TARRANT COUNTY PURCHASING

TARRANT COUNTY ADMINISTRATION BUILDING, SUITE 303 100 E. WEATHERFORD, FORT WORTH TEXAS 76196 817-884-1414, 817-884-2629 (FAX)

TARRANT COUNTY PURCHASING DEPARTMENT JACK BEACHAM, C.P.M., A.P.P. MELISSA LEE, C.P.M., A.P.P. PURCHASING AGENT ASSISTANT PURCHASING AGENT

MARCH 28, 2019

RFP NO. 2019-120

ADDENDUM NO. 1

REQUEST FOR PROPOSALS FOR RECORD MANAGEMENT SYSTEM (RMS)

PROPOSALS DUE APRIL 8, 2019

1. Questions and Responses: A. Questions received by the due date and their responses are included in this

Addendum No. 1 on the following page(s).

2. Change(s): A. Discard pages 45 and 56 of the original RFP specifications and replace with the

attached revised pages dated 3/28/2019.

This Addendum No. 1 must be signed and the original and five (5) copies must be returned with Proposal! NAME AND ADDRESS OF COMPANY: AUTHORIZED REPRESENTATIVE:

____________________________________ Signature __________________________

____________________________________ Name _____________________________

____________________________________ Title ______________________________

____________________________________ Tel. No. ___________________________

E-Mail Address_______________________ Fax No:____________________________


RFP NO. 2019-120 PAGE 2 OF ADDENDUM NO. 1 03/28/2019

QUESTIONS AND RESPONSES

1. Please provide a Use Case for RFP Requirements B017 and B017-A.

RESPONSE: BO17 – This requirement represents the correspondence letters mailed out, receipts,

etc. used by the OPR departments. It includes documents that would be a template that would be form filled with information from system and/or selection from a drop down.

When the department has a filing that is rejected, the System needs to send out a form Rejection letter. The Office needs the capability to create and modify these form letters as needed. When they have an existing form letter, they need the ability to scan it and use as basis for the form letter.

B017-A – Example provided in RFP, Rejection letter. The ability to create new correspondence letters, or update existing one due to code changes, name changes, etc.

2. Will Tarrant County provide the actual QR Code image or just the information to go into the QR Code Image for RFP Requirement AF02?

RESPONSE: The QR code image is provided below. The County can also provide the QR code as an

electronic image in various sizes and formats including .png, .jpg, and .gif. This QR code contains a hyperlink to the intended destination; the County Clerk feedback page. The QR code would be printed at the bottom of the receipt for the Customer’s transaction.

3. RFP Section III – Data Conversion and Migration: i. The RFP indicates Aumentum, PaperFlow/PaperVision, OnBase, Super Search, and

Flash Drives as sources for data. ii. Can Tarrant County provide the number of Flash Drives involved and the format or

system from which the data/images originated on each Flash Drive?



QUESTION 3 RESPONSE: i. Correct. ii. For ii., there are 4 flash drives from a physical records conservation project. The

digitized copies were produced as an artifact of that effort. The flash drives contain a variety of record types organized by folders and sub-folders. The files are stored in .tif format. The contents of each flash drive are outlined below along with a sample of details for files in a folder:

Flash Drive #1 – 60,247 files, 155 folders/sub-folders, 5.96 GB in total



Flash Drive #2 - 106,370 files, 248 folders/sub-folders, 8.85 GB



Flash Drive #3 – 12,301 files, 58 folders/sub-folders, 1.79 GB

Flash Drive #4 – 3,979 files, 21 folders/sub-folders, 571 MB

Sample of files within a folder:





4. COOPERATIVE PURCHASING. “Cooperative Purchasing can be a great benefit to Tarrant County vendors by providing an avenue to offer materials and services to participating entities.”Please explain how you expect these entities to gain benefit of materials and services through this RFP award.

RESPONSE: A cooperative contract allows another entity to use a contract for their use, provided a

contract can be agreed upon between the entity and the awardee and in like terms of the award.

5. Please note any specific holds or lack of functionality in your current system that you are trying to address (vs. must have functionality list).

RESPONSE: The Statement of Work contains the desired functionality and requirements.

6. Please note or explain the desired integration points required in your SAP financial systems.

RESPONSE: SAP is out of scope for this project. However, there is a requirement to integrate to

nCourt for payment processing.

7. Please provide desired implementation date.

RESPONSE: The desired implementation date is 4 - 6 months after contract signing.

8. Please provide estimate on the project budget in a range.

RESPONSE: The budget has not and will not be established in advance of receipt of proposals. The

competitive RFP process will reveal the actual budget. Price is 20% of the overall score. The balance of 80% of a proposal’s score relates to specifications, qualifications, references, and customer service. (RFP Section XI EVALUATION CRITERIA).

9. Regarding OPR25 and OPR26: Please describe how the captured DL information is used in the RMS.

RESPONSE: The Driver’s License is used as a form of identification. If there is an opportunity to

capture a Customer’s name and address information as part of the process from a driver’s license that would be beneficial.



10. Can the County please clarify the desired format of the answers to the specifications? Is the intent to have a checkmark in one of the answer columns or have a narrative answer in the appropriate answer column?

RESPONSE: Examples are provided below. However, a vendor can elaborate with a description

below the response for each item. Fully meets

Does not meet

Will fully meet by go-live with this additional cost

Deviation required (should be used sparingly)

11. Was this RFP and solution direction developed from a consultant and/or the County?

RESPONSE: The RFP was developed internally by County subject matter experts with guidance from

the Purchasing Department.

12. Is it the County’s objective to consolidate all their records into 1 single RMS solution and eliminate the others?

RESPONSE: The County Clerk’s Office desires to have a comprehensive Records Management

System that contains all the records identified in the Data Conversion and Migration section (using the highest quality images when duplicates exist in multiple sources). After successful migration, the County will review opportunities to eliminate redundant storage of records in non-RMS systems.



13. Would the County consider other vendors other than their current RMS vendors?

RESPONSE: Yes. The County is considering all proposals that have been properly submitted on

time per the RFP instructions. As a reminder, to be considered, Vendors MUST sign their proposal and any subsequent addenda.

14. Can the County provide business use case scenarios around the entire process for vital records (submission, retrieval, request, etc.)?

RESPONSE: Yes. Please see references on Pages 10−16 of this Addendum No. 1. These are visual

depictions of the process flows for vital and official public records.















15. We have done vital record solutions for other counties as it relates to records requests.

Would the County be open to other potential solutions or is the County tied to this particular vision/solution?

RESPONSE: In the State of Texas, Local Registrars are deputies of the State Registrar at the

Department of State Health Services – Vital Statistics Section (DSHS-VSS) in Austin. While we have some autonomy as to how we derive at the end result, DSHS-VSS’ process and reporting requirements are stringent. The use of TxEVER, the RMS of DSHS-VSS, for retrieval of births within the State of Texas but outside our own records is mandatory.

The County is open to proposals that fulfill the statement of work and are open to processes and procedures that improve efficiency. As a reminder, to be considered, Vendors MUST sign their proposal and any subsequent addenda.

16. Can you please describe the exact requirements around the new RMS handling financial transactions? For example, did you need the RMS solution to manage financial transaction information from 3rd party systems?

a. Are these specifically tied to images in the RMS? b. Does the County have an existing financial transition application? c. Does the County want the RMS to manage, audit and facilitate financial information?

RESPONSE: The Records Management System must manage financial transactions with an

integration to nCourt for payment processing. Additionally, financial data is exported to a file, then imported into Navision (the system used by the Accounting Division) for reporting purposes.

a. Some are and some are not. b. Yes, the current Recording system manages all financial transactions. c. Yes, this is a requirement.



17. Is unlimited user licensing needed for both internal and external users?

RESPONSE: The County desires no restrictions as it relates to licenses for both internal and

external users. The total count of County Clerk employees and support staff is nearly 200. The system should be able to accommodate potential government to government partners and the general Public who utilize any web portals related to the RMS.

18. 6bi. – Can you please describe what is meant/required by automated redaction? a. Is it static information on a page (example SS#?) b. Is it dynamic or a phrase?

RESPONSE: System must be able to automatically redact information located on a recorded

document, i.e., SSN, DOB, Tax ID#. Further details on redacting information is outlined throughout RFP.

a. Yes b. Automated redaction should be able to accommodate phrases with the potential

to be more dynamic if phrases are producing false positives or undesirable results.

19. 6bi. – Can you please describe what is meant/required by automated indexer? Is it intelligent capture? If so, can you please describe requirements/sample documents?

RESPONSE: System must be able to automatically index from information located on a recorded

document. a. Yes. Further details on indexing is outlined throughout the RFP 20. 6IV. − Can you please describe what is meant/required by e-recording and how the RMS

system would need to interact or function specifically?

RESPONSE: Documents are submitted and recorded electronically. Further details on functionality

is outlined throughout the RFP 21. 6VII. − Can you please describe what is meant/required by Government to Government

recording and how the RMS system would need to interact or function specifically?

RESPONSE: System must allow direct electronic recording from other government agencies without

having to go through a 3rd party submitter, preferably without having to import from a FTP.



22. B2− Do you mean that if a vendor cannot meet a “must” requirement, the vendor should not apply to this RFP?

RESPONSE: Please see page 17. III (Scope).C:

C. Any item designated as “MUST” is a minimum requirement for this RFP. An unmet “MUST” or “[REQUIREMENT] (the terminology used in the RFP), would deem a submission non-responsive; however, a deviation, or an alternate methodology that meets the requirement, would warrant evaluation as long as the deviation was identified. The Deficiencies and Deviations is a form to list shortcomings and variations.

23. B006 − Can you please describe the auto numbering concept requirement in detail. Are these numbers being generated from another application, index values or auto-populated at random?

RESPONSE: The generation of a unique number for each recorded document. This number must be

unique and cannot ever be used again on another document. For Birth & Death records, the numbers are assigned by TxEVER upon acceptance of

the record before it is imported to the RMS. These numbers will restart at LR000001 every calendar year. For Marriage Licenses, Military Discharges and Assumed Name Records, the numbers must be assigned in numeric order by the RMS. The numbering will restart at the beginning of each calendar year but will be identified by a year as well.

24. B008 − What is considered a “secure user interface”? Please define requirements (AD, Authentication, and HTTPS).

RESPONSE: Use of encryption during data transmission. Must include strong encryption in transit for all transactions (e.g. TLS 1.2 or higher).

25. B009 − Can you please describe what is meant by process payment of fees requirements and what the RMS system would be responsible for.

RESPONSE: The RMS system manages all transactions. The actual payment is processed by

nCourt. System must allow copies and certified copies to be purchased online and financial

transaction maintained.



26. B014 – Can you please describe the environment for batch uploads at terminals and the specific requirements? Will this be scan, image, workstation, Kiosk, scanners, Etc.?

RESPONSE: A queue of recorded documents selected by a user to be printed when the user is ready

to process the order. It could be wither a workstation and/or kiosk. Limited web access to public is granted.

27. OPR-01 – Can you please describe all the specific differences/requirements the RMS would have as it relates to (directly record, e-record, scan).

RESPONSE: Direct Record is submission of a document to be recorded in-person or by mail.

Instruments are filed, scanned, and immediately returned. eRecording is when an authorized submitter or government agency files instruments

electronically. Th entire process is facilitated electronically. 28. OPR 11 – Can the County please detail all the requirements, document types, etc. around

auto redaction?

RESPONSE: All recorded documents containing sensitive information, i.e., SSN, DOB, Tax ID#, etc.

29. OPR13 – Can the County define the requirements and provide specific details around signature/stamp/certificate, etc. it has described?

RESPONSE: This is the electronic recording stamp that is applied to documents when recording. It

contains items such as the County Clerk signature, time and date, document instrument number, County seal, etc.

30. Can the County please define all GIS requirements and specifics? RESPONSE:

This requirement is referencing the ability for the system to have an input field where a GeoCode, or other GIS information, would be entered. This would be an additional field in the indexing section.

The goal for GIS, as it relates to the RMS system, is for the County to have the ability to display visual maps of parcels and all the associated recordings for both internal and external users. The County Clerk is currently in a collaborative effort with the Tarrant Appraisal District (TAD) and internal IT GIS group to devise a solution using ESRI products. OPR21 is a requirement for a unique field to tie TAD data to County recordings.

If a vendor is able to propose a solution that provides a mapping utility; that would be highly desirable.


PAGE 45 OF RFP NO. 2019-120 03/28/2019

VG05 [REQUIREMENT] System MUST have ability for Bulk Scan Fully Meets Will fully meet by go-live with this additional

cost Does not meet

VG06 [REQUIREMENT] System MUST have an online user interface to allow public to request certified and non-certified copies of records

Fully Meets Will fully meet by go-live with this additional cost

Does not meet

VG07 [REQUIREMENT] System MUST generate unique numbers for documents issued


Does not meet

VG07-A System MUST generate numbers with the following parameters:

Birth = 6000000 (LR + 6 digits)

Death = 6000000 (LR + 6 digits)

Fetal Death = 6000000 (LR + 6 digits)

The import for birth & death are currently stripping the leading zero from the Local File Numbers so they’re appearing as 6000000 (6 + 6 consecutive digits beginning with 1 each year = 6000001)


PAGE 56 OF RFP NO. 2019-120 03/28/2019

M002 [REQUIREMENT] System MUST be able to record, scan, verify, index, and issue marriage records


Does not meet

M003 [REQUIREMENT] System MUST be able to recognize premarital education classes and adjust fees automatically


Does not meet

M004 [REQUIREMENT] System MUST auto-calculate ages of marriage license applicants and flag if under 18 and provide options to continue


Does not meet

M004-A [REQUIREMENT] System MUST auto-calculate ages of marital license requestors and flag anyone under the age of 18 and provide options to continue


Does not meet

M004-B [REQUIREMENT] System MUST be able to scan in court orders for supporting documentation from parents/guardians of any applicant under the age of 18 and attach those to the license request


Does not meet

M004-C [REQUIREMENT] System MUST allow all supporting documentation to be viewed by the staff and not made public


Does not meet

M004-D [REQUIREMENT] System MUST provide ability to mark licenses as “Returned”