(1) Vendor needs to provide records management system.
• Customizable permissions and security for internal and external users: Internal: 138, External (View Only Access): 1,016
• Intuitive user interface with integrated messaging, autocomplete fields, spell check and word wrap capabilities to provide for a positive user experience: The user interface must scale well to remain usable and readable at varying screen resolutions, DPIs and scaling settings.
• Integrated workflow for data entry, verification, indexing, correction and finalization of records including time stamp, preview screen and immediate access to records upon completion of record entry
> Ability to assign specific types of documents to users
> Ability to restrict who can verify documents and prevent same user from verifying documents they have indexed
> Ability to perform basic image manipulation such as adjusting brightness, rotating, add or delete pages, etc.: Prefer built in OCR capabilities
• Customizable workflows allowing documents to be handled in the same manner regardless if received in person, by mail or online via eRecord capabilities
> Internal eRecording portal for inter-governmental entities
• Cashiering that includes the ability to take cash, check, credit card, escrow account, journal entry and ACH transactions; correct errors; manage customer accounts; and allow payers to print receipts online or receive receipts through email
> Vendor must be able to work with the County's payment processing provider, Municipal Services Bureau, MSB, for web-based payments, terminal payments and batch payments.
• Robust reporting -Flexible input or output and ad hoc reporting
> Timekeeping report that details how long employees spend working in each record
• Batch process capabilities
> Ability to block document numbers for future title company batches
• Intuitive and user-friendly public access capabilities
> Prefer the ability to provide digital certified copies of documents via email or instantly through online purchase
> Watermark designating uncertified copies
• Auditing capabilities
> Tracking of skills per individual to tabulate how quickly an employee is performing work in order to provide feedback to staff
> Tracking of customer interactions and purchases
> Addendum-based corrections or audit trail
• Property fraud alert capabilities
> Text capabilities and call from a live person preferred
• Increased efficiency specifically with relation to reports and data entry
> Prefer a method of creating an alert or report for Sales Validation Questionnaires (SVQ) for the Appraiser's Office and Clerk's Office
• Desktop and remote capabilities
> Ability to use system on tablets used for offsite events
> Prefer mobile access capabilities with mobile friendly data entry for users and staff
> Windows, Apple device or iOS and Android support
• Excellent data integrity with no loss of data as well the ability to migrate records form current database and records to be digitized that are older than 1969
• 24/7 online availability
• Search capabilities that allow for partial or complete search criteria
• Automated indexing with PIN
• Reliable and responsive technical support
• Fax and email capability from within the system
• Ability to enter data without an internet connection for upload into system once connectivity is available
• Training support from vendor
• Support local database export for transfer to film
• Real-time workflows and updates from the RMS to partner offices and from partner offices to the RMS
• Ability to interface with the following systems: Aumentum, SAP - Business ByDesign, OnBase, ESRI
• System Diagram: Provide a diagram of the proposed system architecture. the diagram should include an overall representation of the servers, network, peripherals, workstations, mobiles and interface points, as well as a representation of the system environments (production, test, training and disaster recovery).
• Proposed Hardware Configuration: Provide a listing or description of hardware configuration(s) recommendations based on use experience.
• Performance and Reliability:
> How will the vendor ensure concurrent operation of all system components without degradation?
> Describe any impact to systems (e.g., interference to normal operations, system shutdown) that will occur during server upgrades and expansions.
(2) All the questions must be submitted no later than June 2, 2023.
(3) The contract period will be
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