Sedgwick County Register of Deeds Legacy Document Imaging & Book Scanning Solution

REQUEST FOR PROPOSAL

RFP #26-0053

SEDGWICK COUNTY REGISTER OF DEEDS LEGACY DOCUMENT

IMAGING & BOOK SCANNING SOLUTION

May 1, 2026

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide Legacy Document Imaging & Book Scanning Solution for the Sedgwick County Reegister of Deeds office. If your firm is interested in submitting a response, please do so in accordance with the instructions contained within the attached Request for Proposal. Responses are due no later than 1:45 pm CDT, June 2, 2026.

All contact concerning this solicitation shall be made through the Purchasing Department. Proposers shall not contact county employees, department heads, using agencies, evaluation committee members or elected officials with questions or any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the Purchasing Department in writing. Failure to comply with these guidelines may disqualify the Proposer’s response.

Sincerely,

Lee Barrier, NIGP-CPP

Senior Purchasing Agent

LB/ks

Table of Contents

I. About this Document

II. Background

III. Project Objectives

IV. Submittals

V. Scope of Work

VI. Sedgwick County’s Responsibilities

VII. Proposal Terms

A. Questions and Contact Information

B. Minimum Firm Qualifications

C. Evaluation Criteria

D. Request for Proposal Timeline

E. Contract Period and Payment Terms

F. Insurance Requirements

G. Indemnification

H. Confidential Matters and Data Ownership

I. Proposal Conditions

VIII. Required Response Content

IX. Response Form

I. About this Document

This document is a Request for Proposal. It differs from a Request for Bid or Quotation in that the county is seeking a solution, as described on the cover page and in the following Background Information section, not a bid or quotation meeting firm specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. As defined in Charter Resolution No. 68, Competitive Sealed Proposals will be evaluated based upon criteria formulated around the most important features of the product(s) and/or service(s), of which quality, testing, references, service, availability or capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal evaluation criteria should be viewed as standards that measure how well a vendor’s approach meets the desired requirements and needs of the county. Criteria that will be used and considered in evaluation for award are set forth in this document. The county will thoroughly review all proposals received. The county will also utilize its best judgment when determining whether to schedule a pre-proposal conference, before proposals are accepted, or meetings with vendors, after receipt of all proposals. A Purchase Order/Contract will be awarded to a qualified vendor submitting the best proposal. Sedgwick County reserves the right to select, and subsequently recommend for award, the proposed service(s) and/or product(s) which best meets its required needs, quality levels and budget constraints.

The nature of this work is for a public entity and will require the expenditure of public funds and/or use of public facilities, therefore the successful proposer will understand that portions (potentially all) of their proposal may become public record at any time after receipt of proposals. Proposal responses, purchase orders and final contracts are subject to public disclosure after award. All confidential or proprietary information should be clearly denoted in proposal responses and responders should understand this information will be considered prior to release, however no guarantee is made that information will be withheld from public view.

II. Background

Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population estimated at more than 514,000 persons. It is the 16th largest in area, with 1,008 square miles, and reportedly has the second highest per capita wealth among Kansas’ counties. Organizationally, the county is a Commission/Manager entity, employs nearly 2,500 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works, criminal justice, recreation, entertainment, cultural, human/social, and education.

The Sedgwick County Register of Deeds (RoD) has transitioned to a vendor-based recording platform and is now prepared to begin the next phase, legacy document scanning. All legacy scanned and digitized images will be imported into the vendor-based recording system, making them available for secure online viewing and ordering by staff and the public.

This project will involve the scanning and digitization of approximately 2,600–2,800 books. Inventory formats include bound books, loose page books (with and without laminated pages), photostat pages, and multi-document page arrangements. This scanning initiative will enable full digital access and integration with the county’s current system for constituents and staff.

III. Project Objectives

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide document imaging solution. The following objectives have been identified for this contract:

1. Acquire document imaging solution meeting the parameters, conditions and mandatory requirements presented in the document.

2. Establish contract pricing with the vendor that has the best proven “track-record” in performance, service and customer satisfaction.

3. Acquire document imaging solution with the most advantageous overall cost to the county.

IV. Submittals

Carefully review this Request for Proposal. It provides specific technical information necessary to aid participating firms in formulating a thorough response. Should you elect to participate with an electronic response, the RFP number must be entered in the subject line and email the entire document with supplementary materials to:

Purchasing@sedgwick.gov

Should you elect to participate with a physical response, the response must be sealed and marked on the lower left-hand corner with the firm name and address, bid number, and bid due date. Submit one (1) original AND one (1) electronic copy (.PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:

Lee Barrier

Sedgwick County Purchasing Department

100 N. Broadway, Suite 610

Wichita, KS 67202

SUBMITTALS are due NO LATER THAN 1:45 pm CDT, TUESDAY, June 2, 2026. If there is any difficulty submitting a response electronically, please contact the Purchasing Technicians at purchasing@sedgwick.gov for assistance. Late or incomplete responses will not be accepted and will not receive consideration for final award. If you choose to send a hard copy of your proposal, Sedgwick County will not accept submissions that arrive late due to the fault of the U.S. Postal Service, United Parcel Service, DHL, FedEx, or any other delivery/courier service.

Proposal responses will be acknowledged and read into record at Bid Opening, which will occur at 2:15 pm CDT on the due date. No information other than the respondent’s name will be disclosed at Bid Opening. We will continue to have Bid Openings for the items listed currently. If you would like to listen in as these proposals are read into the record, please dial our Meet Me line @ (316) 660-7271 at 2:15 pm.

V. Scope of Work

A. Mandatory Project Requirements

• All scanning, image processing, and document handling is strongly preferred to be performed onsite at the county office or other designated county locations. The county is open to alternative approaches; however, any off-site solution must demonstrate equivalent security, chain of custody, and quality controls, with workspace requirements (access, utilities) coordinated accordingly.

• The vendor must remove books sequentially, track and label shelving for precise book return, and ensure all inventory/forms are accurately completed.

• All formats (bound, loose, laminated, photostat, multi-document) must be scanned with originals remaining fully intact and undamaged. Bound pages use cradles; scanning is always at 300dpi (JPEG for color; grayscale JPEG for photostats), files sequentially numbered (zero-filled 8-digits) and organized by Book Type and Number.

• Handwritten/typed pages must also be scanned as color JPEG; photostats as grayscale JPEG, loose pages as described above.

• The vendor is responsible for 100% image inspection immediately after scanning; all errors or poor quality must be corrected and rescanned before leaving. Quantities must match, and all discrepancies addressed.

• JPEGs must be converted to single-page, black-and-white TIFF images (300dpi, Group IV compression); all formats delivered on two (2) encrypted USB hard drives.

• Maintain an up-to-date inventory/tracking report throughout the project and deliver weekly status updates.

• Provide a software tool to review/approve poor-quality images, and create a searchable, web-based portal for temporary access to all images (until final import), with robust navigation, export, print, and annotation capability.

• Automatically enhance images (deskewing, cropping, speckle removal), reverse polarity for photostat negatives, correct dual polarity, and preserve marginal notations and document detail.

• Achieve the highest possible OCR recognition rates, store in industry standard file formats, and adjust image contrast or regions as directed for optimal legibility or retrievability.

• Coordinate pilot image sets (at least 1,000 images per book type and 500 photostats if present) in the required final format for county sign-off before full project launch.

• All document grouping, duplication, masking, and naming must be complete and conform to county-defined standards.

• Inspection, enhancement, grouping, and reporting protocols must be followed as described and all book handling must comply with the county’s specified procedures.

Technical Standards

• An onsite/on-premises system is preferred; however, the county is open to alternative solutions that meet equivalent security, performance, and integration requirements. Respondents proposing non-onsite solutions must clearly describe their architecture and how it addresses county needs.

• Environment/platforms must be detailed and supported.

• Solution is installed on the latest Windows version (Windows 2012R2 or newer, 64-bit).

• Must be compatible with Internet Explorer 11+ or other modern browsers.

• If not proprietary or internal database: must support latest version of SQL Server (minimum 64-bit 2012).

• VMware 5.5+ compatibility and manageability through Group Policy required.

• If thick client, must be deployable via .MSI or similar minimal-configuration method.

• Vendor must identify any additional database or license needs outside this request and provide an interface diagram and security specifics.

Desirable Project Requirements

• Perform work onsite (preferred; alternative solutions will be considered)

• Provide a warranty period for all work

Required Response Content

Responses shall be submitted using the suggested format as follows:

Part A – Introduce Your Organization

Please tell us who you are and provide your contact information. Who owns your organization? What is your level of interest?

Part B – Capabilities and Experience

Does your organization have the appropriate experience and capabilities to address the county’s requirements?

Part C – Comments on the Scope of Work

Please provide details regarding all items listed and provide any additional information that would distinguish your organization in addressing the needs of the county in providing a document imaging service.

Part D – Responses to the Following Questions

• What different approaches do you recommend besides what is listed in the Scope of Work that you have found to be effective?

• Identify the data that you will report on a monthly, quarterly and annual basis to Sedgwick County to measure performance and outcomes.

• Do you have suggestions that would allow the county to gain the most innovative document imaging service while minimizing the overall cost?

• What suggestions do you have that would make this a successful operation from purchasing document imaging service?

• How would you attract and maintain customers utilizing your product?

• What product options would you provide?

• What is your approach to problem solving?

• Provide examples of agencies or customers currently using any referenced product.

B. System Architecture and Design

i. 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) and their interdependencies. All systems should include at a minimum a production and test environment.

ii. Proposed Hardware Configuration

Provide a listing or description of hardware configuration(s) recommendations based on use experience.

iii. Performance and Reliability

Describe any impact to systems (e.g. interference to normal operations, system shutdown) that will occur during server upgrades and/or expansions.

How will the Vendor ensure concurrent operation of all system components without degradation?

Describe the system response times that will be guaranteed during the lifetime of the system (both during original warranty period and lifetime support). This is specifically referring to the transaction times related to commands.

Describe how the Vendor will measure and ensure system performance over the lifetime of the system.

The county expects seven (7) days a week, 24-hour operation regarding the solution. Describe how the Vendor will guarantee 99.999% availability both initially and during the life of any license and maintenance contract.

What level of system availability is recommended for the solution?

Describe how the Vendor will guarantee this level of availability both initially and during the life of any license and maintenance contract?

iv. System Failover and Restoration

Provide a detailed description of the proposed backup environment.

Do operations automatically failover to the backup environment in the event of a failure in the production environment?

Describe any actions that must be taken by personnel to activate a backup environment.

How much time is required until operations commence in the backup environment when operations in the production environment fail?

What steps, degree of user intervention, and time is required to return operations to the primary environment?

v. Security

What authentication mechanisms do you use?

Do you support SAML or syncing with Azure AD? If you don’t support SAML, do you have your own two factor authentication?

Do you have the ability to restrict logins based on the county’s public IP address(es)?

Provide a security plan.

vi. Network Compatibility

What is the minimum actual network throughput and latency?

Describe how the system will work in an environment of intermittent mobile computer connectivity.

What is the slowest wired network connection speed that is required to support the system?

What is the slowest wireless network connection speed that is required to support the system?

vii. System Software Application and Utilities

Provide the name, company, and release level of any additional third-party software required to support the proposed solution.

viii. System Software Requirements

Define if you host databases on SQL Servers. Can shared SQL servers be used?

Which versions of SQL server is the system compatible with? Include version number and edition. SQL server versions must not be end of life or near end of life.

What is the number of required cores and what are the memory requirements on the SQL server?

What administrative rights will you need during set-up and once the system is live?

ix. System Backup

Describe the recommended approach for system backup.

How will the proposer’s recommended backup process affect live operation?

Are all system functions (inquiry and update) available during backup? If not, explain the level of availability of system functions during backup and approximate time to perform backup.

Will the recommended approach enable full backup of the system?

Can the full backup be performed unattended?

Can full backup be scheduled to occur automatically?

Can the system perform incremental backup (i.e. only data/files updated since last backup)?

How long (estimated) will it take and what steps are involved to restore from a backup?

x. Database

What encryption options do you utilize?

Are replication servers required for backups?

The product should allow read only access to the system database or replicated database to facilitate the ability to bring data into SAP BI for ERP. In addition, the preference would also be to have access to the system’s data dictionary/schema. This may not be required.

xi. Data Conversion Plan

In this subsection, please provide a Conversion Plan and approach – Data from current systems must be converted to the new system. The Data Conversion Plan must describe the strategy, approach, processes and reference the appropriate specifications to convert data from the county’s current systems to the new system.

xii. Deployment/Implementation

In this subsection, the Vendor must provide a detailed Deployment and Implementation plan which documents the activities that must be performed to deploy the application to the production environment and implement within the county. The plan must detail elements related to the critical activities that need to be performed prior to launch. The plan must contain the detailed installation procedures and consider the inter-application dependencies. The plan must include the step-by-step activities leading up to deployment as well as the post-deployment activities related to reporting and clean-up. Additionally, the plan must address the roles and responsibilities, Go/No-Go criteria and decision date, required resources, assumptions, and risks related to implementation and Go-live.

At a minimum, the deliverable must contain the following:

1. Deployment strategy and approach

2. Software installation procedures

3. Deployment/Conversion implementation detailed plan

4. Post deployment activities

5. Proposed scope, approach, schedule and team

6. Implementation phase entry and exit criteria

7. Implementation readiness approach (go/no-go criteria and checklist)

C. Project Management

Include the following information in this subsection: Describe the Vendor’s approach to managing the implementation of the proposed system, addressing at a minimum the following components of project management:

1. Project communications

2. Schedule management

3. Issue management

4. Scope management

5. Risk management

6. Quality assurance

Statement of Work that breaks down the system implementation by tasks and delineates Vendor and the county’s responsibilities within each task. Tasks should include configuration, testing and interface development and deployment.

Address project management services including creating and maintaining a detailed deployment plan, along with a detailed task list.

Realistic and readable implementation project schedule that starts at contract signing. The schedule should describe tasks to be performed by the county as well as by the Vendor.

How will the Vendor help the county or other external customers who interface with the county information systems identify potential changes in business processes because of changes in application software?

D. Training

In this subsection the Vendor should describe how they would provide the following types of training programs, along with appropriate documentation:

A training program for county’s project implementation team that includes the training necessary to understand the overall system architecture, interface configurations, data import/export capabilities, and workflow configuration options, etc.

A training program for application administrators that includes the training necessary to configure, tailor, monitor, and administer the technical and functional aspects of system.

A training solution to support the training of end-users in the functionality of the various proposed system modules. To support the training of end users, the county envisions the use of a “train-the-trainer” approach. However, it is requested that all end users receive individual training.

Post implementation training.

Multimedia presentations of training made available following actual training (e.g., PowerPoint presentations, videos, etc.).

A training program that accounts for end users on shift work and may not be available during normal training hours.

E. Cost of Work

All costs for each item referred to in the proposal must be identified in this subsection. While overall costs may be dependent on the county purchasing all components of the proposal, costs should be broken out by system component and noted in the appropriate sectioned response.

Costs must be unbundled and separately listed. Proposals that do not detail specific costs will be considered non-responsive.

The Vendor shall bear the onus of any cost-related errors.

All interface costs must be included. Note that the costs associated with interfaces shall include all costs associated with the development, testing, and deployment of the defined interface.

List all systems and applications for which the system currently has interfaces in place.

The county reserves the right to conduct negotiations with Vendors on pricing and payment terms.

Cost proposals should include the following components:

Implementation Costs – Describe and list all costs that would be associated with implementation of the system, including but not limited to the following:

1. Installation of Hardware/Software

2. System Integration

3. Project Management

4. Training

5. Data Conversion

6. Travel

7. Any other costs (please describe)

Optional Costs – Describe and list all optional cost items associated with the system.

Total One-Time Costs – Present a summary of all one-time costs for the system.

Recurring Costs – Provide a ten-year cost schedule that presents the annual cost for maintenance and service warranty. Include options to renew after ten years.

Payment Schedule – Provide a proposed payment schedule.

F. Architecture and IT Standards

If web based, preferably written in HTML 5, not requiring Java, Reader, or Flash needs (vulnerable 3rd party apps) - if any, always the latest version.

Vendor should provide a list of client requirements.

Vendor should indicate data requirements - data growth rate per year (database size, attachments, binaries, backup sizes, etc....). How does this impact costs and services?

Vendor should list client application deployment methods (please include how these applications will be updated).

Vendor should list any included backup and recovery capabilities, objectives and estimated timelines. Please include any known issues with backup and recovery systems on the market.

Vendor should provide secure connections to data and be compliant with any regulatory requirements such as HIPAA, CJIS, and PCI requirements.

Vendor should include interface diagram and security specifics.

If not answered in previous question please list authentication and security methods for access to the system and system data.

The software needs to be able to be supported on current technology standards and future / modern OS releases. Does this system stay up to date with modern software updates -- such as Windows OS or SQL versioning to the latest versions?

Vendor should list Server and Client resource requirements (CPU, Memory, and Disk Space).

Vendor should indicate server and application update practices (Include the answers to how to patch the application on the client and server).

Vendor should list network connection requirements.

If proposing an onsite/on-premises solution (preferred), vendor should list system external interface requirements (please include an interface diagram) – Is there any remote connection into the system needed for support by the vendor?

If not addressed in previous response, vendor should list authentication and security methods for access to the system and system data.

Vendor should indicate backup methods recommended - any incompatibility with backup systems on the market.

Software should be compatible with modern antivirus clients (list any needed exceptions or known problems).

For onsite/on-premises solutions (preferred), Vendor should provide full instructions for configuring database connection strings.

For onsite/on-premises solutions (preferred), Vendor should provide a list of supported and compatible database system versions.

G. Project Status Reporting

Weekly written status reports shall be submitted to the Department Project Manager. These status reports should outline:

1. Overall summarization of the project progress;

2. Deliverables achieved;

3. Deliverables remaining, progress, and expected delivery on each; and

4. Issues and concerns affecting specific deliverables and the project schedule or any other aspect of the project.

H. Acceptance Testing

The vendor will work with the department to create an acceptance testing plan. Both parties shall agree to the plan in writing and the plan must be completed prior to county acceptance of the solution.

I. Documentation

The vendor shall provide system documentation (written or electronic) to the department.

J. User Training

1. Describe any training to be provided by the Vendor:

2. Identify who and how many resources require training.

3. Identify the timing of the training.

4. Indicate if training is to be provided at the Department’s site or off site.

5. Identify location of training facilities.

6. Describe the equipment and software to be provided at the training facility.

7. Identify any required content for training materials to be provided to trainees.

8. Identify any experience/skill requirements for the individual(s) delivering the training.

VI. Sedgwick County’s Responsibili ties

• Provide information, as legally allowed, in possession of the county, which relates to the county’s requirements, or which is relevant to this project.

• Designate a person to act as the County Contract Manager with respect to the work to be performed under this contract. County reserves the right to make inspections at various points of the project. Contractor agrees to openly participate in said inspections and provide information to the county on the progress, expected completion date and any unforeseen or unexpected complications in the project.

VII.

A.

Any questions regarding this document must be submitted via email to Lee Barrier at Lee.Barrier@sedgwick.gov by 5:00 pm CDT, May 22, 2026. Any questions of a substantive nature will be answered in written form as an addendum and posted on the purchasing website at https://www.sedgwickcounty.org/finance/purchasing/current-bids-and-proposals/ under the Documents column associated with this RFP number by 5:00 pm CDT, May 29, 2026. Firms are responsible for checking the website and acknowledging any addenda on their proposal response form.

B.

This section lists the criteria to be considered in evaluating the ability of firms interested in providing the service(s) and/or product(s) specified in this Request for Proposal. Firms must meet or exceed these qualifications to be considered for award. Any exceptions to the requirements listed should be clearly detailed in proposer’s response.

Proposers shall:

1. Require a minimum of five (5) years of direct experience with governmental or similar-scale document imaging/scanning projects—with at least two (2) projects of similar complexity and volume completed within the past five (5) years.

2. Have experience in managing projects of comparable size and complexity to that being proposed.

3. Have knowledge of and comply with all currently applicable, and as they become enacted during the contract term, federal, state and local laws, statutes, ordinances, rules and regulations. All laws of the State of Kansas, whether substantive or procedural, shall apply to the contract, and all statutory, charter, and ordinance provisions that are applicable to public contracts in the county shall be followed with respect to the contract.

4. Municipal and county government experience is desired; however, the county will make the final determination based on responses received and the evaluation process.

5. Have the capacity to acquire all bonds, escrows or insurances as outlined in the terms of this RFP.

6. Provide project management (as required) and quality control procedures.

7. Have appropriate material, equipment and labor to perform specified services.

8. Park only in designated areas and display parking permit (if provided).

9. Wear company uniform or ID badge for identification purposes.

C. Evaluation Criteria

The selection process will be based on the responses to this RFP. County staff will judge each response as determined by the scoring criteria below. Purchasing staff are not a part of the evaluation committee.

Component Points

I. Clear, complete and technically compliant response demonstrating understanding of

Scope of Work, Mandatory Project Requirements and Technical Standards. 25

II. Quality of the proposed scanning process, quality control plan, image enhancement,

security measures, and adherence to specifications. 25

III. Demonstrated ability to complete projects of similar size/scope; relevant references;

staff qualifications. 20

IV. Feasibility and clarity of the project timeline, staffing, and logistics for meeting deadlines

and county access requirements. 15

V. Overall cost to the county, clarity of pricing, and cost-effectiveness over the lifecycle of the

project. 10

VI. Any proposed improvements, efficiencies, or additional services beyond the minimum

requirements. 5

Total Points 100

Assume the following cost proposals (examples only)

A. $50,000.00

B. $38,000.00

C. $49,000.00

Company B with a total price of $38,000.00 is the low offer. Take the low offer and divide each of the other offers into the low offer to calculate a percentage. This percentage is then multiplied by the number of points available for the cost. In this case, 10 points are allocated to cost (example only).

A. $38,000.00 divided by $50,000.00 =.76 .76*10 7.6 points

B. $38,000.00 divided by $38,000.00 =1.00 1.00*10 10 points

C. $38,000.00 divided by $49,000.00= .77 .77*10 7.7 points

Any final negotiations for services, terms and conditions will be based, in part, on the firm’s method of providing the service and the fee schedule achieved through discussions and agreement with the county’s review committee. The county is under no obligation to accept the lowest priced proposal and reserves the right to further negotiate services and costs that are proposed. The county also reserves the sole right to recommend for award the proposal and plan that it deems to be in its best interest.

The county reserves the right to reject all proposals. All proposals, including supporting documentation shall become the property of Sedgwick County. All costs incurred in the preparation of this proposal shall be the responsibility of the firm making the proposals. Sedgwick County reserves the right to select, and subsequently recommend for award, the proposed service which best meets its required needs, quality levels and budget constraints.

D. Request for Proposal Timeline

The following dates are provided for information purposes and are subject to change without notice. Contact the Purchasing Department at (316) 660-7255 to confirm any and all dates.

Distribution of Request for Proposal to interested parties May 1, 2026

Questions and clarifications submitted via email by 5:00 pm CDT May 22, 2026

Addendum Issued by 5:00 pm CDT May 29, 2026

Proposal due before 1:45 pm CDT June 2, 2026

Evaluation Period June 2, 2026 - July 2, 2026

Board of Bids and Contracts Recommendation July 16, 2026

Board of County Commission Award July 22, 2026

E. Contract Period and Payment Terms

A contractual period will begin following Board of County Commissioners (BoCC) approval of the successful firm(s) and continue until project has been completed to County satisfaction.

County may cancel its obligations herein upon thirty-day (30) prior written notice to the other party. It is understood that funding may cease or be reduced at any time, and in the event that adequate funds are not available to meet the obligations hereunder, either party reserves the right to terminate this agreement upon thirty (30) days prior written notice to the other. Payment will be remitted following receipt of monthly detailed invoice.

Payment and Invoice Provisions

https://www.sedgwickcounty.org/media/55477/payment-and-invoice-provisions.pdf

F. Insurance Requirements

Liability insurance coverage indicated below must be considered as primary and not as excess insurance. If required, firm’s professional liability/errors and omissions insurance shall (i) have a policy retroactive date prior to the date any professional services are provided for this project, and (ii) be maintained for a minimum of three (3) years past completion of the project.

Firm shall furnish a certificate evidencing such coverage, with county listed as an additional insured including both ongoing and completed operations, except for professional liability, workers’ compensation and employer’s liability. Certificate shall be provided prior to award of contract. Certificate shall remain in force during the duration of the project/services and will not be canceled, reduced, modified, limited, or restricted until thirty (30) days after county receives written notice of such change. All insurance must be with an insurance company with a minimum BEST rating of A-VIII and licensed to do business in the State of Kansas (must be acknowledged on the bid/proposal response form).

NOTE: If any insurance is subject to a deductible or self-insured retention, written disclosure must be included in your proposal response and also be noted on the certificate of insurance.

It is the responsibility of the firm to require that any and all approved subcontractors meet the minimum insurance requirements.

Workers’ Compensation:

Applicable coverage per State Statutes

Employer’s Liability Insurance: $500,000.00

Commercial General Liability Insurance (on form CG 00 01 04 13 or its equivalent):

Each Occurrence $1,000,000.00

General Aggregate, per project $2,000,000.00

Personal Injury $1,000,000.00

Products and Completed Operations Aggregate $2,000,000.00

Automobile Liability:

Combined single limit $500,000.00

Umbrella Liability:

Following form for both the general liability and automobile

__X__ Required / ____ Not Required

Each Claim $1,000,000.00

Aggregate $1,000,000.00

Professional Liability/ Errors & Omissions Insurance:

__X__ Required / ____ Not Required

Each Claim $1,000,000.00

Aggregate $1,000,000.00

Pollution Liability Insurance:

____ Required / ___X_ Not Required

Each Claim $1,000,000.00

Aggregate $1,000,000.00

Cyber / Network Security and Privacy Liability Insurance:

__X__ Required / ____ Not Required

Each Claim $1,000,000.00

Aggregate $1,000,000.00

Special Risks or Circumstances:

Entity reserves the right to modify, by written contract, these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

IF CONTRACTOR IS PROVIDING CONSTRUCTION SERVICES:

In addition to the above coverages, contractor shall also provide the following:

Builder’s Risk Insurance:

In the amount of the initial Contract Sum, plus the value of subsequent modifications and cost of materials supplied and installed by others, comprising the total value for the entire Project on a replacement cost basis without optional deductibles. Entity, Firm, and all Subcontractors shall be included as named insureds.

G. Indemnification

To the fullest extent of the law, the provider, its subcontractor, agents, servants, officers or employees shall indemnify and hold harmless Sedgwick County, including, but not limited to, its elected and appointed officials, officers, employees and agents, from any and all claims brought by any person or entity whatsoever, arising from any act, error, or omission of the provider during the provider’s performance of the agreement or any other agreements of the provider entered into by reason thereof.

The provider shall indemnify and defend Sedgwick County, including, but not limited to, its elected and appointed officials, officers, employees and agents, with respect to any claim arising, or alleged to have arisen from negligence, and/or willful, wanton or reckless acts or omissions of the provider, its subcontractor, agents, servants, officers, or employees and any and all losses or liabilities resulting from any such claims, including, but not limited to, damage awards, costs and reasonable attorney’s fees. This indemnification shall not be affected by any other portions of the agreement relating to insurance requirements. The provider agrees that it will procure and keep in force at all times at its own expense insurance in accordance with these specifications.

H. Confidential Matters and Data Ownership

The successful proposer agrees all data, records and information, which the proposer, its agents and employees, which is the subject of this proposal, obtain access, remains at all times exclusively the property of Sedgwick County. The successful proposer agrees all such data, records, plans and information constitutes at all times proprietary information of Sedgwick County.

The successful proposer agrees that it will not disclose, provide, or make available any of such proprietary information in any form to any person or entity. In addition, the successful proposer agrees it will not use any names or addresses contained in such data, records, plans and information for the purpose of selling or offering for sale any property or service to any person or entity who resides at any address in such data. In addition, the successful proposer agrees it will not sell, give or otherwise make available to any person or entity any names or addresses contained in or derived from such data, records and information for the purpose of allowing such person to sell or offer for sale any property or service to any person or entity named in such data. Successful proposer agrees it will take all reasonable steps and the same protective precautions to protect Sedgwick County's proprietary information from disclosure to third parties as with successful proposer's own proprietary and confidential information. Proposer agrees that all data, regardless of form that is generated as a result of this Request for Proposal is the property of Sedgwick County.

I. Proposal Conditions

https://www.sedgwickcounty.org/media/71700/proposal-tc_aod.pdf

Sample Contract

https://www.sedgwickcounty.org/media/71702/sample-contract-kws-13024_aod.pdf

Contract Provisions for FEMA Projects (If Applicable)

https://www.sedgwickcounty.org/media/72843/additional-federal-grant-contract-provisions-nfsia-grant_aod.pdf

Suspension and Debarment

https://www.sedgwickcounty.org/finance/purchasing/suspension-and-debarment/

Protest Procedure

Any protests and/or challenges to the bid process must be filed timely and pursuant to Sedgwick County’s protest procedure.

https://www.sedgwickcounty.org/media/71701/protest-procedure-rev-4225_aod.pdf

VIII.

All proposal submissions shall include the following:

1. Firm profile: the name of the firm, address, telephone number(s), contact person, year the firm was established, and the names of the principals of the firm.

2. The firm’s relevant experience, notably experience working with government agencies.

3. At minimum, three (3) professional references, besides Sedgwick County, with email addresses, telephone numbers, and contact persons where work has been completed within the last three (3) years.

4. A disclosure of any personal or financial interest in any properties in the project area, or any real or potential conflicts of interest with members of the Sedgwick County Board of County Commissioners or county staff.

5. A description of the type of assistance that will be sought from county staff, including assistance required from the county to lessen the costs of this project.

6. Proof of insurance meeting minimum insurance requirements as designated herein.

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