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ARF- 3242

Regular Agenda Item 3. C.

Regular BOS Meeting

Meeting Date:	08/04/2015
Submitted For:	Jeff Hessenius
Submitted By:	Jeannie Sgroi, Contracts Administrator, Finance Division
Department:	Finance
Fiscal Year:	2015-2016	Budgeted?:	Yes
Contract Dates Begin & End:	TBD	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Contract Award for Request for Proposals No. 042815 - Document Scan Conversion for the Gila County Recorder's Office.

Background Information

Currently the Gila County Recording System, Eagle, has data available to the public from 1985 to current, and images of recorded documents 1998 to present. This project will enhance the data available to the public with data and images from 1969 to present.

On May 26, 2015, the Board of Supervisors approved a request to advertise Request for Proposals (RFP) No. 042815 - Document Scan Conversion Project for the Gila County Recorder's Office. RFP No. 042815 was advertised in the Arizona Silver Belt in the May 27, 2015 and June 03, 2015 editions of the Arizona Silver Belt.

Evaluation

This project will allow the public, other government agencies/departments and businesses the ability to research documents from 1969 to present. By uploading the microfilm scanned onto two USB hard-drives, the County will be implementing another disaster recovery option.

RFP No. 042815 was sent to six vendors. Eight other vendors downloaded the RFP from the County website (see attached Plan Holder list). Three addenda were issued in response to questions received from various plan holders. Proposals were received from five plan holders, however, one plan holder withdrew his proposal prior to the bid opening.

Proposals were opened in a public setting on Thursday, June 25, 2015 at 4:00 P.M./MST in accordance with A.R.S. §41-2533, Competitive Sealed Bidding; awards shall be made to the lowest responsible and responsive bidder whose bid conforms in all material respects to the requirements and criteria set forth in the Request for Proposals. An evaluation team was formed to review and evaluate the bid responses.

Conclusion

Upon extensive review of the RFP responses received, as well as clarifications requested from the respondents by the Recorder's Office, and the evaluations performed, it is the goal of the Finance Division Director and the County Recorder to award a contract for the provision of the required services to the most responsible and qualified bidder. Due to the significant variation in responses received, Staff recommends that the Board reject all bids and direct the Finance Department and the County Recorder to prepare a new RFP with a detailed, restructured, scope of work.

Recommendation

The Recorder and the Finance Division Director recommend that the Board of Supervisors reject all responses received for RFP No. 042815 for Document Scan Conversion for the Gila County Recorder's Office.

Suggested Motion

Information/Discussion/Action to review the proposals received for Request for Proposals No. 042815 to provide document scanning conversion services and reject all bids and to further direct the Finance Department and the County Recorder to prepare a new RFP with a detailed, restructured, scope of work. (Jeff Hessenius and Sadie Jo Bingham)

Attachments
Contract No. 042815-US Imaging, Inc.
Request for Proposals No. 042815
Addendum 1 to RFP No. 042815
Addendum No. 2 to RFP No. 042815
Addendum No. 3 to RFP No. 042815
RFP Planholder List
Bid Opening Sign in Sheet
ICM, Inc. Proposal
Progrio Proposal
US Imaging Proposal
Litigation Services Proposal
Evaluations Performed