIREMENTS 36 - 39

A. Needs Analysis Service 36 - 37 B. Hardware and Software Installation 37 - 38 C. Training on Hardware and Software 38 - 39 D. Support and Maintenance of Hardware and Software 39 E. Scanning of Existing Documents 40

VIII. PROJECT STATUS 41

A. Project Timetable 41 B. Scannable Data Collection 41

IX. DOCUMENTS 42 - 47

1. Performance and Payment Bond 42 - 43 2. Transmittal Letter 44 3. Non-collusion Affidavit & Debarment Affidavit 45 4. Third Party Contractor’s Participation Form 46 5. Subcontractor’s Participation Form 47

X. ADDENDUM – QUESTION AND ANSWERS 48 - 55

SECTION I. INTRODUCTION


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The purpose of this Request for Proposal (RFP) is to identify the firm that can best provide document scanning and record management for the Orleans Parish Assessor’s Office (Requester) in New Orleans, Louisiana as per this RFP. Individuals, partnerships or corporations responding to this RFP by submitting a proposal shall hereinafter be referred to as “Offerors.” The successful Offeror that will be awarded the contract will be referenced as “Contractor.”

A. SCHEDULE OF EVENTS

The Orleans Parish Assessor’s Office will adhere to the following timetable for the acquisition of proposals and contract for Document Scanning and Record Management:

Anticipated Event Schedule

Date

Release RFP

October 26, 2015

On-site Meeting to View Documents

November 13, 2015 @ 10:00 AM

Deadline for Offerors’ Written Questions

November 20, 2015 @ 4:00 PM

Reply to Offerors’ Written Questions

December 4, 2015

Deadline for Offerors’ Proposals Due at Orleans’s Parish Assessor’s Office

December 11, 2015 @ 4:00 PM

Offerors’ Demonstrations

December 16 & 17, 2015

Final Contractor Selection

January 8, 2016

Contract Negotiations

January 8, 2016 to January 22, 2016

Execute Contract by

February 2, 2016

Begin Implementation

March 2, 2016



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B. ORLEANS PARISH ASSESSOR’S OFFICE PROFILE The Orleans Parish Assessor’s Office is an elected office established for the purpose of exercising the rights and privileges conveyed to it by the Constitution and Laws of the State of Louisiana. The Orleans Parish Assessor is an elected official who serves a four year term. The current term ends December 31, 2018.

City of New Orleans Government

The City of New Orleans (CNO) is a governmental body established for the purpose of exercising the rights and privileges conveyed to it by the Constitution and Laws of the State of Louisiana and the CNO Home Rule Charter. It presently operates with an elected Mayor and Council form of government and provides services as authorized by its charter and/or further mandated by state and/or federal agencies. The Mayor and Council Members serve a 4-year term, with the current term ending December 31, 2017.

C. ABOUT ORLEANS PARISH

Orleans Parish consists of one municipality, New Orleans (population approx. 384,320). The Parish’s (New Orleans) area is approximately 181 square miles. The real and personal property assessment rolls supports twenty-four (24) taxing authorities including the Orleans Parish Assessors.

Assessment accounts are approximately split amongst the following categories:

Account Type Number of Accounts

Real Estate 152,430

Personal Property (Movables) 9,447

Exempt Property 13,581

Public Service 360

Total 175,818

The following information summarizes the OPAO 2015 Abstract of Assessments.

SUMMARY - ABSTRACT OF ASSESSMENTS - ORLEANS PARISH, JANUARY 1, 2015

ITEMS TOTAL VALUE

Net Taxable Real Estate 2,730,539,403

Net Personal Property Business 431,355,330

Total Public Service 170,541,020

Total Taxable Property 3,332,435,753



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Total Exempt Real Estate 2,102,157,390 D. PROJECT INFORMATION

Requester has determined to separate the RFP into five specific projects: (1) Needs Analysis, (2) Equipment Installation, (3) Training/Testing, (4) First and Second Year Maintenance, (5) Scanning of Existing Documents. “Detailed Functional Requirements,” of this RFP will be split into these four projects. These requirements will be used as the primary means of measuring how well Offerors’ proposals demonstrate Offerors’ abilities to meet requirements for this Document Scanning and Record Management RFP. At the conclusion of this RFP process, REQUESTER intends to negotiate the purchase of each phase from the responsible, responsive Contractor, which offers the overall greatest benefit to REQUESTER.

E. EXISTING SOFTWARE ENVIRONMENT Requester currently utilizes Tyler Technology Corporation Integrated Assessment System IAS WORLD 7. IAS WORLD is a fully integrated web-based system that contains seven main modules: Computer Assisted Mass Appraisal (CAMA), Assessment Administration (AA), Personal Property (PP), Hearing Tracking (HT). IAS WORLD requires win7 and ie9 with compatible software. The current database contains limited assessment administration information. For pricing of this RFP on document scanning and record management bids, Offeror should be aware that IAS has a limited document management subsystem. The Contractor will be responsible for determining the best compatible equipment and software to complement or improve the existing IAS software system document management subsystem.

F. ON-SITE MEETING TO VIEW DOCUMENTS

Requester will provide one meeting at a specified time to ask questions and review file

cabinets of current and historical documents. Although the meeting is not mandatory, it is

essential to the credibility of the Offeror’s bid (Reference, Section II, E “Communication

Regarding This Proposal” for location of meeting) to attend and review historical documents

for the Service of scanning existing historical documents (Project 5).



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G. GENERAL CONDITIONS FOR CONTRACTS

ANY AND ALL EXCEPTIONS TO THESE GENERAL CONDITIONS SHALL BE FULLY DETAILED IN A LETTER THAT SHALL ACCOMPANY THE PROPOSAL.

Substantially the following additional provisions will be incorporated into any negotiated contract resulting from this RFP:

1. SCOPE OF CONTRACTOR’S SERVICES

Contractor agrees to provide to Requester services and any materials set forth in the Request for Proposal for Document Scanning and Record Management dated October 26, 2015. No material, labor, or facilities will be furnished by Requester, unless otherwise provided for in the Contract.

2. CONTRACT TERM OPTION TO RENEW

The term of the Contract’s Project One, Project Needs Analysis shall extend until December 31, 2016. At the option of Requester, the purchase of Equipment and Installation shall extend until December 31, 2017; Training & Testing shall extend until December 31, 2017; Equipment Maintenance until December 31, 2017; and the service bureau scanning existing documents until December 31, 2017. Under this Contract all projects may be extended at the same prices and terms until December 31, 2018.

3. SIGNATURE AUTHORITY OF CONTRACTOR

The person signing the proposal and Contract must be:

a. A current corporate officer, partnership member or other individual specifically

authorized to submit a proposal as reflected in the company’s organizational documents; or

b. An individual authorized to bind Contractor in this type of Agreement as

reflected by an accompanying corporate resolution, certificate or affidavit; or

c. An individual listed on the State of Louisiana Bidder’s Application as authorized to execute bids.

By signing the proposal and Contract, Contractor certifies compliance with the above.

4. INSURANCE

PLEASE READ CAREFULLY THE INSURANCE REQUIREMENTS IN SECTION I.G, ITEMS 4-6 AND SECTION I.G, ITEM 7 REGARDING PERFORMANCE BOND. All limits will be REQUIRED including but not limited to, WAIVER OF SUBROGATION AND ADDITIONAL INSURED(S). A copy of the certificate of insurance shall be furnished to Requester within thirty (30) days of the notice of award and prior to any work being undertaken.



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5. CONTRACTOR'S INSURANCE AND SUBCONTRACTOR'S INSURANCE

Contractor shall not commence work under this Contract until Contractor has obtained all insurance required by this subsection, and until such insurance has been approved by Requester. Further, Contractor shall not allow any subcontractor to commence work on Contractor’s projects until the insurance required in section I.G.5 has been obtained, submitted, and approved. Proper certificates evidencing such insurance shall be furnished to Requester prior to commencement of work. All certificates of insurance must contain provisions indicating that no cancellation or change in such insurance shall be effected for any cause without thirty (30) days written notice being first given to Requester. If at any time, any of the insurance policies required to be furnished by Contractor under the terms of this subsection shall lapse, expire, or fail to comply with the requirements of this subsection, Contractor shall procure and obtain such new insurance policies as may be required in order to comply with the requirements of this subsection. Upon obtaining a new insurance policy, Contractor shall submit a new certificate of insurance to Requester for approval. Upon failure of Contractor to furnish proof of such insurance to Requester, the Contract, at the election of Requester, may be declared suspended, discontinued or terminated. Failure of Contractor to maintain any required insurance shall not relieve Contractor from any liability under the Contract, nor shall the insurance requirements contained in this subsection be construed to conflict with the obligations of Contractor regarding indemnification as set forth in subsection I.G.20, Defense and Indemnity. The requirements contained in this subsection shall not be construed and are not intended to limit Contractor's obligations to indemnify and defend Requester as contained in subsection I.G.20, “Defense and Indemnity,” but merely constitute minimum insurance requirements which must be provided to secure such obligations.

Contractor shall effect and maintain until completion and acceptance of the work, the

following insurance:

I. Standard Worker's Compensation Insurance - full statutory liability for the State of Louisiana with Employer’s Liability Coverage of $100,000 minimum per occurrence.

II. Comprehensive General Liability - All comprehensive general liability insurance shall

include coverage for the following:

A. Premises Operations $500,000 B. Independent Contractors $500,000 C. Products - Completed Operations $500,000 D. Contractual Liability $500,000 E. Broad Form Property Damage $500,000

Explosion, Collapse and Underground Coverage (when required)



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I. Business Auto Policy

* BODILY * BODILY * PROPERTY

INJURY INJURY DAMAGE per person per accident per accident A. Any Auto $ 500,000 $ 500,000 $ 500,000 B. Owned Autos $ 500,000 $ 500,000 $ 500,000 C. Non-Owned Autos $ 500,000 $ 500,000 $ 500,000 D. Hired $ 500,000 $ 500,000 $ 500,000

If Coverage A - Any Auto is carried, Coverage B, C, & D will not be required. If Contractor does not own an automobile (vehicle) and an automobile (vehicle) is utilized in the execution of the Contract, then hired and non-owned coverage is required.

IV. Umbrella Liability

In lieu of providing insurance at or above the limits required in section I.G.5, subsections I, II and III hereinabove, Contractors may fulfill the requirements of this subsection by securing umbrella liability insurance coverage provided that the combined total of the primary and umbrella coverage satisfy the minimum required insurance limits set forth in section I.G.5, subsections I, II and III hereinabove.

V. Orleans Parish Assessor’s Office as an Additional Insured

The Orleans Parish of Assessor’s Office, its officials, and employees must be named on all liability policies described above as additional insured.

VI. Waiver of Insurance Requirements

Notwithstanding anything to the contrary contained herein, Requester reserves the right at all times, at its discretion, to alter, amend, and/or waive insurance requirements set forth in this Section where the insurance carried and/or to be provided by Contractor is deemed reasonable, sufficient and adequate to protect the interests of Requester, provided that Requester shall take no steps to impose more stringent and onerous insurance requirements on Contractor than those contained herein.

VII. Waiver of Subrogation

Contractors must obtain a Waiver of Subrogation from the Workers Compensation carrier for any and all claims which could be asserted against the Orleans Parish Assessor’s Office, its employees, agents, representatives, officers, directors, elected and appointed officials, and volunteers.



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6. CANCELLATION OF INSURANCE Contractor shall not cause any insurance policy to be cancelled or permit it to lapse, and all insurance policies shall include a clause to the effect that the insurance policy or certificate shall not be subject to cancellation or to a reduction in the required limits of liability or amounts of insurance until notice has been mailed to Requester stating the date when such cancellation or reduction shall be effective, which date shall not be less than thirty (30) days after such notice. 7. PERFORMANCE BOND

Requester shall require Contractor to provide an acceptable form of surety to protect Requester from any non-performance of Contractor or its subcontractor(s) under the terms and conditions set forth in the Contract. During contract negotiations, Requester, at its sole discretion, shall determine the exact form of the required surety. It could be in the form of agreeable contractual payment terms, a letter of credit or a performance bond. If Contractor is offering a performance bond as a part of their proposal, the cost of said bond shall be duly noted and itemized separately in the “Other” section of the Cost Summary. If a performance bond is required or offered by Contractor the following shall apply: Prior to the signing of the Contract and within ten (10) days after Contractor is notified that Contractor is the successful bidder, unless an extension of time is granted by Requester, Contractor will furnish good and solvent bond(s) issued by surety(s) deemed satisfactory to Requester and in such form as set forth in Document 1, “Performance And Payment Bond”, of the Orleans Parish Assessor’s Office Request For Proposal Document Scanning and Record Management dated October 26, 2015 for the faithful performance of Contractor’s duties and for the payment by Contractor of all obligations arising from the work contemplated under the Contract. The bond(s) shall be in an amount equal to 100% of the total Contract price, plus any change orders. The bond(s) shall provide that the surety waives the requirement of notice of any change in the work necessary or desirable to fully complete the work as contemplated. The bond(s) shall be executed by Contractor with a surety, or insurance company, which is currently on the U.S. Department of the Treasury Financial Management Service list of approved bonding companies which is published annually in the Federal Register, or by a Louisiana Domiciled Insurance company with at least an A- rating in the latest printing of A.M. Best's Key Rating Guide to write individual bonds up to ten percent of policyholders' surplus as shown in A.M. Best's Key Rating Guide, or by an insurance company that is either domiciled in Louisiana or owned by Louisiana residents and is licensed to write surety bonds. The bond(s) shall be written by a company licensed to do business in the State of Louisiana and shall be countersigned by a person who is contracted with the surety company or bond issuer as an agent of the company or issuer, and who is licensed as an insurance agent in the State of Louisiana, and who lives in the State of Louisiana. Should Surety Company become bankrupt or be removed from the State, Contractor shall furnish a new bond without cost to Requester. The bond(s) provided by the Surety as required by this Article shall specifically stipulate that the Surety shall be bound and obligated by all terms and conditions contained in the Contract and that in the event of a conflict between the terms, conditions, and limitations of the bond and those of the Contract, the terms of the Contract shall be deemed to govern.



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Said bond(s) shall be conditioned such that Contractor will be bound to faithfully perform all the provisions of the Contract and will perform all work required under the Contract, including labor and materials, in a good and workman-like manner free of defects, within the Contract time, and that Contractor shall make payment of all obligations within the time specified to the satisfaction of Requester and pay all laborers, mechanics, material men, and subcontractors, and all persons who supply such persons with provisions and supplies for carrying on of such work, and that if Contractor fails to comply with any of aforesaid requirements, that surety under the bond may be held liable and responsible for completion of any incomplete work contemplated under the Contract and/or the repair of any deficient and/or defective work performed by Contractor. In the event that it should become necessary for Requester to call upon and require the Surety to complete the work under the Contract and/or to repair any deficient and/or defective work performed by Contractor, the Surety shall be entitled to be paid compensation for the work actually performed and satisfactorily completed by it, solely in accordance with the payment provisions contained in the Contract, and shall not be entitled to recovery of compensation from Requester for any amounts for which Contractor has been previously paid for work performed under the Contract. The Surety shall not be entitled to be paid by Requester for any costs incurred by Surety as a result of the repair of any defective and/or deficient work performed by Contractor. The surety company furnishing said bond(s) must have an agent or representative with a permanent office in the State of Louisiana, upon whom notices referred to in the Contract Document may be served. Service of said notice to said agent or representative in the State of Louisiana shall be equal to service of notice to the president of the surety company or such other officer as may be concerned. IT IS REQUIRED THAT THE SIGNATORIES SHOW INFORMATION ON BONDS AND POWER OF ATTORNEY AS INDICATED BELOW:

AGENT: TYPE NAME, LICENSE NUMBER, ADDRESS, AND TELEPHONE NUMBER BELOW SIGNATURE

POWER OF ATTORNEY: TYPE NAME, ADDRESS, AND TELEPHONE NUMBER BELOW SIGNATURE

Attorneys-in-fact who sign bid bonds or contract bonds must file with each bond a certified and effectively dated copy of their power of attorney. 8. SUBCONTRACTS Contractor shall perform within his own organization a reasonable portion of the work under this Contract, as determined by Requester. As soon as practicable after the execution of the Contract and in any event at least seven (7) days prior to the time that any subcontractor shall commence any portion of the work, Contractor shall notify the Orleans Parish Assessor’s Office in writing of the names of the subcontractors proposed for the work. Contractor shall not employ any subcontractor that Requester, within a reasonable time, may object to as incompetent or unfit.



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Also, to encourage minority participation to the greatest extent possible, it is further required of Contractor that any minority subcontractors, proposed for the work, be identified, as such, and the name and domicile of said minority subcontractor be provided. Subcontractors that are included as part of the original bid will be reviewed by Requester as part of its review of the Offeror’s (prime contractor) bid. Contractor agrees that Contractor is fully responsible to the Orleans Parish Assessor’s Office for all acts and omissions of Contractor’s subcontractors and of persons either directly or indirectly employed by them, as Contractor is for acts and omissions of persons directly employed by Contractor. 9. PARTICIPATION BY DISADVANTAGED BUSINESS ENTERPRISES Requester strongly encourages the participation of DBE’s (Disadvantaged Business Enterprise) in all contracts or procurements let by Requester for goods and services and labor and material. To that end, all Contractors are encouraged to utilize DBE’s in the purchase or sub-contracting of materials, supplies, services and labor and material in which disadvantaged businesses are available. 10. ASSIGNMENT AND SUBCONTRACTING No portion of this Contract may be assigned or subcontracted to any other individual, firm or entity without express and prior written approval of Requester. 11. CONTRACTORS UNDERSTANDING/INDEPENDENT CONTRACTOR It is understood that the Contract is solely between Requester and Contractor and at all times, Contractor shall operate as and be deemed to be an independent contractor. At all times, persons provided by contracting agency to the Orleans Parish Assessor’s Office pursuant to the terms of this Contract shall be deemed to be employees of the contracting agency, and shall not be considered to be employees of the Orleans Parish Assessor’s Office. Contractor's services shall be furnished by Contractor as an independent contractor and nothing herein contained shall be construed to create a relationship of employer-employee or master-servant, but all payments made hereunder and all services performed shall be made and performed pursuant to this Contract by Contractor as an independent contractor. Contractor acknowledges that the entire compensation for this Contract is specified in Section V, “TOTAL COST SUMMARY”, and Contractor is not entitled to any Orleans Parish Assessor’s Office benefits including, but not limited to: vacation pay, holiday pay, sick leave pay, medical, dental, or other insurance benefits, or any other rights or privileges afforded to the Orleans Parish Assessor’s Office employees. Contractor represents that it maintains a separate place of business, serves clients other than the Orleans Parish Assessor’s Office, and will report all income and expense accrued under this Contract with the Internal Revenue Service on a Schedule C.



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12. NO GUARANTEE OF EMPLOYMENT Performance of all or part of this Contract by Contractor shall not operate to vest any employment rights whatsoever and shall not be deemed to guarantee any employment of Contractor or any employee of Contractor or any subcontractor or any employee of any subcontractor by the Orleans Parish Assessor’s Office at the present time or in the future. 13. ACCOUNTING AND PAYMENT FOR CONTRACTOR SERVICES Payment to Contractor for services rendered under this Contract shall be based on percent of completion when both parties are in agreement. Payments by the Orleans Parish Assessor’s Office, payment shall be based upon billings, supported unless otherwise provided and accepted by the Orleans Parish Assessors Office. Documentation should include units of work actually performed and amounts earned, including where appropriate, the actual number of days worked each month, total number of hours for each day, and the total dollar payment requested. Unless specifically stated and approved in writing in advance by the official executing this Contract for the Orleans Parish Assessor’s Office, (hereinafter referred to as the "Contracting Officer",) the Orleans Parish Assessor’s Office will not reimburse Contractor for any costs or expenses incurred by Contractor in the performance of this Contract. 14. TAXES Contractor understands and acknowledges that the Orleans Parish Assessor’s Office will not withhold Federal or State income taxes. Where required by State or Federal law, Contractor authorizes the Orleans Parish Assessor’s Office to make withholding for any taxes other than income taxes (i.e., Medicare). All compensation received by Contractor will be reported to the Internal Revenue Service at the end of the calendar year in accordance with the applicable IRS regulations. It is the responsibility of Contractor to make the necessary estimated tax payments throughout the year, if any, and Contractor is solely liable for any tax obligation arising from Contractor's performance of this Contract. Contractor hereby agrees to indemnify the Orleans Parish Assessor’s Office against any demand to pay taxes arising from Contractor's failure to pay taxes on compensation earned pursuant to this Contract. Contractor must pay all taxes including, but not limited to: Business and Occupation Tax, taxes based on Contractor's gross or net income, or personal property to which the Orleans Parish Assessor’s Office does not hold title. The Orleans Parish Assessor’s Office is exempt from Federal Excise Tax.



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15. WITHHOLDING PAYMENT In the event Orleans Parish Assessor’s Office determines that Contractor has failed to perform any obligation under this Contract within the times set forth in this Contract, then the Orleans Parish Assessor’s Office may withhold from amounts otherwise due and payable to Contractor the amount determined by the Orleans Parish Assessor’s Office as necessary to cure the default, until Contracting Officer determines that such failure to perform has been cured. Withholding under this clause shall not be deemed a breach entitling Contractor to termination or damages, provided that The Orleans Parish Assessor’s Office promptly gives notice in writing to Contractor of the nature of the default or failure to perform, and in no case more than 10 days after it determines to withhold amounts otherwise due. A determination of the Orleans Parish Assessor’s Office set forth in a notice to Contractor of action(s) required and/or the amount required to cure any alleged failure to perform shall be deemed conclusive, except to the extent that Contractor acts within the times and in strict accord with provisions of the Disputes clause of this Contract. The Orleans Parish Assessor’s Office may act in accordance with any determination of the Contracting Officer, which has become conclusive under this clause, without prejudice to any other remedy under the Contract, to take all or any of the following actions: (1) cure any failure or default, (2) to pay any amount so required to be paid and to charge the same to the account of Contractor, (3) to set off any amount so paid or incurred from amounts due or to become due to Contractor. In the event Contractor obtains relief upon a claim under the Disputes clause, no penalty or damages shall accrue to Contractor by reason of good faith withholding by the Orleans Parish Assessor’s Office under this clause. 16. NON-APPROPRIATION OF FUNDS Continuation of the Contract for any future fiscal period is contingent upon the appropriation of funds to fulfill Contract requirements. If the Orleans Parish Assessor’s Office fails to appropriate sufficient monies to provide for payments under the Contract, the obligation to make payment under the Contract shall terminate on the last day of the fiscal year for which funds were appropriated. No penalty or expense shall accrue to Orleans Parish Assessor’s Office in the event this provision applies. 17. BUDGETED FUNDS Notwithstanding anything to the contrary in the Contract, the Parties agree that the maximum amount payable under the Contract shall be that which is the amount budgeted by the Orleans Parish Assessor’s Office for said project. In the event the total amount of the Contract is increased by reason of additional quantities or any other reason, so as to exceed the amount budgeted, the Parties agree that the Orleans Parish Assessor’s Office shall not be liable for the amount of such increase until and unless said budget is amended by the Orleans Parish Assessor’s Office.



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18. TERMINATION FOR PUBLIC CONVENIENCE The Orleans Parish Assessor’s Office may terminate the Contract in whole or in part whenever Requester determines, in its sole discretion that such termination is in the interests of the Orleans Parish Assessor’s Office. Whenever the Contract is terminated in accordance with this paragraph, Contractor shall be entitled to payment for actual work performed at unit contract prices for completed items of work. An equitable adjustment in the contract price for partially completed items of work will be made, but such adjustment shall not include provision for loss of anticipated profit on deleted or uncompleted work. Termination of this Contract by the Orleans Parish Assessor’s Office at any time during the term, whether for default or convenience, shall not constitute a breach of Contract by Requester. 19. TERMINATION FOR DEFAULT If Contractor defaults by failing to perform any of the obligations of the Contract or becomes insolvent, files bankruptcy, or is declared bankrupt, or commits any act of bankruptcy or insolvency or makes an assignment for the benefit of creditors, the Orleans Parish Assessor’s Office may, by depositing written notice to Contractor in the U.S. mail, postage prepaid, terminate the Contract, and at the Orleans Parish Assessor’s option, obtain performance of the work elsewhere. If the Contract is terminated for default, Contractor shall not be entitled to receive any further payments under the Contract until all work called for has been fully performed. Any extra cost or damage to the Orleans Parish Assessor’s Office resulting from such default(s) shall be deducted from any money due or coming due to Contractor. Contractor shall bear any extra expenses incurred by the Orleans Parish Assessor’s Office in completing the work, including all increased costs for completing the work, and all damage sustained, or which may be sustained by the Orleans Parish Assessor’s Office by reason of such default. If a notice of termination for default has been issued and it is later determined for any reason that Contractor was not in default, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to the Termination for Public Convenience paragraph hereof. 20. DEFENSE AND INDEMNITY Contractor agrees and obligates itself to defend, indemnify, and hold forever harmless the Orleans Parish Assessor’s Office, its employees, agents, representatives, officers, directors, elected and appointed officials, and any and all other persons for whom they may be deemed liable and/or answerable to the extent permitted by law, for and against any and all claims, demands, causes of action, rights of action, suits, judgments, or executions whatsoever which may be asserted by any persons or parties, arising out of or resulting from any actual or alleged act of or omission of Contractor, its employees, subcontractors, agents, representatives, and servants under the terms of this Contract, including but not limited to any and all claims arising in any manner from the sole negligence, liability, and or fault of Contractor, and or the joint and or concurrent negligence, liability, and or fault of Contractor with any other persons or parties whomsoever.



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Notwithstanding the aforesaid, nothing contained herein shall be deemed to limit the obligations of any insurance company providing coverage in accordance with the terms of this Contract to defend, indemnify, and hold harmless the Orleans Parish Assessor’s Office, its employees, agents, persons or parties whomsoever to the full extent of their insurance contract and or as required by law. It is further provided that no liability shall attach to the Orleans Parish Assessor’s Office by reason of entering into this Contract, except as expressly provided herein. 21. REGULATIONS AND REQUIREMENT This Contract shall be subject to the laws, rules, and regulations of the United States of America, the State of Louisiana, and political subdivisions of the State of Louisiana. 22. RIGHT TO REVIEW This Contract is subject to review by any Federal or State auditor. The Orleans Parish Assessor’s Office or its designee shall have the right to review and monitor the financial and service components of this program by whatever means are deemed expedient by the Contracting Officer. Such review may occur with or without notice, and may include, but is not limited to, on-site inspection by the Orleans Parish Assessor’s agents or employees, inspection of all records or other materials, which the Orleans Parish Assessor’s Office deems pertinent to the Contract and its performance, and any and all communications with or evaluations by service recipients under this Contract. Contractor shall preserve and maintain all financial records and records relating to the performance of work under this Contract for (3) three years after Contract termination, and shall make them available for such review, within Orleans Parish, State of Louisiana, upon request. 23. MODIFICATIONS Either party may request changes in the Contract. Any and all agreed modifications shall be in writing, signed by each of the parties. 24. VENUE AND CHOICE OF LAW In the event that any litigation should arise concerning the construction or interpretation of any of the terms of this Contract, the venue of such action of litigation shall be in the courts of the State of Louisiana in and for the Parish of Orleans. The laws of the State of Louisiana shall govern this Contract. 25. CONTRACTOR COMMITMENTS, WARRANTIES AND REPRESENTATIONS Any written commitment received from Contractor concerning this Contract shall be binding upon Contractor, unless otherwise specifically provided herein with reference to this paragraph. Failure of Contractor to fulfill such a commitment shall render Contractor liable for damages to the Orleans Parish Assessor’s Office. A commitment includes, but is not limited to, any representation made prior to execution of this Contract, whether or not incorporated elsewhere herein by reference, as to performance of services or equipment, prices or options for future acquisition to remain in effect for a fixed period, or warranties.



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26. PATENT/COPYRIGHT INFRINGEMENT Contractor will defend, indemnify and hold harmless the Orleans Parish Assessor’s Office from any claimed action, cause or demand brought against the Orleans Parish Assessor’s Office, to the extent such action is based on the claim that information supplied by Contractor infringes any patent or copyright. Contractor will pay those costs and damages attributable to any such claims that are finally awarded against the Orleans Parish Assessor’s Office in any action. Such defense and payments are conditioned upon the following:

a. That Contractor shall be notified promptly in writing by Orleans Parish Assessor’s Office of any notice of such claim; and

b. That Contractor shall have the right, hereunder, at its option and expense, to obtain for the Orleans Parish Assessor’s Office the right to continue using the information, in the event such claim of infringement, is made, provided no reduction in performance or loss results to the Orleans Parish Assessor’s Office.

27. DISPUTES

a. General Differences between Contractor and the Orleans Parish Assessor’s Office, arising under and by virtue of the Contract Documents shall be brought to the attention of the Orleans Parish Assessor’s Office at the earliest possible time in order that such matters may be settled or other appropriate action promptly taken. Except for such objections as are made of record in the manner hereinafter specified and within the time limits stated, the records, orders, rulings, instructions, and decisions of the Orleans Parish Assessor’s Office, shall be final and conclusive.

b. Notice of Potential Claims

Contractor shall not be entitled to additional compensation which otherwise may be payable, or to extension of time for (1) any act or failure to act by the Orleans Parish Assessor’s Office, or (2) the happening of any event or occurrence, unless Contractor has given the Orleans Parish Assessor’s Office Office a written Notice of Potential Claim within 10 days of the commencement of the act, failure, or event giving rise to the claim, and before final payment by the Orleans Parish Assessor’s Office. The written Notice of Potential Claim shall set forth the reasons for which Contractor believes additional compensation or extension of time is due, the nature of costs involved, and insofar as possible, the amount of potential claim. Contractor shall keep full and complete daily records of work performed, labor and material used, and all costs and time claimed to be additional.

c. Detailed Claim

Contractor shall not be entitled to claim any such additional compensation, or extension of time, unless within 30 days of the accomplishment of the portion of work from which the claim arose, and before final payment by the Orleans Parish Assessor’s Office, Contractor has given the Orleans Parish Assessor’s Office a detailed written statement of each element of cost or other compensation requested and of all elements of additional time required, and copies of any supporting documents evidencing the amount or extension of time claimed to be due.



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28. OWNERSHIP OF ITEMS PRODUCED All writings, programs, data, public records or other materials prepared by Contractor and/or its consultants or subcontractors, in connection with performance of this Contract shall be the sole and absolute property of the Orleans Parish Assessor’s Office. 29. CONFIDENTIALITY Contractor, its employees, subcontractors, and their employees shall maintain the confidentiality of all information provided by the Orleans Parish Assessor’s Office or acquired by Contractor in performance of this Contract, except upon the prior written consent of the Orleans Parish District Attorney or an order entered by a court after having competent jurisdiction over the Orleans Parish Assessor’s Office. Contractor shall immediately serve the Orleans Parish Assessor’s Office with notice of any judicial proceeding seeking disclosure of such information. Contractor shall defend, indemnify and hold harmless the Orleans Parish Assessor’s Office, its officials, agents or employees from all loss or expense, including, but not limited to settlements, judgments, setoffs, attorneys' fees and costs resulting from Contractor's breach of this provision. 30. NOTICE Except as set forth elsewhere in the Contract, for all purposes under this Contract, except service of process, notice shall be given by Contractor to the Orleans Parish Assessor’s Office, 1300 Perdido Street, Room 4E01, New Orleans, LA 70112. Notice to Contractor for all purposes under this Contract shall be given to the address reflected below. Notice may be given by delivery or by depositing in the U.S. Mail, first class, postage prepaid. Contractor Representative: __________________________________________________ Contractor: _______________________________________________________________ Address: _________________________________________________________________ 31. SEVERABILITY

If any term or condition of this Contract or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this Contract are declared severable. 32. WAIVER Waiver of any breach or condition of this Contract shall not be deemed a waiver of any prior or subsequent breach. No term or condition of this Contract shall be held to be waived, modified or deleted except by an instrument, in writing, signed by the parties hereto.



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33. WAIVER OF NON-COMPETITION Contractor irrevocably waives any existing rights which it may have, by contract or otherwise, to require another person or corporation to refrain from submitting a proposal to or performing work or providing supplies to the Orleans Parish Assessor’s Office, and Contractor further promises that it will not in the future, directly or indirectly, induce or solicit any person or corporation to refrain from submitting a bid or proposal to or from performing work or providing supplies to the Orleans Parish Assessor’s Office. 34. SURVIVAL The provisions of Section I.G, subsections 11, 13, 14, 15, 16, 17, 18, 19, 20, 22, 24, 25, 26, 27, 28, 29, 32, 33 and the provisions of any non-collusion affidavit as required in the RFP shall survive, notwithstanding the termination or invalidity of this Contract for any reason. 35. ENTIRE AGREEMENT This written Contract represents the entire Agreement between the parties and supersedes any prior oral statements, discussions or understandings between the parties.

SECTION II. PROPOSAL PROCEDURES


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A. PURPOSE OF THE RFP This request for proposal (RFP) is being distributed for the purpose of obtaining proposals from Contractors that can best provide document scanning and record management for the Orleans Parish Assessor’s Office in New Orleans, Louisiana. Requester prefers that a single Contractor provide all services and equipment as requested in this RFP for document scanning and record management services, although this is not a requirement. B. SCOPE Requester is interested in procuring document scanning and record management services and equipment that can best address the functional and performance requirements as stated within this document. Contractors, which lack the capability to fully comply with these requirements, must identify their solutions to fully comply with the requirements in the proposal. Proposals shall include all contract cost for both the document scanning and record management services and equipment to include but not be limited to project costs for project plan, if necessary, conversion and installation into Contractor software, all related needs analysis costs, purchase of equipment, installation of hardware and software, training, documentation, technical support, annual maintenance (software) and cost of annual maintenance though the completion of the project in 2017. OPAO’s long-range goal is to transition to a paperless environment, maximizing the use of scannable forms. Orleans Parish Assessor’s Office to provide examples of a variety of documents to be scanned at on-site meeting to view documents scheduled on November 13, 2015 at 10:00 a.m. Copies to will be provided to offerors upon request.. C. PRE-QUALIFICATION CRITERIA In order to expedite the RFP process for all concerned, specific qualification criteria have been developed. These criteria must be met in order to proceed further.

1. Contractor Qualifications: a. Offerors must supply a minimum of three (3) references and at least one that is

utilizing contractor’s services. b. Offerors must offer proposed support services through the 2016 end of project. c. Contractor must provide document scanning and record management services

proposed in this RFP. Some specialized services requested in this RFP may be subcontracted. Specialized service may be scanning of existing files but not core functions of the document scanning and record management.

d. Contractor agrees to meet all timetable requirements contained in the requirements for proposal. [Timetable (i.e. needs analysis, purchase of equipment, installation of equipment, training, maintenance (two years), and scanning of existing files).]

e. Contractor must be able and willing to train OPAO’s employees. All Offerors under consideration, regardless of previous evaluations or demonstrations, will be required to complete this RFP and, if requested, perform demonstrations for the benefit of OPAO.



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D. SUBMISSION AND OPENING OF PROPOSALS BIDS - All proposals shall be enclosed in a sealed envelope which will be marked with the name of the proposal being submitted, and shall either be mailed or hand delivered to: Orleans Parish Assessor’s Office RFP, 1300 Perdido Street, Room 4E01, and New Orleans, Louisiana 70112. Proposals will be received until 4:00 p.m. on December 11, 2015. The timely delivery of the proposals solely rests with the bidder, and late arriving proposals will not be considered. E. COMMUNICATIONS REGARDING THIS PROPOSAL Please direct FUNCTIONAL REQUIREMENT INQUIRIES, in writing or e-mail, regarding this RFP to:

Erroll G. Williams (504) 658-1313 (Office) Orleans Parish Assessor RFP Imaging (504) 658-1353 (Fax) 1300 Perdido Street, Room 4E01 [email protected] New Orleans, LA 70112

F. SCHEDULE OF EVENTS The Orleans Parish Assessor’s Office will adhere to the following timetable for the acquisition of document scanning and record management services:

Anticipated Event Schedule

Date

Release RFP

October 26, 2015

On-site Meeting to View Documents

November 13, 2015 @ 10:00 AM

Deadline for Offerors’ Written Questions

November 20, 2015 @ 4:00 PM

Reply to Offerors’ Written Questions

December 4, 2015

Deadline for Offerors’ Proposals Due at Orleans’s Parish Assessor’s Office

December 11, 2015 @ 4:00 PM

Offerors’ Demonstrations

December 16 & 17, 2015

Final Contractor Selection

January 8, 2016

Contract Negotiations

January 8, 2016 to January 22, 2016

Execute Contract by

February 2, 2016

Begin Implementation

March 2, 2016



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G. CONTRACTOR RESPONSES Offerors shall respond to the request for proposal as indicated in the Proposal Procedures. Use of Offerors’ Proposals and Accompanying Material All material submitted becomes the property of the Orleans Parish Assessor’s Office and will not be returned to Offerors unless requested. The proposals submitted may be reviewed and/or evaluated by persons internal or external to the Orleans Parish Assessor’s Office at the discretion of Requester. RFP Addenda Requester may, during the proposal period, advise all interested Offerors by Addenda of additions, deletions, or alterations in the proposal guidelines. All Addenda shall be acknowledged in the proposals. All Addenda shall become a part of these proposal guidelines as if originally included therein. Proposal Preparation Costs All costs incurred in the preparation and presentation of its proposal shall be paid by Offerors. No costs shall be incurred by the Orleans Parish Assessor’s Office as a result of Offerors’ preparation or proposal. H. GENERAL TERMS AND CONDITIONS The following terms and conditions apply to all proposals to provide services to the Orleans Parish Assessor’s Office:

1. All proposals received will be open for public inspections only after Contract award. 2. Requester expressly reserves the following rights:

a. To reject any and/or all irregularities in the proposals submitted. b. To reject any or all proposals or portions thereof. c. To base awards with due regard to quality of services, experience, compliance

with specifications, and other such factors as may be necessary in the circumstances.

d. To make the award to any Contractor or combination of Contractors whose proposal(s), in the opinion of Requester, is in the best interest of the Orleans Parish Assessor’s Office.

I. PROPOSAL FORMAT In order to facilitate the timely evaluation of proposals, a standard format for proposal submission has been developed and is documented in this section. All sections must be presented in the specified order, tabbed, and bound in 3-ring binders. A proposal will not be given full consideration unless it includes all of the information requested in these Proposal Guidelines. REQUESTER REQUIRES THAT OFFERORS SUBMIT ONE SIGNED ORIGINAL, NINE (9) PAPER COPIES AND ONE SIMILARLY ORGANIZED ELECTRONIC COPY OF THEIR RFP RESPONSE. Requester will provide a copy of the electronic and paper copy of the proposal to Requester’s outside consultant for review and recommendation.



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A CD copy of this RFP in Microsoft Word format has been included to assist in proposal preparation. A satisfactory explanation must be given for not complying with our instructions. Failure to provide all applicable information, or to submit a proposal by the due date and time, shall be cause for disqualification on the grounds of being non-responsive. Offerors must provide proof of their ability to provide the type of services described herein. This proof should include but is not limited to:

a. List not less than three (3) or more than ten (10) customers to whom Offeror has provided and implemented the same type of services, that is equal to or greater in complexity to the scope of work as detailed in these proposal guidelines. This list should include the name, address, and phone number of a responsible individual qualified to respond to questions concerning Offeror’s abilities, operation, services, etc. b. Statement of performance guarantee.

THE PROPOSAL SHALL INCLUDE THE FOLLOWING ELEMENTS:

1. TRANSMITTAL LETTER

The Transmittal Letter, included as Document 2, must be submitted on Offeror’s letterhead and signed by a person authorized to commit Offeror’s organization to its representations. The person signing the proposal must be:

a. A current corporate officer, partnership member or other individual specifically authorized to submit a proposal as reflected in the appropriate records on file with the Secretary of State; or

b. An individual authorized to bind Offeror as reflected by an accompanying corporate resolution, certificate or affidavit; or

c. An individual listed on the State of Louisiana Bidder’s Application as authorized to execute bids.

By signing the proposal, Offeror certifies compliance with the above. Proposals received that do not contain the original transmittal letter executed by the proper authority will be rejected.

2. OFFEROR PROFILE

Offeror profile should give Requester a good understanding of Offeror’s business. Section III, “Contractor Profile,” of this proposal must be completed to fulfill this requirement.

3. COST OF NEEDS ANALYSIS (PROJECT 1), HARDWARE & SOFTWARE

INSTALLATION (PROJECT 2), TRAINING (PROJECT 3), MAINTENANCE (PROJECT 4), SCANNING EXISTING DOCUMENTS (PROJECT 5) AND ALL RELATED SUPPORT SERVICES

A breakdown of all individual costs associated with the proposal must be provided. Section IV, “Cost of Document Scanning and Record Management,” of this proposal must be completed to fulfill this requirement.



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4. TOTAL SYSTEM COST SUMMARY

The total cost of the proposed five projects for Document Scanning and Record Management are summarized in this section. This will provide Requester a total cost breakdown of the system. Refer to Section V, “Total Cost Summary,” of this RFP.

5. FUNCTIONAL REQUIREMENTS

This section must include the functional requirements response sheets provided in each sub-section in Section VI, “Detailed Functional Requirements.” Complete each Functional Requirement as described on the instructions at the beginning of the section. Any requirements that will be satisfied by a separate application should be clearly indicated.

6. NON-COLLUSION STATEMENT

Each Offeror is required to submit with their proposal, a statement that neither Offeror nor its agents, nor any other party of Offeror has paid or agreed to pay, directly or indirectly, any person, firm, or corporation, any money or valuable consideration for assistance in procuring or attempting to procure the Contract herein referred to, and further agreeing that no such money or reward will hereafter be paid. The wording and format of the Non-Collusion Affidavit & Debarment Affidavit in Document 3 should be utilized to fulfill the requirements of this section.

7. SECURITY

The Orleans Parish Assessor’s Office considers that there may be certain business risks associated with this transaction and intends to minimize those risks, if possible. Requester reserves the right to negotiate with the successful Offeror for security provisions acceptable to the Orleans Parish Assessor’s Office. Such security may be in the form of payment terms, a letter of credit, performance bond or such other security or combinations of the preceding as Requester may determine necessary to guarantee the successful performance of the Contract. Any Offeror whose bid does not minimize the business risks to the Orleans Parish Assessor’s Office associated with a contract may be disqualified on the grounds of being non-responsive.

Additionally, Offeror must disclose any and all pending legal action (for or against Offeror) as well as all lawsuits filed by or against Contractor within the last five (5) years.



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J. CONTRACTOR PRESENTATIONS Short-listed Offerors will be required to make an oral presentation and provide a demonstration of their proposed solution that will address pre-defined scenarios provided in advance by Requester. The presentations will provide Offerors with an opportunity to explain the functional and professional capabilities of Offerors. Offerors should also be prepared to answer detailed questions regarding their response to the Orleans Parish Assessor’s Office functional requirements that are identified in the RFP. Presentations will be conducted in New Orleans, Louisiana. Requester will bring set of records for test scanning and storage in record management system. Requester will provide the room and projection equipment. The specific time and place for presentations will be determined following completion of OPAO’s preliminary evaluation of proposals. K. SITE VISITS (AT REQUESTER’S OPTION) During Offeror presentations, each Offeror will be requested to identify up to three (3) of the current customers using data collection and/or valuation services, who are willing to permit an on-site visit by Requester’s representatives. If requested by the Orleans Parish Assessor’s Office, Offeror should arrange visits to users who have an operating environment, functional requirements, transaction levels, and organization size similar to the Orleans Parish Assessor’s Office. During the customer site visit, Requester’s representatives must be provided with an opportunity to meet with the customer’s key users, independent of Offeror, if requested. A preliminary agenda for this customer site visit is:

1. Familiarization: - Site Background - Document scanning process and procedures - Record management application - Document retrieval procedures - Introduction to User’s Key Personnel

2. Discussions:

- Training - Use of scanners - Review of various size and type of documents scanned - Critique on hardware and software used - Support and maintenance - Quality of scanning services by Offeror



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L. CONTRACT NEGOTIATIONS Offerors must submit a copy of their standard applicable contract(s), including license agreements (if any), data collection maintenance contracts, and valuation maintenance contracts, etc. Standard Addenda to these contracts must also be included for evaluation. While Requester will consider Offeror’s standard contracts, it will not be bound thereby. Requester will negotiate contract terms for its own procurement. It is a firm requirement that Offeror’s responses to this RFP shall be included either in their entirety or by reference in the final Contract. It is anticipated that the negotiated Contract will encompass the entire package of services that Requester intends to purchase from the successful Contractor. Requester reserves the right to negotiate a contract acceptable to the Orleans Parish Assessor’s Office with the selected Offeror. In addition, Requester will require that the successful Offeror confirm that prices quoted in its proposal are its lowest and best prices offered on the various proposed services. M. CONTRACTOR SELECTION Offeror selected for contract award will be that Offeror proposing the greatest overall benefit to the Orleans Parish Assessor’s Office, not simply the lowest price. In making the award, Requester will carefully evaluate each Offeror’s proposal and will use a cost benefit approach which takes into account the submitted price, ability to meet functional requirements, professional knowledge & compatibility with OPAO’s IAS software, technical resources, experience, references, past performance in providing similar services, continuing support, and other items that Requester deems appropriate to ensure that the services chosen best meets the needs of the Orleans Parish Assessor’s Office. N. REQUIREMENTS AND CONDITIONS FOR PROPOSALS Sales Tax / Tax Exemption

For purposes of submitting a proposal, Offeror should assume that purchases are exempt from Louisiana sales tax and such taxes should not be included in the bid proposal.

Offeror/Contractor’s Financial Obligation to the Orleans Parish Assessor’s Office.

No proposal will be accepted or contract awarded to any person, firm, or corporation that is in arrears or in default to OPAO, or that is a defaulter of surety or otherwise upon any obligation to OPAO, or has failed to perform faithfully any previous contract with OPAO.

O. NON-ENDORSEMENT As a result of the selection of a Contractor to supply services to Requester, the Orleans Parish Assessor’s Office is neither endorsing nor suggesting that Contractor's services are the best or only solution. Contractor agrees to make no reference to the Orleans Parish Assessor’s Office in any literature, promotional material, brochures, sales presentation or the like without the express written consent of the Orleans Parish Assessor’s Office.



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P. THIRD PARTY CONTRACTORS Requester will accept proposals that include third party contractors only if the Offeror agrees to act as prime contractor and guarantor for all proposed equipment and software. Offerors must disclose the use of any third party contractors and indicate willingness to assume prime contractor responsibility. If Offeror has any third party license agreements as part of its proposed system, Offeror will secure identical licensing arrangements with the third parties on behalf of the Orleans Parish Assessor’s Office with the Orleans Parish Assessor’s Office being named as the licensee. No third party licensed system components shall be included as part of the system without the prior written approval of the Orleans Parish Assessor’s Office. All Offerors must include a signed original Third Party Contractor’s Participation Form, Document 4, indicating Offeror’s proposed use/nonuse of Third Party Contractors. Q. SUBCONTRACTORS OPAO will accept proposals that include work performed by subcontractors only if the Offeror agrees to act as prime contractor and guarantor for all proposed services. Offerors must disclose the use of any subcontractor and indicate willingness to assume prime contractor responsibility. No subcontractors shall be allowed to perform work to be included as part of the services without the prior written approval of the Orleans Parish Assessor’s Office. All Offerors must include a signed original Subcontractor’s Participation Form, Document 5, indicating Contractor’s use/nonuse of subcontractors. R. NECESSARY ANCILLARY SOFTWARE Unless specifically excepted by the terms of the RFP, all software for training, when services are turned over to Orleans Parish Assessor’s Office shall be furnished by Contractor, at no additional cost (costs not specified in the contract) to the Orleans Parish Assessor’s Office. S. CONDITION OF PROPOSED EQUIPMENT The Orleans Parish Assessor’s Office uses standard PC workstations, servers, and network communications equipment with IAS system operation. Contractors should state any additional equipment requirements. Contractors may propose specialized equipment units but Requester reserves the right to obtain such equipment from other sources. Any and all equipment proposed must be new when turned over to the Orleans Parish Assessor’s Office. If proposing equipment, provide the price being offered to Requester by Contractor. T. SERVICES DELIVERY TIMETABLE Offerors must certify that the proposed can be completed within the stated number of days on their RFP submission.

SECTION III: OFFEROR’S PROFILE


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In a separate tabbed section clearly identified as Section III, Offeror Profile, please provide responses to the following questions. The responses should be in the order listed, clearly identified with each subsection letter (i.e. A, B, C...). A. OFFEROR’S PROFILE

1. Provide a brief history of your organization(s).

2. How many years has your organization been in business of providing document scanning and record management service Contractor?

B. ORGANIZATIONAL INFORMATION Enclose an organizational chart for your company’s sales, support and service divisions. Indicate the total number of employees and their distribution by function. Identify, with an asterisk, those categories comprised of people serving multiple roles.

Total employees

Sales

Maintenance

Management

Document scanning services

Administrative support

Technical support

Other (indicate general field of skill)

Number of total employees having less than two years of service with company C. FINANCIAL CONDITION Provide audited annual reports and/or compiled financial statements for each of the last three fiscal years. Note: This financial information is not required as a part of the RFP Response, but must be provided if Offeror is selected as a finalist. Annual reports and/or compiled financial statements submitted will be treated in a confidential manner and will not be part of public record released after Contract is awarded and signed. D. THIRD PARTY CONTRACTORS Submit completed and signed Third Party Contractor’s Participation Form, Document 4. E. SUBCONTRACTORS Submit completed and signed Subcontractor’s Participation Form, Document 5.



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F. NUMBER OF DOCUMENTS SCANNING AND RECORD MANAGEMENT SERVICES IMPLEMENTED

List only the number of implementations on the services being proposed.

SERVICE TYPE

# IN LAST 12 MONTHS

TOTAL # TO DATE

COMMENTS

1

2

3

4

5



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G. POLICIES REGARDING REGULATORY REQUIREMENTS How do you monitor state tax/regulatory proposals and mandates in order to identify required changes to document scanning and record management service? H. IMPLEMENTATION SUPPORT

1. Provide the names of your proposed implementation team. Include a brief description of each team member’s qualifications and experience and tenure with your company.

a. Also include their respective daily billing rates (excluding expenses) and describe

the tasks, which the Orleans Parish Assessor’s Office can expect each of your proposed personnel to perform during implementation.

2. What is the typical delivery lead time (from Contract acceptance) for the following:

Item Delivery Lead Time

Document scanning services _______________ Record management & application _______________

3. What is the anticipated scanning of existing records time in weeks? ____________ 4. Provide a suggested implementation schedule for the proposed services (e.g., a time-

phased Gantt chart) Include needs analysis, planning, installation, training, testing, maintenance and scanning of existing records.

5. Specify the client responsibilities and manpower requirements for document scanning

and record management projects.

What type of implementation support do you provide as part of the base package price? Type of Support Yes No If yes, indicate hours

Needs Analysis □ □ __________

Install of hardware and software □ □ __________

Training □ □ __________

Maintenance □ □ __________

Scanning of existing documents □ □ __________



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I. CONTRACTOR SUPPLIED TRAINING List available training courses. The training must be comprehensive enough to ensure that the Orleans Parish Assessor’s Office staff can effectively use and maintain the document scanning procedures and record management procedures. The Orleans Parish Assessor’s Office shall provide an equipped training facility sufficient to train ___fifteen___ individuals simultaneously. Areas that should be included in the training include:

I. Document scanning II. Record management software III. Hardware operations IV. Interfacing with ISA and other software systems

For each course, describe

I. Target Audience II. Course contents III. Prerequisites IV. Instructional Medium (class room, self-study, computer tutorial, on-the-job

instruction) V. Duration VI. Materials required (other than manuals) such as audiovisual equipment VII. List training facility requirements by course type: Computer Lab, Conference

Room How much on-site training is included in the base package price? ____________________________________________________________________________ ____________________________________________________________________________ The audience to be trained totals approximately ___fifteen___ users. These users will be support (office) staff. Obviously, not all users will require the same level of expertise with the system. Please state whether you plan to train each employee and the cost associated with proposed approach. Offeror shall provide a suggested general estimate of schedule for user training. Offeror shall provide taping of training to be used for future use for training of new employees. Offerors are required to provide a complete cost proposal for document scanning and record management. Annual software maintenance will be performed by successful Offeror. Offerors should differentiate all costs clearly so that they may be properly evaluated without interpretation. Offeror should submit a proposed payment schedule along with this pricing schedule that coincides with the suggested implementation schedule outline in subsection H.4 of Section III, “Offeror Profile”.

SECTION IV: COST OF DOCUMENT SCANNING AND RECORD MANAGEMENT SCANNING SERVICES


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A. DOCUMENT SCANNING COSTS Offeror shall provide estimated cost of five projects of this RFP service. Requester requires the breakdown of document scanning costs by these categories to better understand the cost per service. Activity Costs

1. Needs Analysis ______

2. Installation of Equipment and Related Software ______

3. Training of staff on Equipment & Related Software ______

4. a. First Year Maintenance of Equipment & Software ______ b. Estimate of Annual Maintenance Contracts (2 Years) ______

5. Estimate of constructing a matrix and manual to capture

historical information and data ______ B. SCANNING OF EXISTING DOCUMENTS COSTS Offeror shall provide estimate cost document scanning all current documents related to 175,818 total properties including 9,447 non-residential properties, and 13,581 exempt properties. The Orleans Parish Assessor’s Office requires the breakdown of document scanning cost by these categories to better understand the cost per service. Documents Related to Property Class Costs

1. Residential ______

2. Non-Residential Taxable ______

3. Exempt ______

4. Sales and Income Mailer and Related Steps ______

5. Taxpayer Appeals ______

6. Various Pictures (historical) of Property ______

7. Maps and Subdivision Plots ______

8. Miscellaneous Documents ______

SECTION IV: COST OF DOCUMENT SCANNING AND RECORD MANAGEMENT SCANNING SERVICES


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C. TRAINING COSTS The Orleans Parish Assessor’s Office recognizes various training needs, both in the areas of document scanning and record management. Members of our staff will need these skills to continue moving the Orleans Parish Assessor’s Office toward a paperless operation. Training facilities capable of assisting training needs can be arranged. Training of Assessor staff must occur within the timelines established by this RFP. Offeror must furnish a training plan that will address these concerns. It is also expected that Contractor will provide access and updates to computer based training (if and when available) and recommendations for additional training software. Contractor is required to supply comprehensive training. In order to minimize costs, it is required that the training classes be conducted in Orleans Parish by Contractor's instructors.

List below, by course, the hours and total cost of the proposed training services: Course # of Students Hours Costs ________________________________ ________ ________ ________

________________________________ ________ ________ ________

________________________________ ________ ________ ________

________________________________ ________ ________ ________

D. Documentation Costs

Document scanning and record management manuals will greatly assist the Orleans Parish Assessor’s Office start-up and maintain its responsibility for document scanning and record management. Indicate below the documentation included as part of the proposal package. Note any additional costs.

Included Costs Type of Documentation Yes No Comments per Copy

1. Document Scanning □ □ _______________ __________

2. Record Management □ □ _______________ __________

3. Equipment Maintenance □ □ _______________ __________

4. Document Retrieval □ □ _______________ __________

5. Storing of Electronic Documents □ □ _______________ __________

SECTION V: TOTAL COST SUMMARY


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While the ultimate project costs for data collection and revaluation will be based upon fixed total price, the provisions of the breakdown will provide The Orleans Parish Assessor’s Office with a better understanding of the requested services verses cost per service. Contractor may provide any additional information relating to costs that Contractor believes will assist Requester in evaluating Contractor’s proposal. The following grid is the required minimum. Proposals not expressed in such a manner may be rejected. TOTAL COST SUMMARY BY YEAR

SERVICE

2016

2017

2018

2019

Needs Analysis

Equipment & Software Installation

Training Document Scanning

Training Record Management

Training on Maintenance of Software

Training on Maintenance of Equipment

First Year Maintenance

Annual Maintenance After First Year

Scanning of Historical Documents & Maps

Other Miscellaneous

Total Cost

The Offeror has received and reviewed, and fully understands and acknowledges the provisions contained in the RFP general conditions. _______________________________________________ Signature and Title of Person Representing Offeror

SECTION VI: EVALUATION CRITERIA


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Following are the Functional for the five projects of the Document Scanning and Record Management RFP. Final selection will be based on the evaluation of technical and cost factors in the process outlined above. Final selection will be based on scores. The following weights will be applied to these major selection criteria:

1. Score on Functional Requirements................................................... 25% 2. Contractor Experience, Reliability, Stability....................................... 20%

(References, length of time proposed product has been in production, Contractor’s financial statements)

3. Cost................................................................................................... 20% 4. Technical Quality.................................................................. ……… 20% 5. Quality of Services, Support & Maintenance………………………….. 15%

The Orleans Parish Assessor’s Office may not implement all functionality outlined in this document. Customization items will be selected based upon cost and associated benefits to the Orleans Parish Assessor’s Office.

SECTION VII: FUNCTIONAL REQUIREMENTS


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A. NEEDS ANALYSIS SERVICE

The Orleans Parish Assessor’s Office successful implementation of document scanning and record management will start with planning of the project. Requester’s initial assumption is that three staff (part of their daily tasks) will use the equipment to immediately scan all incoming paper documents. Contractor will scan all historical documents up to the date the Orleans Parish Assessor’s Office staff is trained to take over responsibility for daily incoming documents. The Orleans Parish Assessor’s Office expects to provide one person, who will perform basic maintenance of equipment. Contactor will maintain or replace equipment (hardware and software) as needed. All the Orleans Parish Assessor’s staff will retrieve scanned documents.

The Orleans Parish Assessor’s Office does not currently perform any document scanning. Therefore, the Orleans Parish Assessor’s Office requires the Contractor to implement a comprehensive needs analysis of document scanning and record management requirements based on the existing Orleans Parish Assessor’s Office operations. While it is necessary for the Requester to have an understanding of relative the costs for each Offeror’s bid, the cost of each proposed project can be slightly adjusted based on this needs analysis.

The initial estimate of the new annual documents for the Orleans Parish Assessor’s Office is about 300,000 documents. The Assessor’s Office document flow has low and high volume cycles throughout year and reappraisal cycles. The needs analysis will review the requirements based on existing documents, hardware configuration, electronic storage and cost of the system.

The needs analysis should identify potential business problems with the concept of scanning all incoming and internally generated documents (paper & electronic). The needs analysis must consider all regulatory compliance issues governing the Orleans Parish Assessor’s Office. The proposed document management system must have functions that support compliance with regulatory requirements. The Orleans Parish Assessor’s Office has appraisal and assessment administration software systems but also receives documents and electronic files from several sources such as the City of New Orleans, Orleans Board of Review, Clerk of Courts and Louisiana Tax Commission. The proposed document management system must be able to receive, store and retrieve information originating from these outside sources. The proposed documents management system must operate in coordination with the IAS appraisal and assessment administration software.

The needs analysis will include a process analysis that breaks down the daily activities into a series of business process. This analysis will review all activities that receive or generate documents from inception to competition of the tasks. A comprehensive process analysis should involve:

Examination of daily activities regularly performed by the Orleans Parish Assessor’s Office,

Develop diagrams and flowchart the processes,

Identify breakdowns in the existing processes that delay or derail the processes,

Determine the ways document management system will improve the existing process, and

Identify how these document processes will impact the proposed document management system.



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The needs analysis will develop and generate an implementation plan. The implementation plan should start with site evaluation to determine the proper equipment placement and identify any connectivity problems to existing software systems. Hardware installation includes all necessary operating systems and drivers. Software installation on the document management system installed on the server selected to hold and support the network and necessary work stations. The implementation plan should address the back-file document conversion work to be performed by the service bureau and identify the media of transfer of scanned document to the document management server.

B. HARDWARE AND SOFTWARE INSTALLATION

Hardware and software to support the document management system must be compatible with existing Orleans Parish Assessor’s Office software in particular the IAS appraisal and assessment administration hardware and software. Document management system should work with standard operating systems and support standard database platforms. The document management system should communicate with network protocols such as IPX/SPX or TCP/IP. The system should have Internet Web deployment capabilities. The systems should use n-tier architecture with client-side image compression and decompression. The server-side of the system should have searching and indexing. The system text and images should be stored in non-proprietary, industry standard formats. Images and text documents should be stored on central servers for faster access to all PCs attached to the server network. Scalability of the hardware server and software is important. The continuous scanning operation will be limited to a few individuals but the entire Assessor’s staff will need access to the information including satellite Assessor’s office of Orleans Parish. The database management system (DBMS) of the document management server must be compatible with the existing hardware and software of the IAS WORLD used as the current appraisal and assessment administration. Document management server must meet or exceed these specifications.

CPU – XEON processor or faster

Memory – 8 GB RAM or larger

Operating system – Windows Server 2008 Release or newer

Database engine – Microsoft SQL Server 2008 (service Pack 2) or newer Workstations to be used with the scanners must meet or exceed these specifications.

CPU – Pentium IV processor or faster

Memory – 4GB RAM or larger

Operating system – Windows XP Professional or newer

Web browser – Internet Explorer 9 or newer



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Document scanners must meet or exceed these specifications.

Automatic Document Feeder – Various sizes (inches), pictures 5 X 8, envelopes 4.125 X 9.5, letter 8.5 X 11, and legal 8 X 14.

Scanner speed – 60 sheets per minute 20 pound sheets

Ability to scan monochrome, grayscale and color

Must perform simplex and duplex scanning

Manual and automatic feeder mechanism

Paper feed documents facing up

Output format bit depth 8, 16 and 24 (monochrome to color)

Dynamic range 0-4 (ability to distinguish colors)

UBS or SCSI-card scanner

Image enhancement o Despeckling o Deskewing a skewed document to straighten document o Deshading o Compression and decompression o VRS (virtual rescan) to improve image quality

Paper flods Crumpled paper Cut paper Scotch taped paper

Image format – TWAIN, ISIS, Adobe, Acrobat, Standard Kofax

Dynamic Range to sufficiently distinguish shades of color

To facilitate the scanning of documents and proper indexing, scanner readers screens should be either two separate monitors or larger screen with split screen viewing.

C. TRAINING ON HARDWARE AND SOFTWARE

The Offeror will train the Orleans Parish Assessor’s Office personnel, who will perform the scanning functions and limited maintenance of the document management system’s hardware and software. All training will be on-site at the Orleans Parish Assessor’s Office. Individuals, who perform the scanning (users), will be taught the use of various document management systems scanners, using various OPAO forms and correspondence. All document management systems have positive and negative aspects. The trainers will discuss the potentially negative aspect and solutions to their negative aspects. Trainers should know from their own experience, solutions to single scans, multi-page scans, bulk scans, document separators and batch numbering. These and other situational aspects of scanning should be presented and solutions explained and demonstrated. Training will include supervised, hands-on use of scanners, document management software and retrieval system. Trainers will make themselves available for consultation during the support and annual maintenance period of Orleans Parish Assessor’s Office operation of the document management system to assist with operational problems.



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The Orleans Parish Assessor’s Office will appoint system administrators, who will be taught the requirements for maintenance of hardware and system software. This will be on-site training with the Orleans Parish Assessor’s Office document management system. The trainer will discuss and demonstrate basic maintenance of the hardware with the Orleans Parish Assessor’s employee. The trainer will review the various part of the systems software and provide documentation for the system software. Whenever the Orleans Parish Assessor’s Office employee cannot solve the problems arriving from the document management system, the Orleans Parish Assessor’s Office will communicate to the Contractor for assistance under the maintenance agreement to solve the problems. The contractor’s tech support will be available at all times during working hours to resolve these problems. The Offeror should propose implementation consulting to assist the users and administrator with development strategies for converting the existing filing system into the electronic document management system. This should include such items as retention schedules, storage, filing and retrieval. Offeror should indicate the level of training resources that will be available such as on-site training, annual conference, discussion forums, newsletters and training manuals. The Orleans Parish Assessor’s Office staff will retrieve, view and copy the scanned documents. Trainers will provide instruction on these processes for the staff and documentation (reference) manuals. These manuals once prepared shall become the property of the Orleans Parish Assessor’s Office and shall be updated by Offeror as needed during the life of the contract

D. SUPPORT AND MAINTENANCE OF HARDWARE AND SOFTWARE

The Offeror will support and maintain the software through the installation and two years beginning after the Orleans Parish Assessor’s Office accept the document management system and begins operational use of the document management system. Offeror may offer various levels of support from software upgrades to regular, onsite maintenance. Offeror should provide list of prior changes in hardware requirements and software upgrades/corrections of the last five years for the equipment/system proposed. For the Offeror’s organization, provide the personnel turnover rate in the last three years. Offeror should provide information on available levels of support for software upgrades, telephone hotlines, and remote access to your system, software patch delivery process, on-site maintenance visits and hardware support.



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E. SCANNING OF EXISTING DOCUMENTS

The Offeror will provide on-site service bureau to scan the Orleans Parish Assessor’s Office documents up to the date the Orleans Parish Assessor’s staff take over operations to scan all current documents. Offeror service bureau will begin the Orleans Parish Assessor’s Office project with new hardware. The Orleans Parish Assessor’s Office will have the opinion to purchase the hardware at the completion of the project to scan existing documents. The Orleans Parish Assessor’s Office has maps and other large document that will need to be scan and possibly rectified. These larger documents will require an open faced scanner screen as some of these document cannot be fed into scanner tray. This service bureau project shall be performed concurrently with implementation of the Orleans Parish Assessor’s Office continuous scanning of current records. This service bureau project should complete the Orleans Parish Assessor’s Office historical records in one year from approval of the contract. Arrangements for these services should be presented by Offeror in their proposal but will have to be worked out in negotiations over contract.

Offeror should propose method of scanning and the equipment that will be used in the document management system. Offeror must state how the service bureau’s scanned documents will be loaded and retrieved in the data management system by property account, individual and bulk scanned documents.

SECTION VIII: PROJECT STATUS


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A. PROJECT TIMETABLE

Requester has provided a tentative timetable for these five projects. Contractor must either agree in writing with this timetable or provide an alternative timetable in their proposal. Requester is interested in Contractor’s thoughts and alternatives to this timetable.

B. SCANNABLE DATA COLLECTION

Requester is not currently using scannable forms but desires to implement this technology. The scanning software will process scannable data collection forms and then format the data into an import file for upload into IAS system. The use of this approach or some other efficient method is desired to reduce the human data entry requirements of many departmental functions and to promote the Orleans Parish Assessor’s Office intention to move to a “paperless office.”

IX. DOCUMENTS


42

DOCUMENT 1

PERFORMANCE AND PAYMENT BOND

KNOW ALL MEN BY THESE PRESENTS:

That we, the undersigned______________________________________ as Principal, and

_____________________________ a Corporation duly authorized to transact business in the State

of Louisiana, as Surety, are held and firmly bound unto the Orleans Parish Assessor’s Office existing

under the laws of the State of Louisiana, in the penal sum of _______________________________

_________________________________ lawful money of the United States, for the payment of

which will and truly to be made, the said surety does hereby bind ourselves, our heirs, executors,

administrators, and assigns, jointly and severally, by these presents as follows:

WHEREAS, the Principal has entered into a Contract with the Orleans Parish Assessor’s Office,

bearing the date of _____________, for _________________ upon certain terms and conditions,

completely set out in said Contract; and

WHEREAS, it was one of the conditions of award by the Orleans Parish Assessor’s Office, pursuant

to which the Contract hereinabove referred to was entered into, that these presents shall be

executed:

NOW, THEREFORE the conditions of the obligation are such that if the Principal shall in all respects

fully comply with the terms and conditions of said Contract and his obligations thereunder, including

the specifications, proposals and plans therein referred to and made a part thereof, and such

alterations as may be made on such plans and specifications as therein provided for, and shall

indemnify and save harmless the Orleans Parish Assessor’s Office against or from all costs,

expenses, damages, injury or loss, to which the Orleans Parish Assessor’s Office may be subjected

by reason of any wrongdoing, misconduct, want of care or skill, negligence or default including

patent infringement on the part of the Principal, his agents or employees, in the execution of

performance of said Contract, and shall promptly pay all claims for damages or injury to property

and for work done, or skill, tools, machinery, supplies, labor and materials furnished and debts

incurred by the Principal in or about the performance of the work contracted for, this obligation to be

void.

IX. DOCUMENTS


43

And the Surety, for value received hereby stipulates and agrees that no change, extension of time,

or alteration or addition to the terms of the Contract or the work to be performed thereunder or the

specifications accompanying the same shall in any way affect its obligation on this bond, and it does

hereby waive notice of any such change, extension of time, alteration or addition to the terms of the

Contract or to the work or to the specifications.

This bond shall be for the use of the Orleans Parish Assessor’s Office and all persons doing work or

furnishing skill, tools, machinery or materials for the purpose of the Contract herein above referred

to.

In Testimony whereof, the Principal and the Surety have caused these presents to be duly signed

and sealed in two (2) counterparts this _______ day of ___________, 20____.

EXECUTED IN TWO (2) COUNTERPARTS

WITNESSES:

___________________________ _____________________________

___________________________ BY __________________________

___________________________ _____________________________

___________________________ BY __________________________

LA License No.______________

IX. DOCUMENTS


44

DOCUMENT 2

TRANSMITTAL LETTER I, the undersigned, having carefully examined the Orleans Parish Assessor’s Office request for proposal, Document Scanning and Record Management, dated October 26, 2015, propose to furnish services in accordance therewith as set forth in the attached proposal. I further agree that this proposal will remain in effect for not less than one hundred twenty (120) calendar days from the date that proposals are due, and that this proposal may not be withdrawn or modified during that time. STATE OF__________________ PARISH/COUNTY OF_________________ Being first duly sworn, on my oath, I hereby certify that this proposal is genuine and not a sham or collusive proposal, or made in the interests, or on behalf of, any person not therein named; and I have not directly or indirectly induced or solicited any contractor or supplier on the above work to put in a sham proposal or any person or corporation to refrain from submitting a proposal; and that I have not in any manner sought by collusion to secure to myself an advantage over any other contractor(s) or person(s). In order to induce the Orleans Parish Assessor’s Office to consider this proposal, Contractor irrevocably waives any existing rights which it may have, by contract or otherwise, to require another person or corporation to refrain from submitting a proposal to or performing work or providing supplies to the Orleans Parish Assessor’s Office, and Contractor further promises that it will not in the future directly or indirectly induce or solicit any person or corporation to refrain from submitting a bid or proposal to or from performing work or providing supplies to the Orleans Parish Assessor’s Office. ____________________________ Signature ____________________________ Printed Name ____________________________ Firm ____________________________ Address ____________________________ ____________________________ ____________________________ UBI No:_________________________ _________________ (Area Code) Phone

Subscribed and sworn before me this ____ day of __________________, 20______. ___________________________________ Notary Public in and for the State of ___________ residing at ____________. My commission expires ______________.

NOTARIZED, AND RETURNED WITH THE PROPOSAL

IX. DOCUMENTS


45

DOCUMENT 3: NON-COLLUSION AFFIDAVIT & DEBARMENT AFFIDAVIT State of ________________________________

Parish/County of _________________________

I, the undersigned, an authorized representative of ____________________________________________,

Contractor, being first duly sworn on oath do hereby certify that said person(s), firm, association or

corporation has (have) not, either directly or indirectly, entered into any agreement, participated in any

collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the project

for which this proposal is submitted.

I further certify that, except as noted below, the firm, association or corporation or any person in a

controlling capacity associated therewith or any position involving the administration of federal funds; is not

currently under suspension, debarment, voluntary exclusion, or determination of eligibility by any federal

agency; has not been suspended, debarred, voluntarily excluded or determined ineligible by any federal agency

within the past 3 years; does not have a proposed debarment pending; and has not been indicted, convicted or

had a civil judgment rendered against said person, firm, association or corporation by a court of competent

jurisdiction in any matter involving fraud or official misconduct within the past 3 years.

I further acknowledge that by signing the signature page of the proposal, I am deemed to have signed and

have agreed to the provisions of this affidavit.

Note: Exceptions will not necessarily result in denial of award, but will be considered in determining bidder

responsibility. For any exception noted, indicate above to whom it applies, initiating agency, and dates

of action. Providing false information may result in criminal prosecution or administrative sanctions.

"A suspending or debarring official may grant an exception permitting a debarred, suspended, or excluded

person to participate in a particular transaction upon a written determination by such official stating

the reason(s) for deviating from the Presidential policy established by Executive Order 12549..."

(49CFR Part 29 Section 29.215).

The bidder is hereby advised that by signature of this proposal he/she is deemed to have acknowledged all

requirements

and signed all certificates contained herein.

__________________________________________

SIGNATURE OF AUTHORIZED OFFICIAL

__________________________________________

FIRM NAME

__________________________________________

ADDRESS

Signed and sworn to (or affirmed) before me on ____________________________, 2015

Seal

NOTARY PUBLIC in and for the State of ___________________________,

residing at __________________________________________.

My commission expires _______________________________.

IX. DOCUMENTS


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DOCUMENT 4 THIRD PARTY CONTRACTOR’S PARTICIPATION FORM

Check appropriate statement below: [ ] Our firm will perform all contracted scope of work tasks. [ ] A third party contractor will provide software that will perform a portion of the work

tasks. The following firms were contacted and will be utilized in the performance of the work as indicated below.

List all third party firms. Do not mark “N/A” unless Contractor will provide all software for this Contract.

1. List full name, address, and phone number of each firm listed to be utilized.

2. List specific work to be accomplished, supplies to be furnished and the amount proposed for

each third party contractor.

3. Contact the Orleans Parish Assessor’s Office at (504) 658-1313 if you have questions.

BY:

DATE____________________


SUBCONTRACTORS PARTICIPATION FORM For PROFESSIONAL, TECHNICAL, SUPPLY OR SERVICE

Firm Name/Address/Phone

Work Item(s) Solicited

Proposal Amount

IX. DOCUMENTS


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DOCUMENT 5 SUBCONTRACTOR’S PARTICIPATION FORM

Check appropriate statement below: [ ] Our firm will perform all contracted scope of work tasks. [ ] Our firm will subcontract a portion of the work tasks. The following firms were

contacted and will be utilized in the performance of the work as indicated below. List all potential subcontracting firms. Do not mark “N/A” unless Contractor will perform all work or provide all supplies or services for this Contract.

1. List full name, address, and phone number of each firm listed to be utilized.

2. List specific work to be accomplished, supplies to be furnished and the amount proposed for

each subcontract.

3. Contact the Orleans Parish Assessor’s Office at (504) 558-1313 if you have questions.

BY:

DATE:________________


TITLE: PHONE:_________________

Firm Name/Address/Phone

Work Item(s) Solicited

Proposal Amount

Awarded? (yes/no)

X. ADDENDUM Questions and Answers

Orleans Parish Assessor’s Office RFP for Document Scanning and Record Management


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1. How many users need view-only access (search and download access) to records in the system?

70.

2. How many users need to Scan, Modify, Add, and Index records in the system?

15.

3. How many users need Admin rights, to delete records, add users or change folders?

6.

4. How many users need Outlook email integration with the records system?

70.

5. How many users need to pull records while working from Munis (information screen scrape)?

70.

6. Will anyone need remote access to the documents going into the records management system?

No.

7. Will you require any document approval workflows in your record system (in-baskets, new document notification emails, and next steps)?

Yes.

8. Do you need to purchase PDF editing software to work with licenses (such as Adobe Acrobat Professional) to work with documents? If so, how many licenses?

Yes, 10 licenses.

9. Do you want to OCR documents to make them globally searchable (ability to search entire collection of records for words occurring somewhere within the document text)? If so, which document types need to be globally searchable?

Litigation documents.

10. Do you want to add Oracle database look-up to your scanning process to automate the indexing of new documents?

Yes.




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11. Do you want pricing for a GPS/Indexing camera and a repository for searchable photos?

No.

12. Do you want a network hot folder for the dump and automatic indexing of GPS photos?

No.

13. For on-site backfile scanning services, page 40, the Parish wants the vendor to use new equipment. If the Parish selects a vendor to perform backfile services on a project basis, can the criteria be changed to allow the vendor to use its own equipment, as to not interfere with other scanning workflows?

Yes.

14. Because of the vast number of images (folders, document, and pages) that are contained in your existing files, each vendor's estimate of the total number of images will vary greatly. Is it permissible to quote the scanning and indexing of existing documents as a cost-per-image as opposed to a total cost? That way you will be able to compare each vendor's cost on a level playing field.

Yes.

15. Is it permissible for the back-file scanning of existing documents to be performed off-site at Contractor's secure production center? If needed, you will still have access to all of your documents.

Yes.

16. Will you consider an option for your existing files that include a hybrid on-site / off-site solution utilizing Contractor's secure production center located off-site that would drastically expedite the timeline for completion?

Yes.

17. How do you want the files indexed/named? Please provide the indexing/file naming requirements.

Depending on district either (book line folio), or subdivision lot#.

18. Is there a master data base of your files/documents available that Contractor could use to extract and import index fields?

Yes.

19. Will files/documents be destroyed after scanning? If so, will Contractor be destroying the files and providing proof of destruction?

Yes.




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20. If documents are not to be destroyed, is document reassembly required after scanning?

No.

21. What level of quality control is expected (page to page, sample, etc.) and what degree of accuracy will be considered acceptable under the contract?

Page to page.

22. When back-file scanning, do you want the same filing logic for the digital files/documents as you are currently using for the paper files/ documents?

Yes, unless a different filing logic is recommended in the needs analysis.

23. Is it permissible to scan each file folder and its contents as a multi-page PDF ("super file") and index/name with a specific name or will you want each document to be scanned and named/indexed as its own PDF? (Normally the more granular or detailed the indexing/file naming, the more costly it is).

Separate scanned and named/indexed as its own PDF.

24. Will you want your back-files OCR searchable?

Litigation files should be OCR searchable.

25. Under Offerors’ Profile section F -can off-site scan volumes be provided in addition to on-site scan numbers for consideration?

Yes.

26. Into how many different populations are your files organized? (i.e. Change Orders, Real Estate Personal Property, Commercial, etc.)

All of the above which includes Change Orders, Residential Real Estate, Commercial Rea Estate, Personal Property, Exempt Property, Public Service Property, Litigation and Administrative Correspondence.

27. What would be the size of the largest map/plat Orleans Parish Assessors’ office need to have scanned?

33 x 44

28. Approximately how many maps/plats would Orleans Parish Assessors’ office need to have scanned?

Approximately 500.




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29. Annually how many new maps/plats does Orleans Parish Assessors’ office receive?

Approximately 100.

30. Where would you like us to show the costs for software, hardware, and professional services, if required?

Please see RFP.

31. What connectivity is required between the scanning application and / or the Records

Management System with Tyler Technology application?

API or screen scraper

32. Can lookups be done within Tyler Technology to minimize manual indexing?

Lookups can be done with user data.

33. Does indexed information need to be passed to Tyler Technology?

Yes.

34. Do images stored in the document management need to be retrieved while reviewing

a transaction within Tyler Technologies?

Yes.

35. What connectivity interfaces are available from Tyler Technologies?

Iasworld can call several EDMS products using web services.

36. Are there other line-of-business applications that the Record Management System

will need to interface with? If so, please provide information regarding these

applications.

There are none.

37. Does the term "scannable forms" refer to electronic forms that can be filled out on-

line instead of a paper form?

No.




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38. How many total users will need to be trained within the following areas:

Document Scanning

Record Management Software

Hardware Operations

Interfacing with ISA and other software systems

15, 6, 3, 4

39. Is there a preference between on-site training and/or web based training or utilizing

training videos?

On-site training is preference.

40. What is the volume of physical documents that need to be scanned?

Approximately 200k pages.

41. What is the volume of electronic documents that need to be imported into the Record

Management System?

Approximately 100k pages.

42. How are electronic documents delivered to the Parrish? (i.e. email, fax, etc.)?

Email/fax, ftp.

43. What percent of the documents being scanned will be unstructured (requiring the

need for automated extraction—full text indexing vs. indexed values)?

90%

44. What percent of the documents being scanned will be structured (allowing the ability

to use zonal OCR)?

10%

45. Do the majority of the documents being scanned include handwritten information or

printed information?

Printed information.




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46. Does the Parish anticipate that the majority of the indexing will be a manual indexing

process?

Yes.

47. During the indexing process, are other systems available to populate information

based on a key value to minimize the amount of manual indexing?

Reference/lookup tables can be provided.

48. Does the Parrish have the ability to generate barcodes to identify the document types

of each of the documents to be scanned?

No.

49. Is there a preference on how documents will be separated? (i.e. barcode separator

sheets, barcode stickers, automated classification, etc.)?

Barcode.

50. Is there a requirement to perform needs analysis on a business process outside of

scanning documents? Those that would require a workflow process to be developed?

Yes, some would require a workflow process.

51. If so, can the parish provide a list of business processes / departments that would

require a needs analysis?

Yes, Business Personal Property, Homestead Exemption, Special Assessment Level.

52. Would the needs analysis and development of the workflow occur in the first phase of

deployment?

Yes.

53. How many users would be accessing the system for any given workflow process?

10.

54. Can you provide process diagrams for the Assessment approval process?

Yes.




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55. Can you provide process diagrams for Tax Exemptions approval process?

Yes.

56. Can you provide process diagrams for Tax Adjustments approval process?

Yes.

57. Can you provide process diagrams for the Assessment Appeals process?

No.

58. How many concurrent users will be accessing the RMS and what are their functions?

15.

59. Is there a need for Email Integration? If so, what is the standard Email platform at the

Parish?

Yes.

60. Is there a need for MS Office Integration?

Yes, but limited.

61. Is there a need to allow the public to access stored records?

No.

62. If so, what functionality would the public require?

None to the public.

63. Does the Assessor sell document copies or certified copies of documents?

Yes.

64. Does the RMS have to be a web based solution?

Tyler is web based.




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65. Are there any reporting requirements?

Yet to be determined.

66. Are there any mobile requirements?

No.

67. Can the response due date be extended?

Yes. 68. Whether companies from Outside USA can apply for this? (From India or Canada).

Yes.

69. Whether we need to come over there for meetings?

Yes, will be required to meet on site.

70. Can we perform the tasks (related to RFP) outside USA?

No.

71. Can we submit our proposals via email?

Yes.

72. Will the Needs Analysis occur before pricing is submitted or after vendors have been

selected?

After, as defined in the Request for Proposal for Document Scanning and Record Management, Section VII, A: Needs Analysis Service.

73. What are the expectations for providing pricing on the software if the analysis has not

yet been completed to determine the scope of work and changes are required?

Reference Pages 32 and 34 of the Request for Proposal for Document Scanning and Record Management.