ORLEANS PARISH ASSESSOR’S OFFICE
1300 Perdido Street
City Hall – Room 4E01
New Orleans, LA 70112
REQUEST FOR PROPOSAL
FOR
DOCUMENT SCANNING
AND
RECORD MANAGEMENT
RFP Release Date: October 26, 2015
Deadline for Proposal: December 11, 2015 at 4:00pm
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
TABLE OF CONTENTS
SECTION
PAGE
I.
4 - 19
INTRODUCTION
A.
B.
C.
D.
E.
F.
G.
Schedule of Events
Orleans Assessor’s Office Profile
About Orleans Parish
Project Information
Existing Software Environment
On-site Meeting to View Documents
General Conditions for Contracts
1. Scope of Contractor’s Services
2. Contract Term Option to Renew
3. Signature Authority of Contractor
4. Insurance
5. Contractor’s Insurance and Subcontractor’s Insurance
6. Cancellation of Insurance
7. Performance Bond
8. Subcontracts
9. Participation by Disadvantaged Business Enterprises
10. Assignment and Subcontracting
11. Contractors Understanding/Independent Contractor
12. No Guarantee of Employment
13. Accounting and Payment for Contractor Services
14. Taxes
15. Withholding Payment
16. Non-Appropriation of Funds
17. Budgeted Funds
18. Termination for Public Convenience
19. Termination for Default
20. Defense and Indemnity
21. Regulations and Requirement
22. Right to Review
23. Modifications
24. Venue and Choice of Law
25. Contractor Commitments, Warranties and Representations
26. Patent/Copyright Infringement
27. Disputes
28. Ownership of Items Produced
29. Confidentiality
30. Notice
31. Severability
32. Waiver
33. Waiver of Non-Competition
34. Survival
35. Entire Agreement
4
5
5
6
6
6
7 - 19
7
7
7
7
8-9
10
10 - 11
11 -12
12
12
12
13
13
13
14
14
14
15
15
15 -16
16
16
16
16
16
17
17
18
18
18
18
18
19
19
19
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
1
TABLE OF CONTENTS
SECTION
PAGE
II. PROPOSAL PROCEDURES
20 - 27
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.
P.
Q.
R.
S.
T.
Purpose of RFP
Scope
Pre-Qualification Criteria
Submission and Opening of Proposals
Communications Regarding This Proposal
Schedule of Events
Contractor Responses
General Terms and Conditions
Proposal Format
Contractor Presentations
Site Visits
Contract Negotiations
Contractor Selection
Requirements and Conditions for Proposals
Non-Endorsement
Third Party Contractors
Subcontractors
Necessary Ancillary Software
Condition of Proposed Equipment
Services Delivery Timetable
III. OFFEROR’S PROFILE
A.
B.
C.
D.
E.
F.
Offeror’s Profile
Organizational Information
Financial Condition
Third Party Contractors
Subcontractors
Number of Document Scanning & Record Management
Services Implemented
G. Policies Regarding Regulatory Requirements
H. Implementation Support
I. Contractor Supplied Training
IV. COST OF DOCUMENT SCANNING AND RECORD
MANAGEMENT SCANNING SERVICES
A.
B.
C.
D.
Document Scanning Costs
Scanning of Existing Documents Costs
Training Costs
Documentation Costs
20
20
20
21
21
21
22
22
22 - 24
25
25
26
26
26
26
27
27
27
27
27
28-31
28
28
28
28
28
29
30
30
31
32 - 33
32
32
33
33
V. TOTAL COST SUMMARY
34
VI. EVALUATION CRITERIA
35
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
2
TABLE OF CONTENTS
SECTION
PAGE
VII. FUNCTIONAL REQUIREMENTS
36 - 39
A. Needs Analysis Service
B. Hardware and Software Installation
C. Training on Hardware and Software
D. Support and Maintenance of Hardware and Software
E. Scanning of Existing Documents
VIII. PROJECT STATUS
A. Project Timetable
B. Scannable Data Collection
IX. DOCUMENTS
1.
2.
3.
4.
5.
Performance and Payment Bond
Transmittal Letter
Non-collusion Affidavit & Debarment Affidavit
Third Party Contractor’s Participation Form
Subcontractor’s Participation Form
X. ADDENDUM – QUESTION AND ANSWERS
36 - 37
37 - 38
38 - 39
39
40
41
41
41
42 - 47
42 - 43
44
45
46
47
48 - 55
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
3
SECTION I. INTRODUCTION
The purpose of this Request for Proposal (RFP) is to identify the firm that can best provide
document scanning and record management for the Orleans Parish Assessor’s Office
(Requester) in New Orleans, Louisiana as per this RFP. Individuals, partnerships or
corporations responding to this RFP by submitting a proposal shall hereinafter be referred to
as “Offerors.” The successful Offeror that will be awarded the contract will be referenced as
“Contractor.”
A. SCHEDULE OF EVENTS
The Orleans Parish Assessor’s Office will adhere to the following timetable for the acquisition
of proposals and contract for Document Scanning and Record Management:
Anticipated Event Schedule
Date
Release RFP
October 26, 2015
On-site Meeting to View Documents
November 13, 2015 @ 10:00 AM
Deadline for Offerors’ Written Questions
November 20, 2015 @ 4:00 PM
Reply to Offerors’ Written Questions
December 4, 2015
Deadline for Offerors’ Proposals Due
at Orleans’s Parish Assessor’s Office
December 11, 2015 @ 4:00 PM
Offerors’ Demonstrations
December 16 & 17, 2015
Final Contractor Selection
January 8, 2016
Contract Negotiations
January 8, 2016 to January 22, 2016
Execute Contract by
February 2, 2016
Begin Implementation
March 2, 2016
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
4
SECTION I. INTRODUCTION
B. ORLEANS PARISH ASSESSOR’S OFFICE PROFILE
The Orleans Parish Assessor’s Office is an elected office established for the purpose of
exercising the rights and privileges conveyed to it by the Constitution and Laws of the State
of Louisiana. The Orleans Parish Assessor is an elected official who serves a four year term.
The current term ends December 31, 2018.
City of New Orleans Government
The City of New Orleans (CNO) is a governmental body established for the purpose of
exercising the rights and privileges conveyed to it by the Constitution and Laws of the
State of Louisiana and the CNO Home Rule Charter. It presently operates with an
elected Mayor and Council form of government and provides services as authorized by
its charter and/or further mandated by state and/or federal agencies. The Mayor and
Council Members serve a 4-year term, with the current term ending December 31, 2017.
C. ABOUT ORLEANS PARISH
Orleans Parish consists of one municipality, New Orleans (population approx. 384,320). The
Parish’s (New Orleans) area is approximately 181 square miles. The real and personal
property assessment rolls supports twenty-four (24) taxing authorities including the Orleans
Parish Assessors.
Assessment accounts are approximately split amongst the following categories:
Account Type
Real Estate
Number of Accounts
152,430
Personal Property (Movables)
9,447
Exempt Property
13,581
Public Service
360
Total
175,818
The following information summarizes the OPAO 2015 Abstract of Assessments.
SUMMARY - ABSTRACT OF ASSESSMENTS - ORLEANS PARISH, JANUARY 1, 2015
ITEMS
Net Taxable Real Estate
Net Personal Property Business
Total Public Service
Total Taxable Property
TOTAL VALUE
2,730,539,403
431,355,330
170,541,020
3,332,435,753
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
5
SECTION I. INTRODUCTION
Total Exempt Real Estate
D. PROJECT INFORMATION
2,102,157,390
Requester has determined to separate the RFP into five specific projects: (1) Needs
Analysis, (2) Equipment Installation, (3) Training/Testing, (4) First and Second Year
Maintenance, (5) Scanning of Existing Documents. “Detailed Functional Requirements,” of
this RFP will be split into these four projects. These requirements will be used as the primary
means of measuring how well Offerors’ proposals demonstrate Offerors’ abilities to meet
requirements for this Document Scanning and Record Management RFP. At the conclusion
of this RFP process, REQUESTER intends to negotiate the purchase of each phase from the
responsible, responsive Contractor, which offers the overall greatest benefit to
REQUESTER.
E. EXISTING SOFTWARE ENVIRONMENT
Requester currently utilizes Tyler Technology Corporation Integrated Assessment System
IAS WORLD 7. IAS WORLD is a fully integrated web-based system that contains seven
main modules: Computer Assisted Mass Appraisal (CAMA), Assessment Administration
(AA), Personal Property (PP), Hearing Tracking (HT). IAS WORLD requires win7 and ie9
with compatible software.
The current database contains limited assessment administration information. For pricing
of this RFP on document scanning and record management bids, Offeror should be
aware that IAS has a limited document management subsystem. The Contractor will
be responsible for determining the best compatible equipment and software to
complement or improve the existing IAS software system document management
subsystem.
F. ON-SITE MEETING TO VIEW DOCUMENTS
Requester will provide one meeting at a specified time to ask questions and review file
cabinets of current and historical documents. Although the meeting is not mandatory, it is
essential to the credibility of the Offeror’s bid (Reference, Section II, E “Communication
Regarding This Proposal” for location of meeting) to attend and review historical documents
for the Service of scanning existing historical documents (Project 5).
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
6
SECTION I. INTRODUCTION
G. GENERAL CONDITIONS FOR CONTRACTS
ANY AND ALL EXCEPTIONS TO THESE GENERAL CONDITIONS SHALL BE FULLY
DETAILED IN A LETTER THAT SHALL ACCOMPANY THE PROPOSAL.
Substantially the following additional provisions will be incorporated into any negotiated
contract resulting from this RFP:
1.
SCOPE OF CONTRACTOR’S SERVICES
Contractor agrees to provide to Requester services and any materials set forth in the
Request for Proposal for Document Scanning and Record Management dated October
26, 2015. No material, labor, or facilities will be furnished by Requester, unless otherwise
provided for in the Contract.
2.
CONTRACT TERM OPTION TO RENEW
The term of the Contract’s Project One, Project Needs Analysis shall extend until
December 31, 2016. At the option of Requester, the purchase of Equipment and
Installation shall extend until December 31, 2017; Training & Testing shall extend until
December 31, 2017; Equipment Maintenance until December 31, 2017; and the service
bureau scanning existing documents until December 31, 2017. Under this Contract all
projects may be extended at the same prices and terms until December 31, 2018.
3. SIGNATURE AUTHORITY OF CONTRACTOR
The person signing the proposal and Contract must be:
a. A current corporate officer, partnership member or other individual specifically
authorized to submit a proposal as reflected in the company’s organizational
documents; or
b. An individual authorized to bind Contractor in this type of Agreement as
reflected by an accompanying corporate resolution, certificate or affidavit; or
c. An individual listed on the State of Louisiana Bidder’s Application as
authorized to execute bids.
By signing the proposal and Contract, Contractor certifies compliance with the above.
4.
INSURANCE
PLEASE READ CAREFULLY THE INSURANCE REQUIREMENTS IN SECTION I.G,
ITEMS 4-6 AND SECTION I.G, ITEM 7 REGARDING PERFORMANCE BOND. All limits
will be REQUIRED including but not limited to, WAIVER OF SUBROGATION AND
ADDITIONAL INSURED(S). A copy of the certificate of insurance shall be furnished to
Requester within thirty (30) days of the notice of award and prior to any work being
undertaken.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
7
SECTION I. INTRODUCTION
5. CONTRACTOR'S INSURANCE AND SUBCONTRACTOR'S INSURANCE
Contractor shall not commence work under this Contract until Contractor has obtained all
insurance required by this subsection, and until such insurance has been approved by
Requester. Further, Contractor shall not allow any subcontractor to commence work on
Contractor’s projects until the insurance required in section I.G.5 has been obtained,
submitted, and approved. Proper certificates evidencing such insurance shall be
furnished to Requester prior to commencement of work. All certificates of insurance must
contain provisions indicating that no cancellation or change in such insurance shall be
effected for any cause without thirty (30) days written notice being first given to
Requester.
If at any time, any of the insurance policies required to be furnished by Contractor under
the terms of this subsection shall lapse, expire, or fail to comply with the requirements of
this subsection, Contractor shall procure and obtain such new insurance policies as may
be required in order to comply with the requirements of this subsection. Upon obtaining a
new insurance policy, Contractor shall submit a new certificate of insurance to Requester
for approval. Upon failure of Contractor to furnish proof of such insurance to Requester,
the Contract, at the election of Requester, may be declared suspended, discontinued or
terminated. Failure of Contractor to maintain any required insurance shall not relieve
Contractor from any liability under the Contract, nor shall the insurance requirements
contained in this subsection be construed to conflict with the obligations of Contractor
regarding indemnification as set forth in subsection I.G.20, Defense and Indemnity.
The requirements contained in this subsection shall not be construed and are not
intended to limit Contractor's obligations to indemnify and defend Requester as contained
in subsection I.G.20, “Defense and Indemnity,” but merely constitute minimum insurance
requirements which must be provided to secure such obligations.
Contractor shall effect and maintain until completion and acceptance of the work, the
following insurance:
I. Standard Worker's Compensation Insurance - full statutory liability for the State of
Louisiana with Employer’s Liability Coverage of $100,000 minimum per
occurrence.
II. Comprehensive General Liability - All comprehensive general liability insurance shall
include coverage for the following:
A.
B.
C.
D.
E.
Premises Operations
Independent Contractors
Products - Completed Operations
Contractual Liability
Broad Form Property Damage
$500,000
$500,000
$500,000
$500,000
$500,000
Explosion, Collapse and Underground Coverage (when required)
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
8
SECTION I. INTRODUCTION
I. Business Auto Policy
A. Any Auto
B. Owned Autos
C. Non-Owned Autos
D. Hired
* BODILY
INJURY
per person
* BODILY
INJURY
per accident
$ 500,000
$ 500,000
$ 500,000
$ 500,000
$ 500,000
$ 500,000
$ 500,000
$ 500,000
* PROPERTY
DAMAGE
per accident
$ 500,000
$ 500,000
$ 500,000
$ 500,000
If Coverage A - Any Auto is carried, Coverage B, C, & D will not be required. If
Contractor does not own an automobile (vehicle) and an automobile (vehicle) is
utilized in the execution of the Contract, then hired and non-owned coverage is
required.
IV. Umbrella Liability
In lieu of providing insurance at or above the limits required in section I.G.5,
subsections I, II and III hereinabove, Contractors may fulfill the requirements of this
subsection by securing umbrella liability insurance coverage provided that the
combined total of the primary and umbrella coverage satisfy the minimum required
insurance limits set forth in section I.G.5, subsections I, II and III hereinabove.
V. Orleans Parish Assessor’s Office as an Additional Insured
The Orleans Parish of Assessor’s Office, its officials, and employees must be named
on all liability policies described above as additional insured.
VI. Waiver of Insurance Requirements
Notwithstanding anything to the contrary contained herein, Requester reserves the
right at all times, at its discretion, to alter, amend, and/or waive insurance
requirements set forth in this Section where the insurance carried and/or to be
provided by Contractor is deemed reasonable, sufficient and adequate to protect the
interests of Requester, provided that Requester shall take no steps to impose more
stringent and onerous insurance requirements on Contractor than those contained
herein.
VII. Waiver of Subrogation
Contractors must obtain a Waiver of Subrogation from the Workers Compensation
carrier for any and all claims which could be asserted against the Orleans Parish
Assessor’s Office, its employees, agents, representatives, officers, directors, elected
and appointed officials, and volunteers.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
9
SECTION I. INTRODUCTION
6. CANCELLATION OF INSURANCE
Contractor shall not cause any insurance policy to be cancelled or permit it to lapse, and all
insurance policies shall include a clause to the effect that the insurance policy or certificate
shall not be subject to cancellation or to a reduction in the required limits of liability or
amounts of insurance until notice has been mailed to Requester stating the date when such
cancellation or reduction shall be effective, which date shall not be less than thirty (30) days
after such notice.
7. PERFORMANCE BOND
Requester shall require Contractor to provide an acceptable form of surety to protect
Requester from any non-performance of Contractor or its subcontractor(s) under the terms
and conditions set forth in the Contract. During contract negotiations, Requester, at its sole
discretion, shall determine the exact form of the required surety. It could be in the form of
agreeable contractual payment terms, a letter of credit or a performance bond. If Contractor
is offering a performance bond as a part of their proposal, the cost of said bond shall be duly
noted and itemized separately in the “Other” section of the Cost Summary. If a performance
bond is required or offered by Contractor the following shall apply:
Prior to the signing of the Contract and within ten (10) days after Contractor is notified that
Contractor is the successful bidder, unless an extension of time is granted by Requester,
Contractor will furnish good and solvent bond(s) issued by surety(s) deemed satisfactory to
Requester and in such form as set forth in Document 1, “Performance And Payment Bond”,
of the Orleans Parish Assessor’s Office Request For Proposal Document Scanning and
Record Management dated October 26, 2015 for the faithful performance of Contractor’s
duties and for the payment by Contractor of all obligations arising from the work
contemplated under the Contract. The bond(s) shall be in an amount equal to 100% of the
total Contract price, plus any change orders. The bond(s) shall provide that the surety
waives the requirement of notice of any change in the work necessary or desirable to fully
complete the work as contemplated.
The bond(s) shall be executed by Contractor with a surety, or insurance company, which is
currently on the U.S. Department of the Treasury Financial Management Service list of
approved bonding companies which is published annually in the Federal Register, or by a
Louisiana Domiciled Insurance company with at least an A- rating in the latest printing of
A.M. Best's Key Rating Guide to write individual bonds up to ten percent of policyholders'
surplus as shown in A.M. Best's Key Rating Guide, or by an insurance company that is either
domiciled in Louisiana or owned by Louisiana residents and is licensed to write surety
bonds. The bond(s) shall be written by a company licensed to do business in the State of
Louisiana and shall be countersigned by a person who is contracted with the surety company
or bond issuer as an agent of the company or issuer, and who is licensed as an insurance
agent in the State of Louisiana, and who lives in the State of Louisiana. Should Surety
Company become bankrupt or be removed from the State, Contractor shall furnish a new
bond without cost to Requester.
The bond(s) provided by the Surety as required by this Article shall specifically stipulate that
the Surety shall be bound and obligated by all terms and conditions contained in the Contract
and that in the event of a conflict between the terms, conditions, and limitations of the bond
and those of the Contract, the terms of the Contract shall be deemed to govern.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
10
SECTION I. INTRODUCTION
Said bond(s) shall be conditioned such that Contractor will be bound to faithfully perform all
the provisions of the Contract and will perform all work required under the Contract, including
labor and materials, in a good and workman-like manner free of defects, within the Contract
time, and that Contractor shall make payment of all obligations within the time specified to
the satisfaction of Requester and pay all laborers, mechanics, material men, and
subcontractors, and all persons who supply such persons with provisions and supplies for
carrying on of such work, and that if Contractor fails to comply with any of aforesaid
requirements, that surety under the bond may be held liable and responsible for completion
of any incomplete work contemplated under the Contract and/or the repair of any deficient
and/or defective work performed by Contractor.
In the event that it should become necessary for Requester to call upon and require the
Surety to complete the work under the Contract and/or to repair any deficient and/or
defective work performed by Contractor, the Surety shall be entitled to be paid compensation
for the work actually performed and satisfactorily completed by it, solely in accordance with
the payment provisions contained in the Contract, and shall not be entitled to recovery of
compensation from Requester for any amounts for which Contractor has been previously
paid for work performed under the Contract. The Surety shall not be entitled to be paid by
Requester for any costs incurred by Surety as a result of the repair of any defective and/or
deficient work performed by Contractor. The surety company furnishing said bond(s) must
have an agent or representative with a permanent office in the State of Louisiana, upon
whom notices referred to in the Contract Document may be served. Service of said notice to
said agent or representative in the State of Louisiana shall be equal to service of notice to
the president of the surety company or such other officer as may be concerned.
IT IS REQUIRED THAT THE SIGNATORIES SHOW INFORMATION ON BONDS AND
POWER OF ATTORNEY AS INDICATED BELOW:

AGENT: TYPE NAME, LICENSE NUMBER, ADDRESS, AND TELEPHONE
NUMBER BELOW SIGNATURE

POWER OF ATTORNEY: TYPE NAME, ADDRESS, AND TELEPHONE NUMBER
BELOW SIGNATURE
Attorneys-in-fact who sign bid bonds or contract bonds must file with each bond a certified
and effectively dated copy of their power of attorney.
8. SUBCONTRACTS
Contractor shall perform within his own organization a reasonable portion of the work under
this Contract, as determined by Requester. As soon as practicable after the execution of the
Contract and in any event at least seven (7) days prior to the time that any subcontractor
shall commence any portion of the work, Contractor shall notify the Orleans Parish
Assessor’s Office in writing of the names of the subcontractors proposed for the work.
Contractor shall not employ any subcontractor that Requester, within a reasonable time, may
object to as incompetent or unfit.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
11
SECTION I. INTRODUCTION
Also, to encourage minority participation to the greatest extent possible, it is further required
of Contractor that any minority subcontractors, proposed for the work, be identified, as such,
and the name and domicile of said minority subcontractor be provided. Subcontractors that
are included as part of the original bid will be reviewed by Requester as part of its review of
the Offeror’s (prime contractor) bid.
Contractor agrees that Contractor is fully responsible to the Orleans Parish Assessor’s Office
for all acts and omissions of Contractor’s subcontractors and of persons either directly or
indirectly employed by them, as Contractor is for acts and omissions of persons directly
employed by Contractor.
9. PARTICIPATION BY DISADVANTAGED BUSINESS ENTERPRISES
Requester strongly encourages the participation of DBE’s (Disadvantaged Business
Enterprise) in all contracts or procurements let by Requester for goods and services and
labor and material. To that end, all Contractors are encouraged to utilize DBE’s in the
purchase or sub-contracting of materials, supplies, services and labor and material in which
disadvantaged businesses are available.
10. ASSIGNMENT AND SUBCONTRACTING
No portion of this Contract may be assigned or subcontracted to any other individual, firm or
entity without express and prior written approval of Requester.
11. CONTRACTORS UNDERSTANDING/INDEPENDENT CONTRACTOR
It is understood that the Contract is solely between Requester and Contractor and at all
times, Contractor shall operate as and be deemed to be an independent contractor. At all
times, persons provided by contracting agency to the Orleans Parish Assessor’s Office
pursuant to the terms of this Contract shall be deemed to be employees of the contracting
agency, and shall not be considered to be employees of the Orleans Parish Assessor’s
Office.
Contractor's services shall be furnished by Contractor as an independent contractor and
nothing herein contained shall be construed to create a relationship of employer-employee or
master-servant, but all payments made hereunder and all services performed shall be made
and performed pursuant to this Contract by Contractor as an independent contractor.
Contractor acknowledges that the entire compensation for this Contract is specified in
Section V, “TOTAL COST SUMMARY”, and Contractor is not entitled to any Orleans Parish
Assessor’s Office benefits including, but not limited to: vacation pay, holiday pay, sick leave
pay, medical, dental, or other insurance benefits, or any other rights or privileges afforded to
the Orleans Parish Assessor’s Office employees. Contractor represents that it maintains a
separate place of business, serves clients other than the Orleans Parish Assessor’s Office,
and will report all income and expense accrued under this Contract with the Internal Revenue
Service on a Schedule C.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
12
SECTION I. INTRODUCTION
12. NO GUARANTEE OF EMPLOYMENT
Performance of all or part of this Contract by Contractor shall not operate to vest any
employment rights whatsoever and shall not be deemed to guarantee any employment of
Contractor or any employee of Contractor or any subcontractor or any employee of any
subcontractor by the Orleans Parish Assessor’s Office at the present time or in the future.
13. ACCOUNTING AND PAYMENT FOR CONTRACTOR SERVICES
Payment to Contractor for services rendered under this Contract shall be based on percent
of completion when both parties are in agreement. Payments by the Orleans Parish
Assessor’s Office, payment shall be based upon billings, supported unless otherwise
provided and accepted by the Orleans Parish Assessors Office. Documentation should
include units of work actually performed and amounts earned, including where appropriate,
the actual number of days worked each month, total number of hours for each day, and the
total dollar payment requested. Unless specifically stated and approved in writing in advance
by the official executing this Contract for the Orleans Parish Assessor’s Office, (hereinafter
referred to as the "Contracting Officer",) the Orleans Parish Assessor’s Office will not
reimburse Contractor for any costs or expenses incurred by Contractor in the performance of
this Contract.
14. TAXES
Contractor understands and acknowledges that the Orleans Parish Assessor’s Office will not
withhold Federal or State income taxes. Where required by State or Federal law, Contractor
authorizes the Orleans Parish Assessor’s Office to make withholding for any taxes other than
income taxes (i.e., Medicare). All compensation received by Contractor will be reported to
the Internal Revenue Service at the end of the calendar year in accordance with the
applicable IRS regulations. It is the responsibility of Contractor to make the necessary
estimated tax payments throughout the year, if any, and Contractor is solely liable for any tax
obligation arising from Contractor's performance of this Contract. Contractor hereby agrees
to indemnify the Orleans Parish Assessor’s Office against any demand to pay taxes arising
from Contractor's failure to pay taxes on compensation earned pursuant to this Contract.
Contractor must pay all taxes including, but not limited to: Business and Occupation Tax,
taxes based on Contractor's gross or net income, or personal property to which the Orleans
Parish Assessor’s Office does not hold title. The Orleans Parish Assessor’s Office is exempt
from Federal Excise Tax.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
13
SECTION I. INTRODUCTION
15. WITHHOLDING PAYMENT
In the event Orleans Parish Assessor’s Office determines that Contractor has failed to
perform any obligation under this Contract within the times set forth in this Contract, then the
Orleans Parish Assessor’s Office may withhold from amounts otherwise due and payable to
Contractor the amount determined by the Orleans Parish Assessor’s Office as necessary to
cure the default, until Contracting Officer determines that such failure to perform has been
cured. Withholding under this clause shall not be deemed a breach entitling Contractor to
termination or damages, provided that The Orleans Parish Assessor’s Office promptly gives
notice in writing to Contractor of the nature of the default or failure to perform, and in no case
more than 10 days after it determines to withhold amounts otherwise due. A determination of
the Orleans Parish Assessor’s Office set forth in a notice to Contractor of action(s) required
and/or the amount required to cure any alleged failure to perform shall be deemed
conclusive, except to the extent that Contractor acts within the times and in strict accord with
provisions of the Disputes clause of this Contract. The Orleans Parish Assessor’s Office
may act in accordance with any determination of the Contracting Officer, which has become
conclusive under this clause, without prejudice to any other remedy under the Contract, to
take all or any of the following actions: (1) cure any failure or default, (2) to pay any amount
so required to be paid and to charge the same to the account of Contractor, (3) to set off any
amount so paid or incurred from amounts due or to become due to Contractor. In the event
Contractor obtains relief upon a claim under the Disputes clause, no penalty or damages
shall accrue to Contractor by reason of good faith withholding by the Orleans Parish
Assessor’s Office under this clause.
16. NON-APPROPRIATION OF FUNDS
Continuation of the Contract for any future fiscal period is contingent upon the appropriation
of funds to fulfill Contract requirements. If the Orleans Parish Assessor’s Office fails to
appropriate sufficient monies to provide for payments under the Contract, the obligation to
make payment under the Contract shall terminate on the last day of the fiscal year for which
funds were appropriated. No penalty or expense shall accrue to Orleans Parish Assessor’s
Office in the event this provision applies.
17. BUDGETED FUNDS
Notwithstanding anything to the contrary in the Contract, the Parties agree that the maximum
amount payable under the Contract shall be that which is the amount budgeted by the
Orleans Parish Assessor’s Office for said project. In the event the total amount of the
Contract is increased by reason of additional quantities or any other reason, so as to exceed
the amount budgeted, the Parties agree that the Orleans Parish Assessor’s Office shall not
be liable for the amount of such increase until and unless said budget is amended by the
Orleans Parish Assessor’s Office.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
14
SECTION I. INTRODUCTION
18. TERMINATION FOR PUBLIC CONVENIENCE
The Orleans Parish Assessor’s Office may terminate the Contract in whole or in part
whenever Requester determines, in its sole discretion that such termination is in the interests
of the Orleans Parish Assessor’s Office. Whenever the Contract is terminated in accordance
with this paragraph, Contractor shall be entitled to payment for actual work performed at unit
contract prices for completed items of work. An equitable adjustment in the contract price for
partially completed items of work will be made, but such adjustment shall not include
provision for loss of anticipated profit on deleted or uncompleted work. Termination of this
Contract by the Orleans Parish Assessor’s Office at any time during the term, whether for
default or convenience, shall not constitute a breach of Contract by Requester.
19. TERMINATION FOR DEFAULT
If Contractor defaults by failing to perform any of the obligations of the Contract or becomes
insolvent, files bankruptcy, or is declared bankrupt, or commits any act of bankruptcy or
insolvency or makes an assignment for the benefit of creditors, the Orleans Parish
Assessor’s Office may, by depositing written notice to Contractor in the U.S. mail, postage
prepaid, terminate the Contract, and at the Orleans Parish Assessor’s option, obtain
performance of the work elsewhere. If the Contract is terminated for default, Contractor shall
not be entitled to receive any further payments under the Contract until all work called for has
been fully performed. Any extra cost or damage to the Orleans Parish Assessor’s Office
resulting from such default(s) shall be deducted from any money due or coming due to
Contractor. Contractor shall bear any extra expenses incurred by the Orleans Parish
Assessor’s Office in completing the work, including all increased costs for completing the
work, and all damage sustained, or which may be sustained by the Orleans Parish
Assessor’s Office by reason of such default.
If a notice of termination for default has been issued and it is later determined for any reason
that Contractor was not in default, the rights and obligations of the parties shall be the same
as if the notice of termination had been issued pursuant to the Termination for Public
Convenience paragraph hereof.
20. DEFENSE AND INDEMNITY
Contractor agrees and obligates itself to defend, indemnify, and hold forever harmless the
Orleans Parish Assessor’s Office, its employees, agents, representatives, officers, directors,
elected and appointed officials, and any and all other persons for whom they may be deemed
liable and/or answerable to the extent permitted by law, for and against any and all claims,
demands, causes of action, rights of action, suits, judgments, or executions whatsoever
which may be asserted by any persons or parties, arising out of or resulting from any actual
or alleged act of or omission of Contractor, its employees, subcontractors, agents,
representatives, and servants under the terms of this Contract, including but not limited to
any and all claims arising in any manner from the sole negligence, liability, and or fault of
Contractor, and or the joint and or concurrent negligence, liability, and or fault of Contractor
with any other persons or parties whomsoever.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
15
SECTION I. INTRODUCTION
Notwithstanding the aforesaid, nothing contained herein shall be deemed to limit the
obligations of any insurance company providing coverage in accordance with the terms of
this Contract to defend, indemnify, and hold harmless the Orleans Parish Assessor’s Office,
its employees, agents, persons or parties whomsoever to the full extent of their insurance
contract and or as required by law.
It is further provided that no liability shall attach to the Orleans Parish Assessor’s Office by
reason of entering into this Contract, except as expressly provided herein.
21. REGULATIONS AND REQUIREMENT
This Contract shall be subject to the laws, rules, and regulations of the United States of
America, the State of Louisiana, and political subdivisions of the State of Louisiana.
22. RIGHT TO REVIEW
This Contract is subject to review by any Federal or State auditor. The Orleans Parish
Assessor’s Office or its designee shall have the right to review and monitor the financial and
service components of this program by whatever means are deemed expedient by the
Contracting Officer. Such review may occur with or without notice, and may include, but is
not limited to, on-site inspection by the Orleans Parish Assessor’s agents or employees,
inspection of all records or other materials, which the Orleans Parish Assessor’s Office
deems pertinent to the Contract and its performance, and any and all communications with or
evaluations by service recipients under this Contract. Contractor shall preserve and maintain
all financial records and records relating to the performance of work under this Contract for
(3) three years after Contract termination, and shall make them available for such review,
within Orleans Parish, State of Louisiana, upon request.
23. MODIFICATIONS
Either party may request changes in the Contract. Any and all agreed modifications shall be
in writing, signed by each of the parties.
24. VENUE AND CHOICE OF LAW
In the event that any litigation should arise concerning the construction or interpretation of
any of the terms of this Contract, the venue of such action of litigation shall be in the courts of
the State of Louisiana in and for the Parish of Orleans. The laws of the State of Louisiana
shall govern this Contract.
25. CONTRACTOR COMMITMENTS, WARRANTIES AND REPRESENTATIONS
Any written commitment received from Contractor concerning this Contract shall be binding
upon Contractor, unless otherwise specifically provided herein with reference to this
paragraph. Failure of Contractor to fulfill such a commitment shall render Contractor liable
for damages to the Orleans Parish Assessor’s Office. A commitment includes, but is not
limited to, any representation made prior to execution of this Contract, whether or not
incorporated elsewhere herein by reference, as to performance of services or equipment,
prices or options for future acquisition to remain in effect for a fixed period, or warranties.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
16
SECTION I. INTRODUCTION
26. PATENT/COPYRIGHT INFRINGEMENT
Contractor will defend, indemnify and hold harmless the Orleans Parish Assessor’s Office
from any claimed action, cause or demand brought against the Orleans Parish Assessor’s
Office, to the extent such action is based on the claim that information supplied by Contractor
infringes any patent or copyright. Contractor will pay those costs and damages attributable
to any such claims that are finally awarded against the Orleans Parish Assessor’s Office in
any action. Such defense and payments are conditioned upon the following:
a. That Contractor shall be notified promptly in writing by Orleans Parish Assessor’s
Office of any notice of such claim; and
b. That Contractor shall have the right, hereunder, at its option and expense, to
obtain for the Orleans Parish Assessor’s Office the right to continue using the
information, in the event such claim of infringement, is made, provided no
reduction in performance or loss results to the Orleans Parish Assessor’s Office.
27. DISPUTES
a. General
Differences between Contractor and the Orleans Parish Assessor’s Office, arising
under and by virtue of the Contract Documents shall be brought to the attention of
the Orleans Parish Assessor’s Office at the earliest possible time in order that
such matters may be settled or other appropriate action promptly taken. Except
for such objections as are made of record in the manner hereinafter specified and
within the time limits stated, the records, orders, rulings, instructions, and
decisions of the Orleans Parish Assessor’s Office, shall be final and conclusive.
b. Notice of Potential Claims
Contractor shall not be entitled to additional compensation which otherwise may
be payable, or to extension of time for (1) any act or failure to act by the Orleans
Parish Assessor’s Office, or (2) the happening of any event or occurrence, unless
Contractor has given the Orleans Parish Assessor’s Office Office a written Notice
of Potential Claim within 10 days of the commencement of the act, failure, or
event giving rise to the claim, and before final payment by the Orleans Parish
Assessor’s Office. The written Notice of Potential Claim shall set forth the
reasons for which Contractor believes additional compensation or extension of
time is due, the nature of costs involved, and insofar as possible, the amount of
potential claim. Contractor shall keep full and complete daily records of work
performed, labor and material used, and all costs and time claimed to be
additional.
c. Detailed Claim
Contractor shall not be entitled to claim any such additional compensation, or
extension of time, unless within 30 days of the accomplishment of the portion of
work from which the claim arose, and before final payment by the Orleans Parish
Assessor’s Office, Contractor has given the Orleans Parish Assessor’s Office a
detailed written statement of each element of cost or other compensation
requested and of all elements of additional time required, and copies of any
supporting documents evidencing the amount or extension of time claimed to be
due.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
17
SECTION I. INTRODUCTION
28. OWNERSHIP OF ITEMS PRODUCED
All writings, programs, data, public records or other materials prepared by Contractor and/or
its consultants or subcontractors, in connection with performance of this Contract shall be the
sole and absolute property of the Orleans Parish Assessor’s Office.
29. CONFIDENTIALITY
Contractor, its employees, subcontractors, and their employees shall maintain the
confidentiality of all information provided by the Orleans Parish Assessor’s Office or acquired
by Contractor in performance of this Contract, except upon the prior written consent of the
Orleans Parish District Attorney or an order entered by a court after having competent
jurisdiction over the Orleans Parish Assessor’s Office. Contractor shall immediately serve
the Orleans Parish Assessor’s Office with notice of any judicial proceeding seeking
disclosure of such information. Contractor shall defend, indemnify and hold harmless the
Orleans Parish Assessor’s Office, its officials, agents or employees from all loss or expense,
including, but not limited to settlements, judgments, setoffs, attorneys' fees and costs
resulting from Contractor's breach of this provision.
30. NOTICE
Except as set forth elsewhere in the Contract, for all purposes under this Contract, except
service of process, notice shall be given by Contractor to the Orleans Parish Assessor’s
Office, 1300 Perdido Street, Room 4E01, New Orleans, LA 70112. Notice to Contractor for
all purposes under this Contract shall be given to the address reflected below. Notice may be
given by delivery or by depositing in the U.S. Mail, first class, postage prepaid.
Contractor Representative: __________________________________________________
Contractor: _______________________________________________________________
Address: _________________________________________________________________
31. SEVERABILITY
If any term or condition of this Contract or the application thereof to any person(s) or
circumstances is held invalid, such invalidity shall not affect other terms, conditions or
applications which can be given effect without the invalid term, condition or application. To
this end, the terms and conditions of this Contract are declared severable.
32. WAIVER
Waiver of any breach or condition of this Contract shall not be deemed a waiver of any prior
or subsequent breach. No term or condition of this Contract shall be held to be waived,
modified or deleted except by an instrument, in writing, signed by the parties hereto.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
18
SECTION I. INTRODUCTION
33. WAIVER OF NON-COMPETITION
Contractor irrevocably waives any existing rights which it may have, by contract or otherwise,
to require another person or corporation to refrain from submitting a proposal to or
performing work or providing supplies to the Orleans Parish Assessor’s Office, and
Contractor further promises that it will not in the future, directly or indirectly, induce or solicit
any person or corporation to refrain from submitting a bid or proposal to or from performing
work or providing supplies to the Orleans Parish Assessor’s Office.
34. SURVIVAL
The provisions of Section I.G, subsections 11, 13, 14, 15, 16, 17, 18, 19, 20, 22, 24, 25, 26,
27, 28, 29, 32, 33 and the provisions of any non-collusion affidavit as required in the RFP
shall survive, notwithstanding the termination or invalidity of this Contract for any reason.
35. ENTIRE AGREEMENT
This written Contract represents the entire Agreement between the parties and supersedes
any prior oral statements, discussions or understandings between the parties.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
19
SECTION II. PROPOSAL PROCEDURES
A. PURPOSE OF THE RFP
This request for proposal (RFP) is being distributed for the purpose of obtaining proposals
from Contractors that can best provide document scanning and record management for the
Orleans Parish Assessor’s Office in New Orleans, Louisiana. Requester prefers that a single
Contractor provide all services and equipment as requested in this RFP for document
scanning and record management services, although this is not a requirement.
B. SCOPE
Requester is interested in procuring document scanning and record management services
and equipment that can best address the functional and performance requirements as stated
within this document. Contractors, which lack the capability to fully comply with these
requirements, must identify their solutions to fully comply with the requirements in the
proposal.
Proposals shall include all contract cost for both the document scanning and record
management services and equipment to include but not be limited to project costs for project
plan, if necessary, conversion and installation into Contractor software, all related needs
analysis costs, purchase of equipment, installation of hardware and software, training,
documentation, technical support, annual maintenance (software) and cost of annual
maintenance though the completion of the project in 2017. OPAO’s long-range goal is to
transition to a paperless environment, maximizing the use of scannable forms.
Orleans Parish Assessor’s Office to provide examples of a variety of documents to be
scanned at on-site meeting to view documents scheduled on November 13, 2015 at 10:00
a.m. Copies to will be provided to offerors upon request..
C. PRE-QUALIFICATION CRITERIA
In order to expedite the RFP process for all concerned, specific qualification criteria have
been developed. These criteria must be met in order to proceed further.
1. Contractor Qualifications:
a. Offerors must supply a minimum of three (3) references and at least one that is
utilizing contractor’s services.
b. Offerors must offer proposed support services through the 2016 end of project.
c. Contractor must provide document scanning and record management services
proposed in this RFP. Some specialized services requested in this RFP may be
subcontracted. Specialized service may be scanning of existing files but not core
functions of the document scanning and record management.
d. Contractor agrees to meet all timetable requirements contained in the
requirements for proposal.
[Timetable (i.e. needs analysis, purchase of
equipment, installation of equipment, training, maintenance (two years), and
scanning of existing files).]
e. Contractor must be able and willing to train OPAO’s employees.
All Offerors under consideration, regardless of previous evaluations or demonstrations, will
be required to complete this RFP and, if requested, perform demonstrations for the benefit of
OPAO.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
20
SECTION II. PROPOSAL PROCEDURES
D. SUBMISSION AND OPENING OF PROPOSALS
BIDS - All proposals shall be enclosed in a sealed envelope which will be marked with the
name of the proposal being submitted, and shall either be mailed or hand delivered to:
Orleans Parish Assessor’s Office RFP, 1300 Perdido Street, Room 4E01, and New Orleans,
Louisiana 70112.
Proposals will be received until 4:00 p.m. on December 11, 2015. The timely delivery of the
proposals solely rests with the bidder, and late arriving proposals will not be considered.
E. COMMUNICATIONS REGARDING THIS PROPOSAL
Please direct FUNCTIONAL REQUIREMENT INQUIRIES, in writing or e-mail, regarding this
RFP to:
Erroll G. Williams
Orleans Parish Assessor RFP Imaging
1300 Perdido Street, Room 4E01
New Orleans, LA 70112
(504) 658-1313 (Office)
(504) 658-1353 (Fax)
[email protected]
F. SCHEDULE OF EVENTS
The Orleans Parish Assessor’s Office will adhere to the following timetable for the acquisition
of document scanning and record management services:
Anticipated Event Schedule
Date
Release RFP
October 26, 2015
On-site Meeting to View Documents
November 13, 2015 @ 10:00 AM
Deadline for Offerors’ Written Questions
November 20, 2015 @ 4:00 PM
Reply to Offerors’ Written Questions
December 4, 2015
Deadline for Offerors’ Proposals Due
at Orleans’s Parish Assessor’s Office
Offerors’ Demonstrations
December 11, 2015 @ 4:00 PM
Final Contractor Selection
January 8, 2016
Contract Negotiations
January 8, 2016 to January 22, 2016
Execute Contract by
February 2, 2016
Begin Implementation
March 2, 2016
December 16 & 17, 2015
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
21
SECTION II. PROPOSAL PROCEDURES
G. CONTRACTOR RESPONSES
Offerors shall respond to the request for proposal as indicated in the Proposal Procedures.
Use of Offerors’ Proposals and Accompanying Material
All material submitted becomes the property of the Orleans Parish Assessor’s Office and will
not be returned to Offerors unless requested. The proposals submitted may be reviewed
and/or evaluated by persons internal or external to the Orleans Parish Assessor’s Office at
the discretion of Requester.
RFP Addenda
Requester may, during the proposal period, advise all interested Offerors by Addenda of
additions, deletions, or alterations in the proposal guidelines. All Addenda shall be
acknowledged in the proposals. All Addenda shall become a part of these proposal
guidelines as if originally included therein.
Proposal Preparation Costs
All costs incurred in the preparation and presentation of its proposal shall be paid by
Offerors. No costs shall be incurred by the Orleans Parish Assessor’s Office as a result of
Offerors’ preparation or proposal.
H. GENERAL TERMS AND CONDITIONS
The following terms and conditions apply to all proposals to provide services to the Orleans
Parish Assessor’s Office:
1. All proposals received will be open for public inspections only after Contract award.
2. Requester expressly reserves the following rights:
a. To reject any and/or all irregularities in the proposals submitted.
b. To reject any or all proposals or portions thereof.
c. To base awards with due regard to quality of services, experience, compliance
with specifications, and other such factors as may be necessary in the
circumstances.
d. To make the award to any Contractor or combination of Contractors whose
proposal(s), in the opinion of Requester, is in the best interest of the Orleans
Parish Assessor’s Office.
I. PROPOSAL FORMAT
In order to facilitate the timely evaluation of proposals, a standard format for proposal
submission has been developed and is documented in this section. All sections must be
presented in the specified order, tabbed, and bound in 3-ring binders. A proposal will not be
given full consideration unless it includes all of the information requested in these Proposal
Guidelines.
REQUESTER REQUIRES THAT OFFERORS SUBMIT ONE SIGNED
ORIGINAL, NINE (9) PAPER COPIES AND ONE SIMILARLY ORGANIZED ELECTRONIC
COPY OF THEIR RFP RESPONSE. Requester will provide a copy of the electronic and
paper copy of the proposal to Requester’s outside consultant for review and
recommendation.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
22
SECTION II. PROPOSAL PROCEDURES
A CD copy of this RFP in Microsoft Word format has been included to assist in proposal
preparation. A satisfactory explanation must be given for not complying with our instructions.
Failure to provide all applicable information, or to submit a proposal by the due date and
time, shall be cause for disqualification on the grounds of being non-responsive.
Offerors must provide proof of their ability to provide the type of services described herein.
This proof should include but is not limited to:
a. List not less than three (3) or more than ten (10) customers to whom Offeror has
provided and implemented the same type of services, that is equal to or greater in
complexity to the scope of work as detailed in these proposal guidelines. This list
should include the name, address, and phone number of a responsible individual
qualified to respond to questions concerning Offeror’s abilities, operation, services,
etc.
b. Statement of performance guarantee.
THE PROPOSAL SHALL INCLUDE THE FOLLOWING ELEMENTS:
1. TRANSMITTAL LETTER
The Transmittal Letter, included as Document 2, must be submitted on Offeror’s
letterhead and signed by a person authorized to commit Offeror’s organization to its
representations.
The person signing the proposal must be:
a.
A current corporate officer, partnership member or other individual
specifically authorized to submit a proposal as reflected in the
appropriate records on file with the Secretary of State; or
b.
An individual authorized to bind Offeror as reflected by an
accompanying corporate resolution, certificate or affidavit; or
c.
An individual listed on the State of Louisiana Bidder’s Application as
authorized to execute bids.
By signing the proposal, Offeror certifies compliance with the above. Proposals
received that do not contain the original transmittal letter executed by the proper
authority will be rejected.
2. OFFEROR PROFILE
Offeror profile should give Requester a good understanding of Offeror’s business.
Section III, “Contractor Profile,” of this proposal must be completed to fulfill this
requirement.
3. COST OF NEEDS ANALYSIS (PROJECT 1), HARDWARE & SOFTWARE
INSTALLATION (PROJECT 2), TRAINING (PROJECT 3), MAINTENANCE
(PROJECT 4), SCANNING EXISTING DOCUMENTS (PROJECT 5) AND ALL
RELATED SUPPORT SERVICES
A breakdown of all individual costs associated with the proposal must be provided.
Section IV, “Cost of Document Scanning and Record Management,” of this
proposal must be completed to fulfill this requirement.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
23
SECTION II. PROPOSAL PROCEDURES
4. TOTAL SYSTEM COST SUMMARY
The total cost of the proposed five projects for Document Scanning and Record
Management are summarized in this section. This will provide Requester a total cost
breakdown of the system. Refer to Section V, “Total Cost Summary,” of this RFP.
5. FUNCTIONAL REQUIREMENTS
This section must include the functional requirements response sheets provided in
each sub-section in Section VI, “Detailed Functional Requirements.” Complete
each Functional Requirement as described on the instructions at the beginning of the
section. Any requirements that will be satisfied by a separate application should be
clearly indicated.
6. NON-COLLUSION STATEMENT
Each Offeror is required to submit with their proposal, a statement that neither Offeror
nor its agents, nor any other party of Offeror has paid or agreed to pay, directly or
indirectly, any person, firm, or corporation, any money or valuable consideration for
assistance in procuring or attempting to procure the Contract herein referred to, and
further agreeing that no such money or reward will hereafter be paid. The wording
and format of the Non-Collusion Affidavit & Debarment Affidavit in Document 3 should
be utilized to fulfill the requirements of this section.
7. SECURITY
The Orleans Parish Assessor’s Office considers that there may be certain business
risks associated with this transaction and intends to minimize those risks, if possible.
Requester reserves the right to negotiate with the successful Offeror for security
provisions acceptable to the Orleans Parish Assessor’s Office. Such security may be
in the form of payment terms, a letter of credit, performance bond or such other
security or combinations of the preceding as Requester may determine necessary to
guarantee the successful performance of the Contract. Any Offeror whose bid does
not minimize the business risks to the Orleans Parish Assessor’s Office associated
with a contract may be disqualified on the grounds of being non-responsive.
Additionally, Offeror must disclose any and all pending legal action (for or against
Offeror) as well as all lawsuits filed by or against Contractor within the last five (5)
years.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
24
SECTION II. PROPOSAL PROCEDURES
J. CONTRACTOR PRESENTATIONS
Short-listed Offerors will be required to make an oral presentation and provide a
demonstration of their proposed solution that will address pre-defined scenarios provided in
advance by Requester. The presentations will provide Offerors with an opportunity to explain
the functional and professional capabilities of Offerors. Offerors should also be prepared to
answer detailed questions regarding their response to the Orleans Parish Assessor’s Office
functional requirements that are identified in the RFP. Presentations will be conducted in
New Orleans, Louisiana. Requester will bring set of records for test scanning and storage in
record management system. Requester will provide the room and projection equipment. The
specific time and place for presentations will be determined following completion of OPAO’s
preliminary evaluation of proposals.
K. SITE VISITS (AT REQUESTER’S OPTION)
During Offeror presentations, each Offeror will be requested to identify up to three (3) of the
current customers using data collection and/or valuation services, who are willing to permit
an on-site visit by Requester’s representatives. If requested by the Orleans Parish
Assessor’s Office, Offeror should arrange visits to users who have an operating environment,
functional requirements, transaction levels, and organization size similar to the Orleans
Parish Assessor’s Office.
During the customer site visit, Requester’s representatives must be provided with an
opportunity to meet with the customer’s key users, independent of Offeror, if requested.
A preliminary agenda for this customer site visit is:
1. Familiarization:
- Site Background
- Document scanning process and procedures
- Record management application
- Document retrieval procedures
- Introduction to User’s Key Personnel
2. Discussions:
- Training
- Use of scanners
- Review of various size and type of documents scanned
- Critique on hardware and software used
- Support and maintenance
- Quality of scanning services by Offeror
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
25
SECTION II. PROPOSAL PROCEDURES
L. CONTRACT NEGOTIATIONS
Offerors must submit a copy of their standard applicable contract(s), including license
agreements (if any), data collection maintenance contracts, and valuation maintenance
contracts, etc. Standard Addenda to these contracts must also be included for evaluation.
While Requester will consider Offeror’s standard contracts, it will not be bound thereby.
Requester will negotiate contract terms for its own procurement.
It is a firm requirement that Offeror’s responses to this RFP shall be included either in
their entirety or by reference in the final Contract.
It is anticipated that the negotiated Contract will encompass the entire package of services
that Requester intends to purchase from the successful Contractor.
Requester reserves the right to negotiate a contract acceptable to the Orleans Parish
Assessor’s Office with the selected Offeror. In addition, Requester will require that the
successful Offeror confirm that prices quoted in its proposal are its lowest and best prices
offered on the various proposed services.
M. CONTRACTOR SELECTION
Offeror selected for contract award will be that Offeror proposing the greatest overall benefit
to the Orleans Parish Assessor’s Office, not simply the lowest price. In making the award,
Requester will carefully evaluate each Offeror’s proposal and will use a cost benefit approach
which takes into account the submitted price, ability to meet functional requirements,
professional knowledge & compatibility with OPAO’s IAS software, technical resources,
experience, references, past performance in providing similar services, continuing support,
and other items that Requester deems appropriate to ensure that the services chosen best
meets the needs of the Orleans Parish Assessor’s Office.
N. REQUIREMENTS AND CONDITIONS FOR PROPOSALS
Sales Tax / Tax Exemption
For purposes of submitting a proposal, Offeror should assume that purchases are exempt
from Louisiana sales tax and such taxes should not be included in the bid proposal.
Offeror/Contractor’s Financial Obligation to the Orleans Parish Assessor’s Office.
No proposal will be accepted or contract awarded to any person, firm, or corporation that
is in arrears or in default to OPAO, or that is a defaulter of surety or otherwise upon any
obligation to OPAO, or has failed to perform faithfully any previous contract with OPAO.
O. NON-ENDORSEMENT
As a result of the selection of a Contractor to supply services to Requester, the Orleans
Parish Assessor’s Office is neither endorsing nor suggesting that Contractor's services are
the best or only solution. Contractor agrees to make no reference to the Orleans Parish
Assessor’s Office in any literature, promotional material, brochures, sales presentation or the
like without the express written consent of the Orleans Parish Assessor’s Office.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
26
SECTION II. PROPOSAL PROCEDURES
P. THIRD PARTY CONTRACTORS
Requester will accept proposals that include third party contractors only if the Offeror agrees
to act as prime contractor and guarantor for all proposed equipment and software. Offerors
must disclose the use of any third party contractors and indicate willingness to assume prime
contractor responsibility. If Offeror has any third party license agreements as part of its
proposed system, Offeror will secure identical licensing arrangements with the third parties
on behalf of the Orleans Parish Assessor’s Office with the Orleans Parish Assessor’s Office
being named as the licensee. No third party licensed system components shall be included
as part of the system without the prior written approval of the Orleans Parish Assessor’s
Office.
All Offerors must include a signed original Third Party Contractor’s Participation Form,
Document 4, indicating Offeror’s proposed use/nonuse of Third Party Contractors.
Q. SUBCONTRACTORS
OPAO will accept proposals that include work performed by subcontractors only if the Offeror
agrees to act as prime contractor and guarantor for all proposed services. Offerors must
disclose the use of any subcontractor and indicate willingness to assume prime contractor
responsibility. No subcontractors shall be allowed to perform work to be included as part of
the services without the prior written approval of the Orleans Parish Assessor’s Office.
All Offerors must include a signed original Subcontractor’s Participation Form, Document 5,
indicating Contractor’s use/nonuse of subcontractors.
R. NECESSARY ANCILLARY SOFTWARE
Unless specifically excepted by the terms of the RFP, all software for training, when services
are turned over to Orleans Parish Assessor’s Office shall be furnished by Contractor, at no
additional cost (costs not specified in the contract) to the Orleans Parish Assessor’s Office.
S. CONDITION OF PROPOSED EQUIPMENT
The Orleans Parish Assessor’s Office uses standard PC workstations, servers, and network
communications equipment with IAS system operation. Contractors should state any
additional equipment requirements. Contractors may propose specialized equipment units
but Requester reserves the right to obtain such equipment from other sources. Any and all
equipment proposed must be new when turned over to the Orleans Parish Assessor’s Office.
If proposing equipment, provide the price being offered to Requester by Contractor.
T. SERVICES DELIVERY TIMETABLE
Offerors must certify that the proposed can be completed within the stated number of days
on their RFP submission.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
27
SECTION III: OFFEROR’S PROFILE
In a separate tabbed section clearly identified as Section III, Offeror Profile, please provide
responses to the following questions. The responses should be in the order listed, clearly
identified with each subsection letter (i.e. A, B, C...).
A. OFFEROR’S PROFILE
1. Provide a brief history of your organization(s).
2. How many years has your organization been in business of providing document
scanning and record management service Contractor?
B. ORGANIZATIONAL INFORMATION
Enclose an organizational chart for your company’s sales, support and service divisions.
Indicate the total number of employees and their distribution by function. Identify, with an
asterisk, those categories comprised of people serving multiple roles.









Total employees
Sales
Maintenance
Management
Document scanning services
Administrative support
Technical support
Other (indicate general field of skill)
Number of total employees having less than two years of service with company
C. FINANCIAL CONDITION
Provide audited annual reports and/or compiled financial statements for each of the last three
fiscal years. Note: This financial information is not required as a part of the RFP Response,
but must be provided if Offeror is selected as a finalist. Annual reports and/or compiled financial
statements submitted will be treated in a confidential manner and will not be part of public
record released after Contract is awarded and signed.
D. THIRD PARTY CONTRACTORS
Submit completed and signed Third Party Contractor’s Participation Form, Document 4.
E. SUBCONTRACTORS
Submit completed and signed Subcontractor’s Participation Form, Document 5.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
28
SECTION III: OFFEROR’S PROFILE
F. NUMBER OF DOCUMENTS SCANNING AND RECORD MANAGEMENT SERVICES
IMPLEMENTED
List only the number of implementations on the services being proposed.
SERVICE TYPE
# IN LAST
12 MONTHS
TOTAL #
TO DATE
COMMENTS
1
2
3
4
5
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
29
SECTION III: OFFEROR’S PROFILE
G. POLICIES REGARDING REGULATORY REQUIREMENTS
How do you monitor state tax/regulatory proposals and mandates in order to identify required
changes to document scanning and record management service?
H. IMPLEMENTATION SUPPORT
1. Provide the names of your proposed implementation team. Include a brief description of
each team member’s qualifications and experience and tenure with your company.
a. Also include their respective daily billing rates (excluding expenses) and describe
the tasks, which the Orleans Parish Assessor’s Office can expect each of your
proposed personnel to perform during implementation.
2. What is the typical delivery lead time (from Contract acceptance) for the following:
Item
Delivery Lead Time
Document scanning services
_______________
Record management & application
_______________
3. What is the anticipated scanning of existing records time in weeks? ____________
4. Provide a suggested implementation schedule for the proposed services (e.g., a timephased Gantt chart) Include needs analysis, planning, installation, training, testing,
maintenance and scanning of existing records.
5. Specify the client responsibilities and manpower requirements for document scanning
and record management projects.
What type of implementation support do you provide as part of the base package price?
Type of Support
Needs Analysis
Install of hardware and software
Training
Maintenance
Scanning of existing documents
Yes
No
□
□
□
□
□
□
□
□
□
□
If yes, indicate hours
__________
__________
__________
__________
__________
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
30
SECTION III: OFFEROR’S PROFILE
I. CONTRACTOR SUPPLIED TRAINING
List available training courses. The training must be comprehensive enough to ensure that the
Orleans Parish Assessor’s Office staff can effectively use and maintain the document scanning
procedures and record management procedures. The Orleans Parish Assessor’s Office shall
provide an equipped training facility sufficient to train ___fifteen___ individuals simultaneously.
Areas that should be included in the training include:
I.
II.
III.
IV.
Document scanning
Record management software
Hardware operations
Interfacing with ISA and other software systems
For each course, describe
I.
II.
III.
IV.
V.
VI.
VII.
Target Audience
Course contents
Prerequisites
Instructional Medium (class room, self-study, computer tutorial, on-the-job
instruction)
Duration
Materials required (other than manuals) such as audiovisual equipment
List training facility requirements by course type: Computer Lab, Conference
Room
How much on-site training is included in the base package price?
____________________________________________________________________________
____________________________________________________________________________
The audience to be trained totals approximately ___fifteen___ users. These users will be
support (office) staff. Obviously, not all users will require the same level of expertise with the
system.
Please state whether you plan to train each employee and the cost associated with proposed
approach.
Offeror shall provide a suggested general estimate of schedule for user training.
Offeror shall provide taping of training to be used for future use for training of new employees.
Offerors are required to provide a complete cost proposal for document scanning and record
management. Annual software maintenance will be performed by successful Offeror.
Offerors should differentiate all costs clearly so that they may be properly evaluated without
interpretation.
Offeror should submit a proposed payment schedule along with this pricing schedule that
coincides with the suggested implementation schedule outline in subsection H.4 of Section III,
“Offeror Profile”.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
31
SECTION IV: COST OF DOCUMENT SCANNING AND RECORD
MANAGEMENT SCANNING SERVICES
A. DOCUMENT SCANNING COSTS
Offeror shall provide estimated cost of five projects of this RFP service. Requester requires the
breakdown of document scanning costs by these categories to better understand the cost per
service.
Activity
Costs
1. Needs Analysis
______
2. Installation of Equipment and Related Software
______
3. Training of staff on Equipment & Related Software
______
4. a. First Year Maintenance of Equipment & Software
______
b. Estimate of Annual Maintenance Contracts (2 Years)
______
5. Estimate of constructing a matrix and manual to capture
historical information and data
______
B. SCANNING OF EXISTING DOCUMENTS COSTS
Offeror shall provide estimate cost document scanning all current documents related to 175,818
total properties including 9,447 non-residential properties, and 13,581 exempt properties. The
Orleans Parish Assessor’s Office requires the breakdown of document scanning cost by these
categories to better understand the cost per service.
Documents Related to Property Class
Costs
1. Residential
______
2. Non-Residential Taxable
______
3. Exempt
______
4. Sales and Income Mailer and Related Steps
______
5. Taxpayer Appeals
______
6. Various Pictures (historical) of Property
______
7. Maps and Subdivision Plots
______
8. Miscellaneous Documents
______
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
32
SECTION IV: COST OF DOCUMENT SCANNING AND RECORD
MANAGEMENT SCANNING SERVICES
C. TRAINING COSTS
The Orleans Parish Assessor’s Office recognizes various training needs, both in the areas of
document scanning and record management. Members of our staff will need these skills to
continue moving the Orleans Parish Assessor’s Office toward a paperless operation. Training
facilities capable of assisting training needs can be arranged. Training of Assessor staff must
occur within the timelines established by this RFP. Offeror must furnish a training plan that will
address these concerns. It is also expected that Contractor will provide access and updates to
computer based training (if and when available) and recommendations for additional training
software.
Contractor is required to supply comprehensive training. In order to minimize costs, it is required
that the training classes be conducted in Orleans Parish by Contractor's instructors.
List below, by course, the hours and total cost of the proposed training services:
Course
# of Students
Hours
Costs
________________________________
________
________
________
________________________________
________
________
________
________________________________
________
________
________
________________________________
________
________
________
D. Documentation Costs
Document scanning and record management manuals will greatly assist the Orleans Parish
Assessor’s Office start-up and maintain its responsibility for document scanning and record
management. Indicate below the documentation included as part of the proposal package.
Note any additional costs.
Included
Costs
Type of Documentation
Yes No
Comments
per Copy
1. Document Scanning
□
□
_______________
__________
2. Record Management
□
□
_______________
__________
3. Equipment Maintenance
□
□
_______________
__________
4. Document Retrieval
□
□
_______________
__________
5. Storing of Electronic Documents
□
□
_______________
__________
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
33
SECTION V: TOTAL COST SUMMARY
While the ultimate project costs for data collection and revaluation will be based upon fixed total
price, the provisions of the breakdown will provide The Orleans Parish Assessor’s Office with a
better understanding of the requested services verses cost per service. Contractor may provide
any additional information relating to costs that Contractor believes will assist Requester in
evaluating Contractor’s proposal. The following grid is the required minimum.
Proposals not expressed in such a manner may be rejected.
TOTAL COST SUMMARY BY YEAR
SERVICE
2016
2017
2018
2019
Needs Analysis
Equipment & Software Installation
Training Document Scanning
Training Record Management
Training on Maintenance of Software
Training on Maintenance of Equipment
First Year Maintenance
Annual Maintenance After First Year
Scanning of Historical Documents & Maps
Other Miscellaneous
Total Cost
The Offeror has received and reviewed, and fully understands and acknowledges the
provisions contained in the RFP general conditions.
_______________________________________________
Signature and Title of Person Representing Offeror
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
34
SECTION VI: EVALUATION CRITERIA
Following are the Functional for the five projects of the Document Scanning and Record
Management RFP.
Final selection will be based on the evaluation of technical and cost factors in the process outlined
above. Final selection will be based on scores. The following weights will be applied to these major
selection criteria:
1. Score on Functional Requirements...................................................
2. Contractor Experience, Reliability, Stability.......................................
(References, length of time proposed product has been
in production, Contractor’s financial statements)
3. Cost...................................................................................................
4. Technical Quality.................................................................. ………
5. Quality of Services, Support & Maintenance…………………………..
25%
20%
20%
20%
15%
The Orleans Parish Assessor’s Office may not implement all functionality outlined in this
document. Customization items will be selected based upon cost and associated benefits to the
Orleans Parish Assessor’s Office.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
35
SECTION VII: FUNCTIONAL REQUIREMENTS
A. NEEDS ANALYSIS SERVICE
The Orleans Parish Assessor’s Office successful implementation of document scanning and
record management will start with planning of the project. Requester’s initial assumption is that three
staff (part of their daily tasks) will use the equipment to immediately scan all incoming paper
documents. Contractor will scan all historical documents up to the date
the Orleans Parish
Assessor’s Office staff is trained to take over responsibility for daily incoming documents. The
Orleans Parish Assessor’s Office expects to provide one person, who will perform basic
maintenance of equipment. Contactor will maintain or replace equipment (hardware and software)
as needed. All the Orleans Parish Assessor’s staff will retrieve scanned documents.
The Orleans Parish Assessor’s Office does not currently perform any document scanning.
Therefore, the Orleans Parish Assessor’s Office requires the Contractor to implement a
comprehensive needs analysis of document scanning and record management requirements based
on the existing Orleans Parish Assessor’s Office operations. While it is necessary for the Requester
to have an understanding of relative the costs for each Offeror’s bid, the cost of each proposed
project can be slightly adjusted based on this needs analysis.
The initial estimate of the new annual documents for the Orleans Parish Assessor’s Office is about
300,000 documents. The Assessor’s Office document flow has low and high volume cycles
throughout year and reappraisal cycles. The needs analysis will review the requirements based on
existing documents, hardware configuration, electronic storage and cost of the system.
The needs analysis should identify potential business problems with the concept of scanning all
incoming and internally generated documents (paper & electronic). The needs analysis must
consider all regulatory compliance issues governing the Orleans Parish Assessor’s Office. The
proposed document management system must have functions that support compliance with
regulatory requirements. The Orleans Parish Assessor’s Office has appraisal and assessment
administration software systems but also receives documents and electronic files from several
sources such as the City of New Orleans, Orleans Board of Review, Clerk of Courts and Louisiana
Tax Commission. The proposed document management system must be able to receive, store and
retrieve information originating from these outside sources. The proposed documents management
system must operate in coordination with the IAS appraisal and assessment administration software.
The needs analysis will include a process analysis that breaks down the daily activities into a series
of business process. This analysis will review all activities that receive or generate documents from
inception to competition of the tasks. A comprehensive process analysis should involve:





Examination of daily activities regularly performed by the Orleans Parish Assessor’s Office,
Develop diagrams and flowchart the processes,
Identify breakdowns in the existing processes that delay or derail the processes,
Determine the ways document management system will improve the existing process, and
Identify how these document processes will impact the proposed document management
system.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
36
SECTION VII: FUNCTIONAL REQUIREMENTS
The needs analysis will develop and generate an implementation plan. The implementation plan
should start with site evaluation to determine the proper equipment placement and identify any
connectivity problems to existing software systems. Hardware installation includes all necessary
operating systems and drivers. Software installation on the document management system installed
on the server selected to hold and support the network and necessary work stations. The
implementation plan should address the back-file document conversion work to be performed by the
service bureau and identify the media of transfer of scanned document to the document
management server.
B. HARDWARE AND SOFTWARE INSTALLATION
Hardware and software to support the document management system must be compatible with
existing Orleans Parish Assessor’s Office software in particular the IAS appraisal and assessment
administration hardware and software. Document management system should work with standard
operating systems and support standard database platforms. The document management system
should communicate with network protocols such as IPX/SPX or TCP/IP. The system should have
Internet Web deployment capabilities. The systems should use n-tier architecture with client-side
image compression and decompression. The server-side of the system should have searching and
indexing. The system text and images should be stored in non-proprietary, industry standard
formats. Images and text documents should be stored on central servers for faster access to all PCs
attached to the server network.
Scalability of the hardware server and software is important. The continuous scanning operation will
be limited to a few individuals but the entire Assessor’s staff will need access to the information
including satellite Assessor’s office of Orleans Parish.
The database management system (DBMS) of the document management server must be
compatible with the existing hardware and software of the IAS WORLD used as the current
appraisal and assessment administration.
Document management server must meet or exceed these specifications.




CPU – XEON processor or faster
Memory – 8 GB RAM or larger
Operating system – Windows Server 2008 Release or newer
Database engine – Microsoft SQL Server 2008 (service Pack 2) or newer
Workstations to be used with the scanners must meet or exceed these specifications.




CPU – Pentium IV processor or faster
Memory – 4GB RAM or larger
Operating system – Windows XP Professional or newer
Web browser – Internet Explorer 9 or newer
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
37
SECTION VII: FUNCTIONAL REQUIREMENTS
Document scanners must meet or exceed these specifications.












Automatic Document Feeder – Various sizes (inches), pictures 5 X 8, envelopes 4.125 X
9.5, letter 8.5 X 11, and legal 8 X 14.
Scanner speed – 60 sheets per minute 20 pound sheets
Ability to scan monochrome, grayscale and color
Must perform simplex and duplex scanning
Manual and automatic feeder mechanism
Paper feed documents facing up
Output format bit depth 8, 16 and 24 (monochrome to color)
Dynamic range 0-4 (ability to distinguish colors)
UBS or SCSI-card scanner
Image enhancement
o Despeckling
o Deskewing a skewed document to straighten document
o Deshading
o Compression and decompression
o VRS (virtual rescan) to improve image quality
 Paper flods
 Crumpled paper
 Cut paper
 Scotch taped paper
Image format – TWAIN, ISIS, Adobe, Acrobat, Standard Kofax
Dynamic Range to sufficiently distinguish shades of color
To facilitate the scanning of documents and proper indexing, scanner readers screens should be
either two separate monitors or larger screen with split screen viewing.
C. TRAINING ON HARDWARE AND SOFTWARE
The Offeror will train the Orleans Parish Assessor’s Office personnel, who will perform the scanning
functions and limited maintenance of the document management system’s hardware and software.
All training will be on-site at the Orleans Parish Assessor’s Office. Individuals, who perform the
scanning (users), will be taught the use of various document management systems scanners, using
various OPAO forms and correspondence. All document management systems have positive and
negative aspects. The trainers will discuss the potentially negative aspect and solutions to their
negative aspects. Trainers should know from their own experience, solutions to single scans, multipage scans, bulk scans, document separators and batch numbering. These and other situational
aspects of scanning should be presented and solutions explained and demonstrated. Training will
include supervised, hands-on use of scanners, document management software and retrieval
system. Trainers will make themselves available for consultation during the support and annual
maintenance period of Orleans Parish Assessor’s Office operation of the document management
system to assist with operational problems.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
38
SECTION VII: FUNCTIONAL REQUIREMENTS
The Orleans Parish Assessor’s Office will appoint system administrators, who will be taught the
requirements for maintenance of hardware and system software. This will be on-site training with the
Orleans Parish Assessor’s Office document management system. The trainer will discuss and
demonstrate basic maintenance of the hardware with the Orleans Parish Assessor’s employee. The
trainer will review the various part of the systems software and provide documentation for the
system software. Whenever the Orleans Parish Assessor’s Office employee cannot solve the
problems arriving from the document management system, the Orleans Parish Assessor’s Office will
communicate to the Contractor for assistance under the maintenance agreement to solve the
problems. The contractor’s tech support will be available at all times during working hours to resolve
these problems.
The Offeror should propose implementation consulting to assist the users and administrator with
development strategies for converting the existing filing system into the electronic document
management system. This should include such items as retention schedules, storage, filing and
retrieval. Offeror should indicate the level of training resources that will be available such as on-site
training, annual conference, discussion forums, newsletters and training manuals.
The Orleans Parish Assessor’s Office staff will retrieve, view and copy the scanned documents.
Trainers will provide instruction on these processes for the staff and documentation (reference)
manuals. These manuals once prepared shall become the property of the Orleans Parish Assessor’s
Office and shall be updated by Offeror as needed during the life of the contract
D. SUPPORT AND MAINTENANCE OF HARDWARE AND SOFTWARE
The Offeror will support and maintain the software through the installation and two years beginning
after the Orleans Parish Assessor’s Office accept the document management system and begins
operational use of the document management system. Offeror may offer various levels of support
from software upgrades to regular, onsite maintenance.
Offeror should provide list of prior changes in hardware requirements and software
upgrades/corrections of the last five years for the equipment/system proposed. For the Offeror’s
organization, provide the personnel turnover rate in the last three years.
Offeror should provide information on available levels of support for software upgrades, telephone
hotlines, and remote access to your system, software patch delivery process, on-site maintenance
visits and hardware support.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
39
SECTION VII: FUNCTIONAL REQUIREMENTS
E. SCANNING OF EXISTING DOCUMENTS
The Offeror will provide on-site service bureau to scan the Orleans Parish Assessor’s Office
documents up to the date the Orleans Parish Assessor’s staff take over operations to scan all
current documents.
Offeror service bureau will begin the Orleans Parish Assessor’s Office project with new hardware.
The Orleans Parish Assessor’s Office will have the opinion to purchase the hardware at the
completion of the project to scan existing documents. The Orleans Parish Assessor’s Office has
maps and other large document that will need to be scan and possibly rectified. These larger
documents will require an open faced scanner screen as some of these document cannot be fed into
scanner tray.
This service bureau project shall be performed concurrently with implementation of the Orleans
Parish Assessor’s Office continuous scanning of current records. This service bureau project should
complete the Orleans Parish Assessor’s Office historical records in one year from approval of the
contract.
Arrangements for these services should be presented by Offeror in their proposal but will have to be
worked out in negotiations over contract.
Offeror should propose method of scanning and the equipment that will be used in the document
management system. Offeror must state how the service bureau’s scanned documents will be
loaded and retrieved in the data management system by property account, individual and bulk
scanned documents.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
40
SECTION VIII: PROJECT STATUS
A. PROJECT TIMETABLE
Requester has provided a tentative timetable for these five projects. Contractor must either
agree in writing with this timetable or provide an alternative timetable in their proposal.
Requester is interested in Contractor’s thoughts and alternatives to this timetable.
B. SCANNABLE DATA COLLECTION
Requester is not currently using scannable forms but desires to implement this technology. The
scanning software will process scannable data collection forms and then format the data into an
import file for upload into IAS system. The use of this approach or some other efficient method is
desired to reduce the human data entry requirements of many departmental functions and to
promote the Orleans Parish Assessor’s Office intention to move to a “paperless office.”
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
41
IX. DOCUMENTS
DOCUMENT 1
PERFORMANCE AND PAYMENT BOND
KNOW ALL MEN BY THESE PRESENTS:
That
we,
the
undersigned______________________________________
as
Principal,
and
_____________________________ a Corporation duly authorized to transact business in the State
of Louisiana, as Surety, are held and firmly bound unto the Orleans Parish Assessor’s Office existing
under the laws of the State of Louisiana, in the penal sum of _______________________________
_________________________________ lawful money of the United States, for the payment of
which will and truly to be made, the said surety does hereby bind ourselves, our heirs, executors,
administrators, and assigns, jointly and severally, by these presents as follows:
WHEREAS, the Principal has entered into a Contract with the Orleans Parish Assessor’s Office,
bearing the date of _____________, for _________________ upon certain terms and conditions,
completely set out in said Contract; and
WHEREAS, it was one of the conditions of award by the Orleans Parish Assessor’s Office, pursuant
to which the Contract hereinabove referred to was entered into, that these presents shall be
executed:
NOW, THEREFORE the conditions of the obligation are such that if the Principal shall in all respects
fully comply with the terms and conditions of said Contract and his obligations thereunder, including
the specifications, proposals and plans therein referred to and made a part thereof, and such
alterations as may be made on such plans and specifications as therein provided for, and shall
indemnify and save harmless the Orleans Parish Assessor’s Office against or from all costs,
expenses, damages, injury or loss, to which the Orleans Parish Assessor’s Office may be subjected
by reason of any wrongdoing, misconduct, want of care or skill, negligence or default including
patent infringement on the part of the Principal, his agents or employees, in the execution of
performance of said Contract, and shall promptly pay all claims for damages or injury to property
and for work done, or skill, tools, machinery, supplies, labor and materials furnished and debts
incurred by the Principal in or about the performance of the work contracted for, this obligation to be
void.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
42
IX. DOCUMENTS
And the Surety, for value received hereby stipulates and agrees that no change, extension of time,
or alteration or addition to the terms of the Contract or the work to be performed thereunder or the
specifications accompanying the same shall in any way affect its obligation on this bond, and it does
hereby waive notice of any such change, extension of time, alteration or addition to the terms of the
Contract or to the work or to the specifications.
This bond shall be for the use of the Orleans Parish Assessor’s Office and all persons doing work or
furnishing skill, tools, machinery or materials for the purpose of the Contract herein above referred
to.
In Testimony whereof, the Principal and the Surety have caused these presents to be duly signed
and sealed in two (2) counterparts this _______ day of ___________, 20____.
EXECUTED IN TWO (2) COUNTERPARTS
WITNESSES:
___________________________
___________________________
___________________________
___________________________
_____________________________
BY __________________________
_____________________________
BY __________________________
LA License No.______________
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
43
IX. DOCUMENTS
DOCUMENT 2
TRANSMITTAL LETTER
I, the undersigned, having carefully examined the Orleans Parish Assessor’s Office request for
proposal, Document Scanning and Record Management, dated October 26, 2015, propose to
furnish services in accordance therewith as set forth in the attached proposal.
I further agree that this proposal will remain in effect for not less than one hundred twenty (120)
calendar days from the date that proposals are due, and that this proposal may not be withdrawn or
modified during that time.
STATE OF__________________
PARISH/COUNTY OF_________________
Being first duly sworn, on my oath, I hereby certify that this proposal is genuine and not a sham or
collusive proposal, or made in the interests, or on behalf of, any person not therein named; and I
have not directly or indirectly induced or solicited any contractor or supplier on the above work to put
in a sham proposal or any person or corporation to refrain from submitting a proposal; and that I
have not in any manner sought by collusion to secure to myself an advantage over any other
contractor(s) or person(s).
In order to induce the Orleans Parish Assessor’s Office to consider this proposal, Contractor
irrevocably waives any existing rights which it may have, by contract or otherwise, to require another
person or corporation to refrain from submitting a proposal to or performing work or providing
supplies to the Orleans Parish Assessor’s Office, and Contractor further promises that it will not in
the future directly or indirectly induce or solicit any person or corporation to refrain from submitting a
bid or proposal to or from performing work or providing supplies to the Orleans Parish Assessor’s
Office.
____________________________
Signature
Subscribed and sworn before me this ____
day of __________________, 20______.
____________________________
Printed Name
___________________________________
____________________________
Firm
Notary Public in and for the State of
___________ residing at ____________.
My commission expires ______________.
____________________________
Address
____________________________
____________________________
____________________________
UBI No:_________________________
_________________
(Area Code) Phone
NOTARIZED, AND RETURNED WITH THE PROPOSAL
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
44
IX. DOCUMENTS
DOCUMENT 3: NON-COLLUSION AFFIDAVIT & DEBARMENT AFFIDAVIT
State of ________________________________
Parish/County of _________________________
I, the undersigned, an authorized representative of ____________________________________________,
Contractor, being first duly sworn on oath do hereby certify that said person(s), firm, association or
corporation has (have) not, either directly or indirectly, entered into any agreement, participated in any
collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the project
for which this proposal is submitted.
I further certify that, except as noted below, the firm, association or corporation or any person in a
controlling capacity associated therewith or any position involving the administration of federal funds; is not
currently under suspension, debarment, voluntary exclusion, or determination of eligibility by any federal
agency; has not been suspended, debarred, voluntarily excluded or determined ineligible by any federal agency
within the past 3 years; does not have a proposed debarment pending; and has not been indicted, convicted or
had a civil judgment rendered against said person, firm, association or corporation by a court of competent
jurisdiction in any matter involving fraud or official misconduct within the past 3 years.
I further acknowledge that by signing the signature page of the proposal, I am deemed to have signed and
have agreed to the provisions of this affidavit.
Note:
Exceptions will not necessarily result in denial of award, but will be considered in determining bidder
responsibility. For any exception noted, indicate above to whom it applies, initiating agency, and dates
of action. Providing false information may result in criminal prosecution or administrative sanctions.
"A suspending or debarring official may grant an exception permitting a debarred, suspended, or excluded
person to participate in a particular transaction upon a written determination by such official stating
the reason(s) for deviating from the Presidential policy established by Executive Order 12549..."
(49CFR Part 29 Section 29.215).
The bidder is hereby advised that by signature of this proposal he/she is deemed to have acknowledged all
requirements
and signed all certificates contained herein.
__________________________________________
SIGNATURE OF AUTHORIZED OFFICIAL
__________________________________________
FIRM NAME
__________________________________________
ADDRESS
Signed and sworn to (or affirmed) before me on ____________________________, 2015
Seal
NOTARY PUBLIC in and for the State of ___________________________,
residing at __________________________________________.
My commission expires _______________________________.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
45
IX. DOCUMENTS
DOCUMENT 4
THIRD PARTY CONTRACTOR’S PARTICIPATION FORM
Check appropriate statement below:
[ ]
Our firm will perform all contracted scope of work tasks.
[ ]
A third party contractor will provide software that will perform a portion of the work
tasks. The following firms were contacted and will be utilized in the performance of the
work as indicated below.
List all third party firms. Do not mark “N/A” unless Contractor will provide all software for this
Contract.
Firm Name/Address/Phone
Work Item(s) Solicited
Proposal
Amount
1. List full name, address, and phone number of each firm listed to be utilized.
2. List specific work to be accomplished, supplies to be furnished and the amount proposed for
each third party contractor.
3. Contact the Orleans Parish Assessor’s Office at (504) 658-1313 if you have questions.
BY:
DATE____________________
SIGNATURE OF AUTHORIZED OFFICIAL
SUBCONTRACTORS PARTICIPATION FORM
For
PROFESSIONAL, TECHNICAL, SUPPLY OR SERVICE
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
46
IX. DOCUMENTS
DOCUMENT 5
SUBCONTRACTOR’S PARTICIPATION FORM
Check appropriate statement below:
[ ]
Our firm will perform all contracted scope of work tasks.
[ ]
Our firm will subcontract a portion of the work tasks. The following firms were
contacted and will be utilized in the performance of the work as indicated below.
List all potential subcontracting firms. Do not mark “N/A” unless Contractor will perform all work or
provide all supplies or services for this Contract.
Firm Name/Address/Phone
Work Item(s) Solicited
Proposal
Amount
Awarded
?
(yes/no)
1. List full name, address, and phone number of each firm listed to be utilized.
2. List specific work to be accomplished, supplies to be furnished and the amount proposed for
each subcontract.
3. Contact the Orleans Parish Assessor’s Office at (504) 558-1313 if you have questions.
BY:
DATE:________________
SIGNATURE OF AUTHORIZED OFFICIAL
TITLE:
PHONE:_________________
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
47
X. ADDENDUM
Questions and Answers
Orleans Parish Assessor’s Office
RFP for Document Scanning and Record Management
1. How many users need view-only access (search and download access) to records in the
system?
70.
2. How many users need to Scan, Modify, Add, and Index records in the system?
15.
3. How many users need Admin rights, to delete records, add users or change folders?
6.
4. How many users need Outlook email integration with the records system?
70.
5. How many users need to pull records while working from Munis (information screen scrape)?
70.
6. Will anyone need remote access to the documents going into the records management
system?
No.
7. Will you require any document approval workflows in your record system (in-baskets, new
document notification emails, and next steps)?
Yes.
8. Do you need to purchase PDF editing software to work with licenses (such as Adobe Acrobat
Professional) to work with documents? If so, how many licenses?
Yes, 10 licenses.
9. Do you want to OCR documents to make them globally searchable (ability to search entire
collection of records for words occurring somewhere within the document text)? If so, which
document types need to be globally searchable?
Litigation documents.
10. Do you want to add Oracle database look-up to your scanning process to automate the
indexing of new documents?
Yes.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
48
X. ADDENDUM
Questions and Answers
Orleans Parish Assessor’s Office
RFP for Document Scanning and Record Management
11. Do you want pricing for a GPS/Indexing camera and a repository for searchable photos?
No.
12. Do you want a network hot folder for the dump and automatic indexing of GPS photos?
No.
13. For on-site backfile scanning services, page 40, the Parish wants the vendor to use new
equipment. If the Parish selects a vendor to perform backfile services on a project basis, can
the criteria be changed to allow the vendor to use its own equipment, as to not interfere with
other scanning workflows?
Yes.
14. Because of the vast number of images (folders, document, and pages) that are contained in
your existing files, each vendor's estimate of the total number of images will vary greatly. Is it
permissible to quote the scanning and indexing of existing documents as a cost-per-image
as opposed to a total cost? That way you will be able to compare each vendor's cost on a
level playing field.
Yes.
15. Is it permissible for the back-file scanning of existing documents to be performed off-site at
Contractor's secure production center? If needed, you will still have access to all of your
documents.
Yes.
16. Will you consider an option for your existing files that include a hybrid on-site / off-site
solution utilizing Contractor's secure production center located off-site that would drastically
expedite the timeline for completion?
Yes.
17. How do you want the files indexed/named? Please provide the indexing/file naming
requirements.
Depending on district either (book line folio), or subdivision lot#.
18. Is there a master data base of your files/documents available that Contractor could use to
extract and import index fields?
Yes.
19. Will files/documents be destroyed after scanning? If so, will Contractor be destroying the files
and providing proof of destruction?
Yes.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
49
X. ADDENDUM
Questions and Answers
Orleans Parish Assessor’s Office
RFP for Document Scanning and Record Management
20. If documents are not to be destroyed, is document reassembly required after scanning?
No.
21. What level of quality control is expected (page to page, sample, etc.) and what degree of
accuracy will be considered acceptable under the contract?
Page to page.
22. When back-file scanning, do you want the same filing logic for the digital files/documents as
you are currently using for the paper files/ documents?
Yes, unless a different filing logic is recommended in the needs analysis.
23. Is it permissible to scan each file folder and its contents as a multi-page PDF ("super file")
and index/name with a specific name or will you want each document to be scanned and
named/indexed as its own PDF? (Normally the more granular or detailed the indexing/file
naming, the more costly it is).
Separate scanned and named/indexed as its own PDF.
24. Will you want your back-files OCR searchable?
Litigation files should be OCR searchable.
25. Under Offerors’ Profile section F -can off-site scan volumes be provided in addition to on-site
scan numbers for consideration?
Yes.
26. Into how many different populations are your files organized? (i.e. Change Orders, Real
Estate Personal Property, Commercial, etc.)
All of the above which includes Change Orders, Residential Real Estate, Commercial Rea
Estate, Personal Property, Exempt Property, Public Service Property, Litigation and
Administrative Correspondence.
27. What would be the size of the largest map/plat Orleans Parish Assessors’ office need
to have scanned?
33 x 44
28. Approximately how many maps/plats would Orleans Parish Assessors’ office need to
have scanned?
Approximately 500.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
50
X. ADDENDUM
Questions and Answers
Orleans Parish Assessor’s Office
RFP for Document Scanning and Record Management
29. Annually how many new maps/plats does Orleans Parish Assessors’ office receive?
Approximately 100.
30. Where would you like us to show the costs for software, hardware, and professional
services, if required?
Please see RFP.
31. What connectivity is required between the scanning application and / or the Records
Management System with Tyler Technology application?
API or screen scraper
32. Can lookups be done within Tyler Technology to minimize manual indexing?
Lookups can be done with user data.
33. Does indexed information need to be passed to Tyler Technology?
Yes.
34. Do images stored in the document management need to be retrieved while reviewing
a transaction within Tyler Technologies?
Yes.
35. What connectivity interfaces are available from Tyler Technologies?
Iasworld can call several EDMS products using web services.
36. Are there other line-of-business applications that the Record Management System
will need to interface with? If so, please provide information regarding these
applications.
There are none.
37. Does the term "scannable forms" refer to electronic forms that can be filled out online instead of a paper form?
No.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
51
X. ADDENDUM
Questions and Answers
Orleans Parish Assessor’s Office
RFP for Document Scanning and Record Management
38. How many total users will need to be trained within the following areas:




Document Scanning
Record Management Software
Hardware Operations
Interfacing with ISA and other software systems
15, 6, 3, 4
39. Is there a preference between on-site training and/or web based training or utilizing
training videos?
On-site training is preference.
40. What is the volume of physical documents that need to be scanned?
Approximately 200k pages.
41. What is the volume of electronic documents that need to be imported into the Record
Management System?
Approximately 100k pages.
42. How are electronic documents delivered to the Parrish? (i.e. email, fax, etc.)?
Email/fax, ftp.
43. What percent of the documents being scanned will be unstructured (requiring the
need for automated extraction—full text indexing vs. indexed values)?
90%
44. What percent of the documents being scanned will be structured (allowing the ability
to use zonal OCR)?
10%
45. Do the majority of the documents being scanned include handwritten information or
printed information?
Printed information.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
52
X. ADDENDUM
Questions and Answers
Orleans Parish Assessor’s Office
RFP for Document Scanning and Record Management
46. Does the Parish anticipate that the majority of the indexing will be a manual indexing
process?
Yes.
47. During the indexing process, are other systems available to populate information
based on a key value to minimize the amount of manual indexing?
Reference/lookup tables can be provided.
48. Does the Parrish have the ability to generate barcodes to identify the document types
of each of the documents to be scanned?
No.
49. Is there a preference on how documents will be separated? (i.e. barcode separator
sheets, barcode stickers, automated classification, etc.)?
Barcode.
50. Is there a requirement to perform needs analysis on a business process outside of
scanning documents? Those that would require a workflow process to be developed?
Yes, some would require a workflow process.
51. If so, can the parish provide a list of business processes / departments that would
require a needs analysis?
Yes, Business Personal Property, Homestead Exemption, Special Assessment Level.
52. Would the needs analysis and development of the workflow occur in the first phase of
deployment?
Yes.
53. How many users would be accessing the system for any given workflow process?
10.
54. Can you provide process diagrams for the Assessment approval process?
Yes.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
53
X. ADDENDUM
Questions and Answers
Orleans Parish Assessor’s Office
RFP for Document Scanning and Record Management
55. Can you provide process diagrams for Tax Exemptions approval process?
Yes.
56. Can you provide process diagrams for Tax Adjustments approval process?
Yes.
57. Can you provide process diagrams for the Assessment Appeals process?
No.
58. How many concurrent users will be accessing the RMS and what are their functions?
15.
59. Is there a need for Email Integration? If so, what is the standard Email platform at the
Parish?
Yes.
60. Is there a need for MS Office Integration?
Yes, but limited.
61. Is there a need to allow the public to access stored records?
No.
62. If so, what functionality would the public require?
None to the public.
63. Does the Assessor sell document copies or certified copies of documents?
Yes.
64. Does the RMS have to be a web based solution?
Tyler is web based.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
54
X. ADDENDUM
Questions and Answers
Orleans Parish Assessor’s Office
RFP for Document Scanning and Record Management
65. Are there any reporting requirements?
Yet to be determined.
66. Are there any mobile requirements?
No.
67. Can the response due date be extended?
Yes.
68. Whether companies from Outside USA can apply for this? (From India or Canada).
Yes.
69. Whether we need to come over there for meetings?
Yes, will be required to meet on site.
70. Can we perform the tasks (related to RFP) outside USA?
No.
71. Can we submit our proposals via email?
Yes.
72. Will the Needs Analysis occur before pricing is submitted or after vendors have been
selected?
After, as defined in the Request for Proposal for Document Scanning and Record
Management, Section VII, A: Needs Analysis Service.
73. What are the expectations for providing pricing on the software if the analysis has not
yet been completed to determine the scope of work and changes are required?
Reference Pages 32 and 34 of the Request for Proposal for Document Scanning and
Record Management.
Orleans Parish Assessor’s Office Document Scanning and Record Management RFP
Re-release 10-26-2015 w/Revised Schedule of Events and Q & A Addendum
55