Records Management Software System

Agency:	Genesee County
State:	Michigan
Type of Government:	State & Local
Category:	70 - General Purpose Information Technology Equipment (including software). D - Automatic Data Processing and Telecommunication Services R - Professional, Administrative and Management Support Services
Posted:	Feb 23, 2024
Due:	Apr 4, 2024
Solicitation No:	24-362
Publication URL:	To access bid details, please log in.

BID NO	BID NAME	BID DUE DATE AND TIME	BID AWARDED TO
24-362	Records Management Software System A mandatory pre-proposal meeting will be held on Wednesday, March 13, 2024, at 10:00 AM (EST) at 1101 Beach Street, Room 301, Flint, MI 48502. All contractors submitting a proposal must attend the mandatory pre-proposal meeting and arrive within a reasonable time following the start of the meeting. This meeting will afford contractors the opportunity to obtain information about this project and ask any questions directly related to this solicitation. An attendance sheet will be provided and will serve as the official document verifying attendance. Failure to attend this meeting shall result in disqualification of a Contractor’s proposal.	Thursday, April 4, 2024 @ 2:00 PM

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GENESEE COUNTY PURCHASING

A Division of the Genesee County Office of Fiscal Services

COUNTY ADMINISTRATION BLDG

1101 BEACH STREET, ROOM 361,

FLINT, MICHIGAN 48502

Phone: (810) 257-3030 Fax (810)257-3380

www.geneseecountymi.gov

Chrystal Simpson, CPA

Chief Financial Officer

February 23, 2024

GENESEE COUNTY REQUEST FOR PROPOSALS #24-362

Sealed proposals will be received until 2:00 p.m. (EST) Thursday, April 4, 2024, at the Genesee

County Purchasing Department, 1101 Beach Street, Room 361, Flint, MI, 48502 for Records

Management Software System.

This procurement is conducted in accordance with the Genesee County Purchasing Regulations,

a copy of which is on file and available for inspection at the Genesee County Purchasing

Department

the

website

https://cms7files.revize.com/genessecountymi/Document_Center/Department/Fiscal%20Service

s/PURCHASING%20REGULATIONS%20REVISED%20by%20AJP%20updated%204.11.23%2

0(002)%20(1).pdf.

A mandatory pre-proposal meeting will be held on Wednesday, March 13, 2024, at 10:00 AM

(EST) at 1101 Beach Street, Room 301, Flint, MI 48502. All contractors submitting a proposal

must attend the mandatory pre-proposal meeting and arrive within a reasonable time following

the start of the meeting. This meeting will afford contractors the opportunity to obtain information

about this project and ask any questions directly related to this solicitation. An attendance sheet

will be provided and will serve as the official document verifying attendance. Failure to attend this

meeting shall result in disqualification of a Contractor’s proposal.

Each offeror is responsible for labeling the exterior of the sealed envelope containing the proposal

response with the proposal number, proposal name, proposal due date and time, and your firm’s

name. The proposal request number and due date for this RFP are:

DUE DATE:

DUE DATE FOR SUBMISSION OF QUESTIONS:

MANDATORY PRE-BID MEETING:

POST MEETING SUBMISSION OF QUESTIONS:

BID REQUEST NUMBER:

2:00 p.m.(EST), Thursday, April 4, 2024

Friday, March 8, 2024, before 5:00 pm (EST)

Wednesday, March 13, 2024 @ 10:00 AM (EST)

Thursday, March 14, 2024, before 5:00 PM (EST)

#24-362

________________________________

Rita Schubert, Purchasing Manager

bid2\2024\24-362

Attachments

GENESEE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

www.geneseecountymi.gov

RFP 24-362

TABLE OF CONTENTS

SECTION 1 - INSTRUCTIONS TO PROPOSERS...................................... 3

SECTION 2 - STANDARD TERMS & CONDITIONS.................................. 5

SECTION 3 - ADDITIONAL TERMS & CONDITIONS................................ 5

SECTION 4 – SCOPE OF WORK .............................................................. 7

SECTION 5 – QUALIFICATIONS OF PROPOSERS ............................... 11

SECTION 6 – INFORMATION REQUIRED FROM PROPOSERS ........... 12

SECTION 7 –EVALUATION CRITERIA & SELECTION PROCUDURE... 13

SECTION 9 – INSURANCE REQUIRED FROM PROPOSERS ............... 14

COST PROPOSAL FORM ....................................................................... 17

SIGNATURE PAGE.................................................................................. 18

GENESEE COUNTY INSURANCE REQUIREMENTS ............................. 19

REFERENCES…….. ................................................................................ 20

PROFESSIONAL SERVICES CONTRACT.............................................. 21

EXHIBIT A………….................................................................................. 28

RFP 24-362

RFP #24-362 Records Management Software System

SECTION 1 - INSTRUCTIONS TO PROPOSERS

1. Sealed proposals will be received until 2:00 p.m. (EST), Thursday, April 4, 2024, at

the Genesee County Purchasing Department, 1101 Beach Street, Room 361, Flint,

MI, 48502. The Genesee County Purchasing Department hours of operation are 8:00

a.m. to 5:00 p.m., closed holidays check website for closed days. Label the envelope

containing the proposal response as described on page 1. LATE PROPOSALS AND

PROPOSALS SENT BY FACSIMILE OR E-MAIL WILL NOT BE ACCEPTED.

2. A mandatory pre-proposal meeting will be held on Wednesday, March 13, 2024,

at 10:00 AM (EST) at 1101 Beach Street, Room 301, Flint, MI 48502. All contractors

submitting a proposal must attend the mandatory pre-proposal meeting and arrive

within a reasonable time following the start of the meeting. This meeting will afford

contractors the opportunity to obtain information about this project and ask any

questions directly related to this solicitation. An attendance sheet will be provided

and will serve as the official document verifying attendance. Failure to attend this

meeting shall result in disqualification of a Contractor’s proposal

3. Please carefully review this document. It provides information necessary to aid

participating vendors in formulating a thorough response. A formal, comprehensive

review period will be conducted to ensure that Genesee County selects the best

possible vendor that will provide the best value and service.

4. Submit one original and paper copy of your proposal. After the proposal closes

you will be contacted to send the County an electronic copy of your proposal.

All proposals become the property of Genesee County. The original must include a

signature on the Signature Page of a person authorized to make a binding offer.

Failure to provide the required number of duplicate copies may result in rejection of

your proposal. Proposals may not be submitted at the MITN site for this offering.

5. All submissions will be time stamped by an individual within the Office of Fiscal

Services. The only acceptable evidence of the time of receipt of the submissions is

that of the time clock that resides within said department. It is each Bidder’s

responsibility to ensure that its bid is time stamped by the Fiscal Services Department

by the deadline. This responsibility rests entirely with the Bidder, regardless of delays

resulting from postal handling or for any other reasons. Bids will be accepted at any

time during the normal course of business only, said hours being 8:00 a.m. to 5:00

p.m. Local Time, Monday through Friday, legal holidays as exception.

6. Michigan Inter-governmental Trade Network– an alternate review of this proposal

under Proposal # 24-362 Records Management Software System can be done

at https://www.bidnetdirect.com/mitn.

a. Genesee County has partnered with BidNet as part of the Michigan Inter-

governmental Trade Network (MITN) and will post their bid opportunities

to this site. As a vendor, you can register with Michigan Inter-

governmental Trade Network (use hyperlink or

https://www.mitn.info/Registration.asp?ID=2340) and be sure that you see

RFP 24-362

all available bids and opportunities. By selecting automatic bid

notification, your company will receive emails once Genesee County has a

bid opportunity that matches your company's business. In addition, the

site handles bid opportunities, RFPs, and RFQs for other member

governmental agencies. If you need help registering, please call Michigan

Inter-governmental Trade Network support department toll free 1-800-835-

4603.

7. All communications, any modifications, clarifications, amendments, questions,

responses or any other matters related to this RFP, shall be made by and through

the purchasing contact reference in this solicitation. No contact regarding this

solicitation made with other County employees is permitted. Any violation of this

condition may result in immediate rejection of proposal.

8. All prospective proposers shall be responsible for routinely checking the Genesee

County Purchasing Department website at

https://www.geneseecountymi.gov/departments/fiscal_services/purchasing_departm

ent/current_bids_2024.php for issued addenda and other relevant information.

Genesee County shall not be responsible for the failure of a prospective proposer to

obtain addenda and other information issued at any time related to this RFP.

9. The County’s Standard Proposed Contract is attached to this RFP. After the award

is made to the successful proposer, the County and the successful proposer will

negotiate a final contract that substantially conforms to the Standard Proposed

Contract. Any exceptions to the terms and conditions of the Standard Proposed

Contract and this RFP must be clearly set forth in your proposal and referenced on

company letterhead. The County will not entertain negotiations to change any terms

and conditions of the Standard Proposed Contract or RFP unless those changes are

requested in your proposal.

10. Insurance must be provided prior to the contract starting date and kept in full effect

and compliance during the entire contract period. Insurance requirements are

provided in Section 9 Insurance Required from Proposer. Failure to comply with these

provisions will cause termination of the agreement. The County of Genesee requires

a signed Genesee County Insurance Requirements acknowledgement form with

each proposal submitted.

The contractor agrees to be responsible for any loss or damage to property or

persons due to the performance of services herein contracted and further agrees to

indemnify and defend the County of Genesee against all claims or demands

whatsoever, and to hold the County of Genesee harmless from any loss or damage

resulting therefrom.

County Policy dictates that under no circumstances can the County agree to

indemnify bidders pursuant to Michigan Law.

11. Proposal Format: Proposals must be submitted in the format outlined in SECTION 6

- INFORMATION REQUIRED FROM PROPOSERS to be deemed responsive.

RFP 24-362

SECTION 2 - STANDARD TERMS & CONDITIONS

View Genesee County’s Standard Terms and Conditions by going to the following link:

https://cms7files.revize.com/genessecountymi/Document_Center/Department/Fiscal%2

0Services/Purchasing%20Department/Std%20T%20%20C%20%20SECTION%202023.

pdf

SECTION 3 - ADDITIONAL TERMS & CONDITIONS

1. Purpose: Through this RFP, Genesee County (“the County”) is soliciting

proposals from qualified firms who can provide a Records Management Software

System for Genesee County Clerk and Register of Deeds Offices.

2. Issuing Office: This RFP is issued by the Genesee County Purchasing

Department on behalf of the Genesee County Clerk/Register of Deeds. The

contact person is Rita Schubert, Purchasing Manager, Genesee County, 1101

Beach Street, Room 361, Flint, Michigan 48502, phone: (810)-257-3195, and

rschubert@geneseecountymi.gov. Email is the preferred method of contact.

3. Questions & Inquiries: All questions regarding this RFP shall be submitted in

writing and received no later than Friday, March 8, 2024, before 5:00 p.m. (EST)

to the Genesee County Purchasing Department as listed above. E-mail is the

preferred method of contact for all inquiries concerning this RFP, and please

entitle the subject line of your e-mail as follows: Question(s) for RFP #24-362 No

verbal interpretation to any respondent as to the meaning of any requirement

stated in this RFP shall be binding on Genesee County. All responses to

questions regarding this RFP shall be issued in writing and distributed as an

addendum by Genesee County. Contractors who have attended the pre-bid

meeting will also be allowed to submit questions no later than Thursday, March

14, 2024, before 5:00 PM.

4. Addenda: Genesee County reserves the right to amend and provide clarification

of this RFP prior to the date for proposal submission. In such an event, an

addendum will be posted on the Purchasing Department website

(https://www.geneseecountymi.gov/departments/fiscal_services/purchasing_depa

rtment/current_bids_2024.php). Further, all proposers shall acknowledge having

seen any and all addendums issued (1, 2, 3, etc.) on the Signature Page.

5. Proposal Considerations: All costs incurred in the preparation of a response to

this RFP or any costs prior to approval of the contract by Genesee County and

formal notification to the selected proposer will be the responsibility of the

respondent and will not be reimbursed by Genesee County. Bids should be

prepared simply and economically, providing a straightforward, concise description

of the proposer’s ability to meet the requirements of this RFP.

6. Responsive Proposals: To ensure proper consideration, all proposers are

encouraged to submit a complete response to this RFP using the format outlined

in Section 7, INFORMATION REQUIRED FROM PROPOSERS. In addition, at

least one of the paper proposals must be signed with an original signature of the

official authorized to bind the proposer to its provisions.

RFP 24-362

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

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Records Management Software System

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