Advertisement for Accounting and Marriage License Software for the Neshoba County Circuit Clerk's Office.

ADVERTISEMENT
FOR THE USE AND BENEFIT OF
NESHOBA COUNTY, MISSISSIPPI
The NESHOBA COUNTY BOARD OF SUPERVISORS will receive sealed proposals and bids
until Monday, October 5, 2026 at 10:00 AM from qualified vendors in response to this solicitation
for acquiring the following software and services:
Accounting and Marriage License Software for the Neshoba County Circuit Clerk's Office
Detailed specifications for the above-described software and services and bid forms may
be obtained from the Neshoba County Board of Supervisors office at the Neshoba County
Courthouse, 401 Beacon Street, Suite 201, Philadelphia, Mississippi 39350, by calling 601-656-
6281 or on Neshoba County's website at www.neshobacounty.net. Neshoba County,
Mississippi will determine if compliance with the specifications exist before accepting any bid.
INSTRUCTIONS TO BIDDERS:
The detailed proposal, with the pricing proposal, in response to this solicitation shall be
submitted via single file PDF under the correct bid solicitation at www.neshobacounty.net/bids
or be placed in a sealed envelope marked "2026 Circuit Clerk Software" and filed with the
Neshoba County Board of Supervisors C/O Chancery Clerk Gidget Stovall Tate, 401 Beacon
Street, Suite 107, Philadelphia, Mississippi 39350 by 10:00 AM on Monday, October 5, 2026.
Neshoba County will not be responsible for opening of proposals and bids not properly marked
or received after the proposal response date and time.
It shall be incumbent upon each bidder to understand the specifications as listed herein
and to obtain clarification when necessary. It is not the intent of these specifications to limit the
bidding to any particular make or manufacturer of software or provider of services, but rather to
select such equipment or services to provide for specific needs and specific tasks. Any
reference to name-brand materials or equipment is intended to establish the minimum
necessary standards only and bids submitted on materials and equipment thereto, at the sole
discretion of Neshoba County, shall be considered.
Published by Order of the Board of Supervisors of Neshoba County, Mississippi on the 8th
day of September 2026.
/s/_GIDGET STOVALL TATE
GIDGET STOVALL TATE, CLERK
BOARD OF SUPERVISORS
NESHOBA COUNTY, MISSISSIPPI
Neshoba County - Circuit Clerk Accounting and Marriage Software RFP | Page 1

NESHOBA COUNTY, MISSISSIPPI
BOARD OF SUPERVISORS
REQUEST FOR PROPOSALS
CIRCUIT CLERK ACCOUNTING AND MARRIAGE LICENSE SOFTWARE
IBM i (AS/400) / Existing County Server Environment
RFP Title 2026 Circuit Clerk Software
Issue Date September 14, 2026
Questions Due NLT 10:00 AM Wednesday, September 30, 2026
Proposal Due NLT 10:00 AM Monday, October 5, 2026
Neshoba County Board of Supervisors Meeting Room
Neshoba County Courthouse
Opening Location
401 E Beacon Street, Suite 201
Philadelphia, Mississippi 39350
IMPORTANT NOTICE
This solicitation is intended to obtain a qualified software provider for a Circuit Clerk Accounting Program and
Marriage Program capable of operating in Neshoba County's existing IBM i (AS-400/iSeries) server environment. The
County intends to select the proposal that provides the best overall value and satisfies the mandatory requirements
stated herein, subject to applicable Mississippi law and the County's purchasing procedures.
1. SOLICITATION PURPOSE
Neshoba County, Mississippi, through its Board of Supervisors, is soliciting proposals from qualified software
providers to furnish, implement, configure, support, maintain, and license a Circuit Clerk Accounting and Marriage
License software solution for use by the Neshoba County Circuit Clerk's Office.
The proposed solution will preferably operate within the County's existing IBM i (AS-400/iSeries) server environment.
The County is seeking an integrated solution for Circuit Court financial operations and Mississippi marriage-license
processing without requiring replacement of the County's existing IBM i server or acquisition of a new server.
2. BACKGROUND AND EXISTING ENVIRONMENT
The County's existing environment is an IBM AS-400 (IBM i) server. The County anticipates use of a GUI-based
application that provides a modern graphical user interface while continuing to operate within the existing IBM i
environment.
The proposed installation shall, to the extent technically applicable, permit the County's existing IBM i applications,
IBM Client Access, IBM i Access Client Solutions (ACS), and unrelated applications to continue operating without
disruption. Any exception to same shall be clearly identified in the proposal.
3. SCOPE OF SERVICES
* Provide all software, licenses, subscriptions (if applicable), documentation, installation services, configuration,
implementation, testing, training, and support necessary for production operation.
* Remotely install and configure the solution in the County's existing IBM i environment.
* Coordinate installation with the County Administrator and Circuit Clerk personnel.
* Provide data conversion/migration assistance for existing accounting and marriage data and identify all data
required from the Circuit Clerk's Office.
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* Provide user training for Circuit Clerk personnel for both accounting and marriage programs.
* Provide ongoing technical support, maintenance, updates, patches, and version upgrades for the proposed
solution.
* Provide a clear implementation schedule, including testing, acceptance, training, and production go-live.
4. MINIMUM FUNCTIONAL REQUIREMENTS - CIRCUIT COURT ACCOUNTING
The proposed Circuit Court Accounting Program shall provide, at minimum, the following capabilities. Vendors shall
respond to every requirement by indicating Comply, Partially Comply, Does Not Comply, or Exception, with an
explanation where appropriate.
Financial Account Management
* Establish and maintain separate accounting for multiple Circuit Court bank accounts, including civil, criminal,
jury, fee, and other court-designated accounts as required.
* Maintain detailed transaction records for receipts and disbursements associated with each account.
Receipting
* Receipt payments received by the Circuit Clerk's Office.
* Record payments to the appropriate account and case.
* Maintain a complete transaction history for each receipt.
* Track payment types and sources.
* Provide receipt documentation.
* Support accounting requirements associated with civil, criminal, jury, and fee accounts.
Disbursements
* Disburse funds from the appropriate court account.
* Maintain detailed records of all disbursements.
* Track disbursements to the associated case or account.
* Produce documentation and reports supporting disbursement activity.
* Maintain an auditable history of financial transactions.
Criminal Defendant Payments
* Record defendant payments.
* Apply payments to the appropriate case and financial obligations.
* Maintain payment histories.
* Track outstanding balances.
* Provide reports of defendant payment activity.
Restitution
* Record restitution payments.
* Track restitution obligations.
* Maintain restitution balances.
* Disburse restitution payments to the appropriate recipients.
* Maintain a history of restitution activity.
Settlement Checks
* Prepare settlement checks associated with Circuit Court cases.
* Maintain the financial transaction associated with each settlement and provide supporting documentation and
reporting.
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Bank Reconciliation
* Provide bank reconciliation functionality allowing court personnel to reconcile circuit clerk accounting records
with bank statements.
* Compare recorded transactions with bank activity.
* Identify outstanding transactions and discrepancies.
* Reconcile account balances.
* Produce reconciliation reports and supporting documentation.
State-Mandated Reporting
* Provide required state-mandated Circuit Court accounting reports.
* Provide state-mandated financial, accounting, receipt/disbursement, account balance, case-related financial,
defendant payment, restitution, bank reconciliation, and aging reports.
Aging Report
* Provide an aging report to identify outstanding financial obligations and monitor the length of time amounts
have remained unpaid.
Audit and Financial History
* Maintain detailed financial transaction histories supporting accounting, reporting, reconciliation, and audit
requirements.
* Allow transactions to be traced to the appropriate case, account, payment, or disbursement.
5. MINIMUM FUNCTIONAL REQUIREMENTS - MARRIAGE PROGRAM
* Manage the process of issuing and recording marriage licenses in Neshoba County in the State of Mississippi.
* Capture information provided by the couple requesting the marriage license.
* Generate required marriage forms, including Statistical Record, Marriage Docket Page, Marriage License, and
Certified Copies.
* Record ceremony information and payment information associated with each marriage license.
* Generate required reports for submission to the State of Mississippi.
* Provide a public marriage search program allowing the public to search recorded marriage information.
* Support the use of blank, pre-printed forms and populate the required information directly onto the applicable
blank forms during printing. The County's specification contemplates that the system prints the applicable data
onto the corresponding blank form rather than printing the form itself.
6. TECHNICAL / IBM i REQUIREMENTS
* Operate on the County's existing IBM i (AS-400/iSeries) server environment.
* Provide a GUI interface for authorized users.
* Identify all required server-side programs and client-side components to be installed.
* Ensure that client-side components will operate with anti-virus software on client computers.
* Installation shall not require replacement of the County's existing IBM i server.
* Installation shall not interfere with unrelated applications currently operating on the IBM i server.
* Installation shall not interfere with existing IBM Client Access or IBM i Access Client Solutions (ACS)
configurations or applications.
* Coordinate installation with the County Administrator.
* Provide remote installation as authorized by the County and subject to County security requirements.
Neshoba County - Circuit Clerk Accounting and Marriage Software RFP | Page 4

7. IMPLEMENTATION AND ACCEPTANCE
* Vendor shall provide a detailed implementation plan and schedule.
* Vendor shall identify all County responsibilities and dependencies.
* Vendor shall perform installation/configuration and assist with testing.
* Vendor shall provide user acceptance testing procedures and documentation.
* The County shall have an opportunity to test all required accounting and marriage functions before production
acceptance.
* Vendor shall correct defects preventing compliance with mandatory requirements before final acceptance.
* Production acceptance shall be documented in writing by the Circuit Clerk.
8. TRAINING
The proposal shall describe all initial training included in the proposed price, including number of sessions,
duration, delivery method, user materials, administrator training, and any optional or additional training charges.
9. DATA CONVERSION / MIGRATION
The proposed solution requires conversion and/or migration of existing Circuit Clerk accounting and marriage data.
The vendor shall describe the responsibilities of the vendor and County, testing procedures, and identify associated
costs. Vendors shall identify any historical data that cannot be converted.
10. SECURITY, ACCESS, BACKUP, AND AUDITABILITY
* Support role-based or user-level access controls appropriate to Circuit Clerk operations.
* Maintain auditable transaction histories.
* Identify all administrative accounts and privileges.
* Identify backup and restore requirements and recommended procedures.
* Describe how application changes, updates, and patches are controlled and documented.
11. SUPPORT AND MAINTENANCE
* Describe normal support hours and emergency support availability.
* Provide support contact methods and escalation procedures.
* State target response times by severity level.
* Describe software maintenance, updates, patches, and version upgrades.
* Identify all recurring maintenance, support, hosting, subscription, licensing, or other charges.
* Identify any charges for on-site support, after-hours support, data conversion, additional training, or custom
programming.
12. PROPOSAL RESPONSE FORMAT
To facilitate an objective evaluation, proposals should be organized in the following order:
1. Signed Cover Letter (optional)
2. Vendor Information and Primary Contact.
3. Executive Summary (optional)
4. Company Qualifications and Relevant Experience.
5. Detailed Response to Functional Requirements.
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6. Detailed Response to IBM i / AS-400 Technical Requirements.
7. Implementation Plan and Schedule.
8. Training Plan.
9. Data Conversion/Migration Plan.
10. Support and Maintenance Plan.
11. References (Mississippi Circuit Clerk Offices preferred)
12. Pricing Proposal.
13. Exceptions and Deviations.
PRICING PROPOSAL CONTINUES NEXT PAGE
Neshoba County - Circuit Clerk Accounting and Marriage Software RFP | Page 6

13. PRICING PROPOSAL
We are pleased to submit the following pricing for Accounting and Marriage License Software for the Neshoba
County Circuit Clerk's Office
Vendors shall provide complete and transparent pricing. The County prefers pricing that permits the total cost of
ownership to be readily determined.
Item One-Time Cost Annual/Recurring Cost Notes / Included Services
Software licensing $_________________ $_________________
Implementation / $_________________ $_________________
installation
Configuration $_________________ $_________________
Data conversion / $_________________ $_________________
migration
Training $_________________ $_________________
Annual maintenance / $_________________ $_________________
support
Upgrades / version $_________________ $_________________
updates
Additional user or $_________________ $_________________
workstation licenses
Optional services $_________________ $_________________
TOTALS: $_________________ $_________________
Vendor shall state whether pricing is firm for the proposal acceptance period and shall identify any assumptions,
exclusions, taxes, travel, freight, third-party licensing, or other charges.
Name of Bidder: ________________________________________________________________________________
Address of Bidder: ______________________________________________________________________________
Signed: _________________________________________________________________________________________
Name Printed: _______________________________________ Title: ______________________________________
Neshoba County - Circuit Clerk Accounting and Marriage Software RFP | Page 7

14. EVALUATION CRITERIA
Proposals may be evaluated using the following factors with the decision of the Neshoba County Board of
Supervisors considered final.
Evaluation Factor Weight
Compliance with mandatory functional and technical 30%
requirements
IBM i / AS/400 compatibility and implementation 20%
approach
Vendor qualifications, experience, and references 15%
Implementation, training, and support 15%
Total cost / value 20%
The County reserves the right to request clarification, demonstrations, additional information, and references.
15. PRODUCT DEMONSTRATION
At the County's option, vendors may be required to demonstrate the proposed solution. Demonstrations shall
address the mandatory accounting and marriage functions identified in this solicitation and may include live
demonstrations of receipting, disbursement, defendant payments, restitution, settlement checks, reconciliation,
reporting, aging, marriage-license processing, and printing onto required forms.
16. REFERENCES
Vendor should provide at least three governmental references, preferably Mississippi county Circuit Clerk offices or
comparable governmental entities using the proposed software or substantially similar software. Include entity
name, contact name, telephone number, email address, implementation date, and a brief description of the system
supplied.
17. EXCEPTIONS / DEVIATIONS
Each exception or deviation from a mandatory requirement shall be specifically identified. Silence shall be
interpreted as compliance with the requirement. The County may reject a proposal containing material exceptions
to mandatory requirements.
18. CONTRACT TERM
The anticipated initial contract term shall be for one (1) year, beginning with implementation and use of the
production environment, with renewal options as authorized by Mississippi law and the final contract. Any renewal
shall be subject to continued funding, satisfactory performance, and applicable County purchasing requirements.
19. PROPOSAL SUBMISSION
Proposals shall be submitted in the manner and by the deadline advertised. Late proposals will be rejected.
Submission Deadline: Monday, October 5, 2026 at 10:00 AM Central Time
Submission Method: Sealed Bid - Sealed Paper Bid or Single File Electronic PDF Submission
Delivery Address: Neshoba County Board of Supervisors, C/O Chancery Clerk Gidget Tate, 401 E Beacon Street,
Suite 107, Philadelphia, Mississippi 39350 or electronically via www.neshobacounty.net/bids
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20. QUESTIONS AND CLARIFICATIONS
All questions regarding this solicitation shall be submitted in writing to the County's designated contact no later
than Wednesday, September 30, 2026 at 10:00 AM. Questions received after the deadline will not be answered. Any
material clarification or amendment to this solicitation shall be issued in writing by the County and shall become
part of the solicitation. The vendor is encouraged to check the county website for posted clarifications /
amendments.
21. RESERVATION OF RIGHTS
* The County reserves the right to reject any or all proposals.
* The County reserves the right to waive minor informalities or irregularities.
* The County reserves the right to request clarification or additional information from any vendor.
* Award the contract to the vendor determined to provide the best value and to meet the County's requirements.
* Require a written contract approved by the Board of Supervisors.
22. PUBLIC RECORDS / CONFIDENTIAL INFORMATION
Proposals submitted to the County may be subject to disclosure under the Mississippi Public Records Act and other
applicable law. Vendors shall clearly identify any information they contend is exempt from disclosure and shall cite
the specific legal basis for the claimed exemption. The County makes no representation that a claimed exemption
will apply.
23. INSURANCE, INDEMNIFICATION, AND CONTRACT TERMS
The successful vendor shall comply with the County's standard contract requirements, including applicable
insurance, indemnification, confidentiality, data protection, records retention, termination, governing law, and
other provisions required by the County and applicable Mississippi law. Final contract terms shall be subject to
approval by the Board of Supervisors and legal counsel.
24. REQUIRED VENDOR CERTIFICATION
The undersigned certifies that the vendor has reviewed this solicitation, understands the requirements, and that the
proposal is complete and accurate to the best of the vendor's knowledge.
Vendor Name ____________________________________________
Authorized Representative ____________________________________________
Title ____________________________________________
Signature ____________________________________________
Date ____________________________________________
25. REQUIRED RESPONSE MATRIX
Vendors shall complete and return the following matrix, or an equivalent matrix containing the same information.
Neshoba County - Circuit Clerk Accounting and Marriage Software RFP | Page 9

Requirement Comply / Partial / No Explanation / Proposed Page Ref.
Method
Multiple Circuit Clerk
bank accounts
Detailed receipt
transaction history
Disbursements and
case/account tracking
Criminal defendant
payments and balances
Restitution tracking and
disbursement
Settlement checks
Bank reconciliation
State-mandated reporting
Aging reports
Auditable financial history
Mississippi marriage
license processing
Statistical Record /
Docket / License /
Certified Copies
Ceremony and payment
recording
Mississippi reporting
Public marriage search
Blank pre-printed form
data printing
IBM i / AS-400
compatibility
GUI capability
Remote installation
Non-interference with
existing IBM i applications
Non-interference with IBM
Client Access / ACS
END OF SOLICITATION
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