RFP for county-wide Property Data Platform

Lackawanna County Request for Proposals
COUNTY-WIDE PROPERTY DATA MANAGEMENT, LAND RECORD INDEXING,
AND PARCEL INTELLIGENCE PLATFORM
NOTICE IS HEREBY GIVEN that pursuant to a fair and open process, sealed submissions will be received
by the Lackawanna County Chief of Staff, Lackawanna County Government Center, 123 Wyoming
Avenue, Scranton, PA 18503, until 3:00 PM, September 30th, 2026, by courier (USPS, UPS, or FedEx).
Hand-delivered proposals will be accepted at the Lackawanna County Government Center. All proposals
shall be sealed, plainly marked "RFP - County-Wide Property Data Platform", and contain all
information required by the RFP. Proposals received after the stated deadline will not be accepted.
Lackawanna County reserves the right to reject any or all proposals and to select the proposal that it
determines to be in the best interest of Lackawanna County.
RFP specifications will be available on the Lackawanna County website at www.lackawannacounty.org .
Lackawanna County seeks proposals from qualified firms to provide a secure, web-based, county-wide
property data management and parcel intelligence platform capable of consolidating and organizing official
County Tax Assessment and land-record information into a centralized parcel-level resource. The platform
is intended to support interdepartmental property research, record indexing, planning, redevelopment,
Land Bank activities, and economic development.
The anticipated participating offices/entities are the Department of Economic Development, Lackawanna
County Land Bank, Office of the Recorder of Deeds, Office of the Tax Assessor, and Department of
Planning, with coordination from County IT and applicable third-party data-system vendors.
Questions concerning this RFP shall be submitted in writing to: Thomas Carlucci, Director of
Economic Development, at Carluccit@lackawannacounty.org , by or before September 24th, 2026.
Economic Development will serve as the lead County contact for RFP questions and will coordinate
responses with the Recorder of Deeds, Tax Assessor, Planning, Land Bank, County IT, and other County
personnel as necessary. Responses or clarifications of general applicability may be issued to all
prospective proposers through an addendum.

LACKAWANNA COUNTY
REQUEST FOR PROPOSALS (RFP)
for
COUNTY-WIDE PROPERTY DATA MANAGEMENT, LAND RECORD INDEXING,
AND PARCEL INTELLIGENCE PLATFORM
Project Description
Lackawanna County is seeking a qualified technology provider to implement and support a secure, web-
based platform that centralizes property information from official County sources and creates a usable
parcel-level view for authorized County users. The County's objective is to improve access to property
information, strengthen interdepartmental collaboration, support efficient research and analysis, and
enhance the security and auditability of property-data workflows.
The County anticipates that the solution will serve multiple offices and entities whose responsibilities
intersect with parcel, assessment, ownership, land-record, planning, redevelopment, and economic-
development information. Economic Development will lead the procurement and administrative
coordination of the project. The Office of the Tax Assessor and Office of the Recorder of Deeds will be key
source-data stakeholders; Planning, the Land Bank, and Economic Development will be significant
operational and analytical users. County IT and applicable third-party system vendors will assist with
integrations and data access as required.
I. Scope of Services
The proposed solution should, at a minimum, address the following capabilities. Proposers should clearly
identify any capability that is optional, separately priced, dependent on a third-party system, or not included
in the base proposal.
* Tax Assessment Data Integration: ingest and normalize County Tax Assessment property data through
an API where available or through scheduled data imports supported by the County and its systems.
* Parcel-Level Property View: provide a centralized parcel-level interface that organizes property
information from official County sources while clearly recognizing that the County's official records
remain the legally recognized source of truth.
* Land Record Integration and Indexing: ingest, index, and associate land records with the appropriate
parcels, including deeds and, where available and appropriate, mortgages and liens. The County is
particularly interested in historical records dating to approximately 1966 through the present and
ongoing ingestion of newly recorded documents.
* Document Data Extraction: extract and organize standard recording information such as document
number, recording date, grantor/grantee, property description, parcel identification number, and
book/page or comparable recording references.
* Automated/OCR-Assisted Indexing: describe the proposer's use of OCR, artificial intelligence, or other
automated methods for extracting and indexing document information, including confidence scoring,
quality-control thresholds, exception handling, and procedures for manual review of records that
cannot be reliably automated.
* Chain-of-Title/Property History: provide the ability to associate indexed ownership and land-record
information with parcels to assist authorized users in researching property history and chain-of-title
information.

* Search and Repository Functions: provide a searchable repository for supported document types and
property information with practical search, filtering, and retrieval tools for County users.
* Security and Auditability: provide role-based access controls, audit logs, change tracking, data
attribution, backups, security patching, and protections appropriate for County property information.
Proposers shall explain their cybersecurity architecture, hosting model, incident response, and
applicable compliance practices.
* System Integration: coordinate with County IT, the County's land-record management system/vendor,
assessment systems/vendors, and other County-designated systems to establish and maintain
required integrations or scheduled data feeds.
* Implementation and Data Migration: provide a detailed implementation plan covering data intake,
normalization, validation, indexing, configuration, testing, and deployment.
* Training and Support: provide onboarding and training for participating County stakeholders and
authorized users, ongoing system maintenance, end-user support, backups, and security updates.
* Service Levels: propose system-availability commitments, support response times, critical-security-
issue response times, escalation procedures, and remedies/service credits for material service failures.
* Data Ownership and Exit: describe County ownership/control of County data, data export capabilities,
retention, return or destruction of County data at contract end, and transition assistance.
* Scalability and Future Integration: explain how the platform can accommodate additional document
types, County data sources, users, integrations, or participating departments in the future.
II. Departmental Roles and Project Governance
Department of Economic Development - Lead Department: Serve as the primary administrative
coordinator for the RFP and implementation; receive and coordinate written proposer questions; facilitate
communication among participating departments; coordinate project goals, implementation meetings, user
requirements, and shared operational needs; and use the platform for property/site research,
redevelopment opportunities, business attraction, site-selection support, and related economic-
development analysis.
Office of the Tax Assessor: Coordinate access to supported Tax Assessment data and applicable data
feeds/exports; assist with data-field interpretation and validation; and use the platform as an additional
informational interface while maintaining the County's official assessment records as the authoritative
source.
Office of the Recorder of Deeds: Coordinate access to supported recorded land-record information and
applicable integrations with the County's land-record management environment; assist with interpretation
and validation of recording data; and participate in workflows involving deeds, mortgages, liens, recording
references, and parcel association while retaining custody and authority over official recorded documents.
Department of Planning: Use the platform to support parcel research, land-use and development
analysis, planning activities, and coordination of property information relevant to County planning functions;
provide input regarding useful parcel and spatial/property attributes.
Lackawanna County Land Bank: Use the platform for property due diligence, ownership and title-history
research, acquisition/disposition analysis, redevelopment prioritization, and evaluation of parcels relevant
to Land Bank activities; provide input regarding property-research and portfolio-management needs.
County Information Technology and Third-Party Vendors: Support technical access, security review,
integrations, data feeds, system connectivity, and implementation coordination as required. The selected
proposer will be expected to work cooperatively with County-designated technology and data-system
vendors.

III. Proposal Submissions
A. Project Team Information
Identify the responsible principal, project manager, technical/data-integration personnel, security
personnel, implementation staff, and other individuals who will participate in the work. State each
member's responsibilities and describe how the work will be managed to ensure adequate coordination
with Economic Development and the participating County offices/entities. Include an organization chart.
Provide three (3) to five (5) examples of comparable implementations, preferably involving county or
municipal property data, assessment information, recorded land documents, parcel indexing, title/property-
history research, or multi-department governmental data environments. Include client references where
permitted.
B. Technical Approach and Functional Response
Provide a narrative response to each item in the Scope of Services. Include system architecture, hosting
environment, security model, data-ingestion methodology, supported integrations, OCR/AI methodology
and quality controls, search capabilities, audit logging, user administration, data export, implementation
approach, and support model. Identify all assumptions, dependencies, exclusions, and third-party costs.
C. Implementation and Work Schedule
Provide a proposed schedule from contract execution through production deployment. Identify key
milestones for discovery, data access, integrations, data migration, configuration, testing, user acceptance,
training, launch, and any phased historical-record indexing. Clearly identify County actions or third-party
dependencies that could affect the schedule.
D. Fee Schedule
Provide a complete fee proposal, including implementation/onboarding costs, annual or monthly
subscription costs, licensing structure, data migration/indexing costs, integration costs, training, support,
optional modules/services, and any other fees. Identify pricing for the initial contract term and any renewal
periods, including any caps, escalators, or other anticipated price changes. The County prefers
transparent, predictable pricing suitable for allocation among participating departments/entities.
E. Contract and Service Terms
Include proposed contract terms or a sample services/license agreement and service-level agreement.
Clearly identify the proposed initial term, renewal structure, non-renewal notice requirements, termination
rights, data-security commitments, insurance, indemnification, limitation of liability, data ownership,
confidentiality, records retention, and transition/exit provisions.
F. Exceptions and Required Disclosures
Identify any exceptions to this RFP, required County responsibilities, use restrictions, subcontractors, third-
party technology dependencies, or material contractual terms that could affect implementation, cost,
security, data access, or long-term operation.
Submission format: Three (3) hard copies and two (2) digital copies (USB drive), unless otherwise stated in
an official County addendum.
IV. Proposal Evaluation
Each proposal will be evaluated on the proposer's qualifications, technical solution, implementation
approach, security and support, cost, and overall value to Lackawanna County. The County is not bound to
select the lowest-priced proposal.

Selection Criterion Points
Overall quality, clarity, and responsiveness of 10
proposal
Demonstrated experience with comparable 20
government/property-data projects
Technical solution and ability to satisfy scope of 25
services
Data security, auditability, integration, support, and 15
service levels
Implementation approach, schedule, training, and 10
interdepartmental coordination
Professional services and subscription costs / 20
overall value
V. Important Proposal Dates
* RFP advertisement/publication: September 9th, 2026
* Deadline for written questions: September 24th, 2026
* Proposal due date and time: September 30th, 2026, at 3:00 PM
VI. Selection Process and Schedule
A. Three (3) hard copies and two (2) digital copies of the proposal shall be submitted to the Lackawanna
County Chief of Staff, Lackawanna County Government Center, 123 Wyoming Avenue, 6th Floor,
Scranton, PA 18503, no later than the proposal deadline stated above. The sealed package shall be plainly
marked "RFP - County-Wide Property Data Platform."
B. Questions relating to this RFP shall be submitted in writing to Thomas Carlucci, Director of Economic
Development, at Carluccit@lackawannacounty.org by the stated question deadline. Economic
Development will coordinate any necessary technical or departmental response. Proposers should not
separately contact participating departments regarding this solicitation unless directed by Economic
Development.
C. The County reserves the right to reject any or all proposals and to select the proposal it determines to
be in the best interest of Lackawanna County.
D. Proposals will be evaluated and selected proposers may be invited, at the County's discretion, to
provide demonstrations, discuss their proposals, answer questions, or clarify technical and contractual
matters.
E. It is the County's intent to select the proposal determined to be most advantageous based on the
evaluation criteria. The County may negotiate a final contract with the selected proposer at compensation
and terms the County determines to be fair and reasonable. If satisfactory terms cannot be reached, the
County may negotiate with another qualified proposer or reject all proposals.
F. The selected proposer shall meet or exceed all applicable County insurance requirements. Additional
insurance or cybersecurity requirements may be included in the final contract.
G. The County encourages participation by Minority Business Enterprises (MBE) and Women Business
Enterprises (WBE).

H. The proposer will act as an independent contractor and will not be considered an employee of
Lackawanna County.
VII. Liability for Costs
Each proposer agrees that all costs related to preparation and submission of its proposal, demonstrations,
interviews, travel, due diligence, or contract negotiations will be borne by the proposer and are not the
responsibility of Lackawanna County.
VIII. County Reservations
Lackawanna County reserves the right to request clarification or additional information, waive informalities
where legally permissible, verify references and representations, negotiate scope and pricing, and reject
any or all proposals. Issuance of this RFP does not obligate the County to award a contract or reimburse
any proposer for costs incurred.