REQUEST FOR PROPOSALS
Greene County Probate Court Case Management System with Electronic
Filing and Electronic Marriage License Processing
March 22, 2024
Greene County, Ohio
Board of Commissioners
35 Greene St
Xenia, OH 45385
www.greenecountyohio.gov
GREENE COUNTY, OHIO
REQUEST FOR PROPOSALS COVER SHEET
THIS INVITATION IS ISSUED TO ESTABLISH A CONTRACT TO SUPPLY GREENE COUNTY WITH A
COMMODITY OR SERVICE IN ACCORDANCE WITH THE ACCOMPANYING SPECIFICATIONS.
PROJECT NAME: Greene County Probate Court Case Management System with Electronic Filing and
Electronic Marriage License Processing
DESCRIPTION: The purpose of this RFP is to select a vendor to provide a Case Management
System for the Greene County Probate Court
RELEASE DATE
March 22, 2024
QUESTIONS DUE:
RESPONSES ISSUED BY:
SUBMIT TO:
PROPOSALS DUE:
April 15, 2024 @ 4:00 P.M. EST
April 19, 2024 @ 4:00 P.M. EST
GREENE COUNTY BOARD OF COMMISSIONERS
35 GREENE ST
XENIA, OH 45385
April 30, 2024 @ 11:00 A.M. EST
PROPOSAL BOND/SURETY: NO
REQUEST FOR PROPOSAL CONTENTS
REQUEST FOR PROPOSALS ................................................................................................................................................0
I.
IMPORTANT RFP INFORMATION AND DATES ...............................................................................................2
A. INVITATION FOR PROPOSALS DUE DATE............................................................................................................2
B. PROPOSAL PRICING LAYOUT.................................................................................................................................3
C. PROPOSER QUESTIONS AND COUNTY RESPONSES ..........................................................................................3
D. ACCESSING BID INFORMATION ............................................................................................................................3
E. PROPOSER SELECTION ............................................................................................................................................4
F. IMPLEMENTATION DEADLINE ..............................................................................................................................4
G. RFP RELEASE..............................................................................................................................................................4
H. PROPOSAL COSTS .....................................................................................................................................................5
I. OWNERSHIP OF PROPOSALS ..................................................................................................................................5
J. AVAILABILITY OF FUNDS.......................................................................................................................................6
K. FOREIGN CORPORATIONS ......................................................................................................................................6
L. PROPOSER WARRANTY...........................................................................................................................................6
M. PROPOSER EXAMINATION OF THE RFP...............................................................................................................6
N. FALSE OR MISLEADING STATEMENTS................................................................................................................7
O. WITHDRAWAL OF PROPOSAL................................................................................................................................8
II. BACKGROUND INFORMATION ...........................................................................................................................8
A. INTRODUCTION TO GREENE COUNTY PROBATE COURT...............................................................................8
III. SCOPE OF WORK .....................................................................................................................................................8
A. GENERAL ....................................................................................................................................................................8
B. SYSTEM REQUIREMENTS........................................................................................................................................9
C. PROPOSAL SUBMISSION REQUIREMENTS..........................................................................................................9
D. PROPOSAL EVALUATION CRITERIA .................................................................................................................. 11
IV. GENERAL CONTRACT REQUIREMENTS ........................................................................................................ 12
EXHIBITS……………………………………………………………………………………………………………15
EXHIBIT A – SYSTEM REQUIREMENTS…………………………………………………………………………16
APPENDICES ...........................................................................................................................................................22
APPENDIX A – PROPOSAL SHEET (PRICING) .................................................................................................... 23
APPENDIX B – PERSONAL & REAL ESTATE TAX AFFIDAVIT ....................................................................... 24
APPENDIX C – NON-COLLUSION AFFIDAVIT ................................................................................................... 25
APPENDIX D – AFFIDAVIT IN COMPLIANCE WITH SECTION 3517.13 OF THE O.R.C................................26
APPENDIX E – FINDINGS FOR RECOVERY AFFIDAVIT .................................................................................. 28
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I. IMPORTANT RFP INFORMATION AND DATES
A. INVITATION FOR PROPOSALS DUE DATE
Sealed proposals will be received at:
Greene County Board of Commissioners
35 Greene St
Xenia, OH 45385
For the purposes of this project, the County’s Authorized Representative is:
Greene County Probate Court
Amy Shumway
Chief Deputy Clerk/Court Administrator
45 N. Detroit Street
Xenia, OH 45385
(937) 562-5280
amy.shumway@greenecountyohio.gov
Sealed proposals for the purchase of a case management System with electronic filing and
electronic marriage license processing (“System”) for Greene County Probate Court (“Court”)
shall be received by the Greene County Board of Commissioners, 35 Greene Street, Xenia,
Ohio 45385, until 11:00 A.M., Eastern Standard Time, April 30, 2024, at which time the
proposals will be publicly opened.
Sealed envelopes containing proposals must be submitted with the RFP NAME prominently
written and displayed on the outside of the envelope/packages. Proposals must be submitted
on the proposal form furnished. Any proposals deemed non-compliant shall be rejected. The
Greene County Board of Commissioners is tax-exempt.
The following represents key dates for this phase of the process:
March 22, 2024
April 15, 2024
April 19, 2024
April 30, 2024
May 2024
May 2024
May 2024
May 31, 2025
RFP Released to Vendors
Proposer Questions Due @ 4:00 P.M. EST
County Responses Provided @ 4:00 P.M. EST
Vendor Proposals Due @ 11:00 A.M. EST
Finalists Notified
Proposer Interviews/Demonstrations for Finalists
Selection of Proposer
Target date – Completion of Project
The County reserves the right to change these dates as required.
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B. PROPOSAL PRICING LAYOUT
The County is requiring that each vendor submit pricing for the following components:
• Implementation of Case Management System with Electronic Filing and Electronic
Marriage License Processing – Identify all costs associated with the proposed
solution.
• Training
• Support – Year 1
• Support – Year 2
C. PROPOSER QUESTIONS AND COUNTY RESPONSES
There is one acceptable method for submitting questions regarding this RFP. All questions
must be submitted via email to the following County Authorized Representative:
Amy Shumway
Chief Deputy Clerk/Court Administrator
45 N. Detroit Street
Xenia, OH 45385
(937) 562-5280
amy.shumway@greenecountyohio.gov
Questions must be received by the date and time stated in Section I.A above. A County
response will be made available to all no later than the date and time stated in Section I.A
above.
Addendums to this RFP will be posted on the following website:
(www.greenecountyohio.gov/bids). No questions will be accepted via telephone.
D. ACCESSING BID INFORMATION
All information related to this RFP will be made available through the Greene County
website www.greenecountyohio.gov/bids. This will include bid specifications, addendums,
and questions and answers.
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