HomeMy WebLinkAbout2005 S Purchasing - Replacement of Land Services Software Carolina Consulting GroupI
AGREEMENT FOR CONSULTING SERVICES
P-F
This re ent (hereafter "agreement ") is made this
Al
'9
day of , 2005 between Carolina Consulting Group
_Matthews, North Carolina, hereafter called the "CONSULTANT ",
and THE COUNTY OF ORANGE, North Carolina, hereafter called the
"County ".
WHEREAS, the Land
and Register of Deeds
Legacy database
applications ");
Records, Tax
Departments of
applications
Assessor, Revenue Collection
Orange County currently use
(hereafter "Legacy -based
WHEREAS COUNTY wishes to engage CONSULTANT to elicit,
analyze, validate and document the detailed requirements for
replacement of the Legacy -based database applications with an
enhanced, fully functioning, integrated and cost effective
system that meets present and foreseeable business and service
requirements of the COUNTY (hereafter collectively as the
"Project ") incorporating the Project goals and objectives
specified in the County's "RFP NUMBER 5107 Needs Assessment for
Replacement of the Current Legacy Land Records /Tax
Assessor /Revenue Collector /Register of Deeds Application" Dated
November 16, 2004, which is attached and incorporated herein as
Addendum I;
WHEREAS, CONSULTANT proposes to supply a team, including
staff of the CONSULTANT and CONSULTANT's subcontractor, Eichman
Software Consultants, (hereafter "Project Team "), to conduct the
Project;
NOW, THEREFORE, the parties hereto, in consideration of
their mutual covenants herein, agree as follows:
ARTICLE I - BASIC SERVICES OF CONSULTANT
1.1 CONSULTANT agrees to timely perform professional services
and deliver deliverables in connection with the Project as
specified in CONSULTANT'S "Proposal to Provide Professional
Services, Response to RFP #5107, Dated November 23, 2004,"
attached and incorporated herein as Addendum II, which
professional services shall hereafter be collectively
described as "Basic Services."
1.2 CONSULTANT shall provide the Basis Services,' and deliver
the deliverables related thereto, in two phases, as specified
I
in Section 3 (Page 12), Section 4 (Page 14 -15) and Section 6
(Page 17) of Addendum II.
ARTICLE II - OPTIONAL SERVICES OF CONSULTANT
If authorized in a separate writing by the COUNTY, the
CONSULTANT shall furnish (i) optional RFP and bid selection
services of the type listed in Section 6 (page 18) of Addendum
II, or (ii) changes to Basic Services of the type specified in
Section 7 (page 19 and Exhibit A) of Addendum II. Optional
Services shall be provided as specified in the timetable, the
schedule of deliverables, and period of performance set forth
in any such separate writing. The Optional Services are not
included as part of Basic Services, and shall, for said RFP
and bid selection services be paid for by COUNTY as indicated
in Article VI (subparagraph 6.1.2) of this agreement, and for
changes to Basic Services, be paid for By the COUNTY at an
hourly rate of $125 per hour as set forth in Section 7 (Page
19) of Addendum II. Any change request shall, at a minimum,
include the information provided for in the Change Request
form attached as Exhibit A (page 20) to Addendum II.
ARTICLE III - RESPONSIBILITIES OF CONSULTANT
3.1 All work shall be done in a good and professional manner.
CONSULTANT is responsible for the professional quality,
technical accuracy and timely.completion and submission of all
deliverables and services related to Basic Services and
Optional Services. CONSULTANT shall, without additional
compensation, correct or revise any errors, omissions, or
other deficiencies in its deliverables and other services. The
approval of deliverables furnished under this contract shall
not in any way relieve the CONSULTANT of responsibility for
the technical adequacy of its work. The review, approval,
acceptance or payment for any of the services shall not be
construed as a waiver of any rights that the COUNTY may have
arising out of the CONSULTANT'S performance of this agreement.
3.2 CONSULTANT shall not, except as otherwise provided for in
this agreement, subcontract the performance of any work under
this agreement without prior written permission of the COUNTY.
Execution of this agreement by COUNTY shall constitute
COUNTY's prior written permission for CONSULTANT to engage
Eichman Software Consultants as CONSULTANT's Subcontractor. No
permission for subcontracting shall create, between the COUNTY
and the subcontractor, any contract or any other relationship.
t
3.3 The relation of CONSULTANT to the COUNTY at all times
shall be as independent contractor.
3.4 Any and all employees of the CONSULTANT or other persons,
including without limitation the Eichman Software Consultants
or any other Project Team member or subcontractor, engaged by
the CONSULTANT in the performance of any work or services
required of the CONSULTANT under this agreement, shall be
considered employees agents, or subcontractors of the
CONSULTANT only and not of the COUNTY, and any. and all claims
that may or might arise under any workers compensation or
other law or contract on behalf of said employees or other
persons while so engaged, and any and all claims made by a
third party as a consequence of any act or omission on the
part of the CONSULTANT employees or other persons engaged by
CONSULTANT, while so engaged on any of the work or services
provided to be rendered herein, shall be the sole obligation
and responsibility of the CONSULTANT.
3.5 CONSULTANT agrees that CONSULTANT and its subcontractors,
shall be required to comply with all federal, State and local
antidiscrimination laws, regulations and policies that relate
to the performance of CONSULTANT'S services under this
agreement.
ARTICLE IV - COUNTY'S RESPONSIBILITIES
4.1 COUNTY shall do the following in a timely manner so as not
to delay the provision of Basic Services or Optional Services by
the CONSULTANT:
4.1.1 Authorize and approve in writing, at the COUNTY'S sole
discretion, changes to the Basic Services and Optional
Services.
4.1.2 Fulfill the responsibilities specified in Exhibit B
(page 21) of Addendum II.
ARTICLE V - PERIOD OF SERVICES
5.1 The period of performance of Basis Services shall be
approximately 4 months beginning the week of September 19,
2005, as more particularly set forth in the Project Timeline
stated in Section 4 (page 14 -15) of Addendum II.
5.2 Neither party shall hold the other party responsible for
damages or delay in performance caused by acts of God,
strikes, lockouts, accidents, or other events beyond the
control of the other or the other's employees, agents or
subcontractors.
ARTICLE VI - PAYMENTS TO CONSULTANT
6.1 COUNTY shall pay CONSULTANT for services provided under
this agreement as follows:
6.1.1 For Basic Services, a total lump sum fee not to
exceed $56,625 for all Basic Services as specified in
Section 3 (page 12) of Addendum II, payable in four
installments as set forth in Section 5 (Page 16) of
Addendum II. This lump sum fee does not include reasonable
expenses incurred by CONSULTANT and it's subcontractors as
estimated and outlined in Attachment 1 to this Agreement
For Consulting Services. These expenses will be paid by
the County upon receipt of invoices covering these
expenses.
6.1.2 For Optional Services, a total lump sum fee not to
exceed $15,500 for all Optional Services in a single
installment as specified in Section 3 (page 13) of Addendum
II.
6.1.3 Upon completion, delivery and acceptance by the
COUNTY of Basic Services or Option Services, CONSULTANT
shall submit statements for each installment provided for
in this Article, and acceptance of said services shall not
be unreasonably withheld by the COUNTY. COUNTY shall make
prompt payments in response to CONSULTANT'S statements.
Payments shall be made within 45 days of COUNTY'S receipt
of CONSULTANT'S statements.
6.1.4 In the event of termination as provided in Article
VII of this agreement, the CONSULTANT shall be paid as
specified in statements provided for in this Article that
are issued for Basic and Optional Services completed and
delivered to the COUNTY up to the date of termination (and
that are accepted by COUNTY).
ARTICLE VII - MISCELLANEOUS PROVISIONS
7.1 Termination. Either party upon seven
terminate this agreement written notice in
substantial failure by the other party
(7) days' may
the event of
to perform in
I
accordance with the terms hereof through no fault of the
terminating party. Notwithstanding the foregoing, the right is
reserved to the COUNTY to terminate this agreement at any
time, with or without cause, upon 30 days written notice to
CONSULTANT.
7.2 Insurance. CONSULTANT shall procure and maintain during
the term of this agreement the following insurance: worker's
compensation and employer's liability insurance, comprehensive
general liability insurance at limits of $1,000,000 per
accident /occurrence, and professional liability insurance.
Excepting the worker's compensation insurance, employer's
liability insurance and any professional liability insurance
secured by the CONSULTANT, the COUNTY will be named on all
certificates of insurance as an additional insured. CONSULTANT
shall furnish the COUNTY with verification of insurance and
endorsements required by this agreement. COUNTY reserves the
right to require complete certified copies of all required
insurance policies at any time. All said insurance shall be
obtained from an insurance company authorized to do business
in the State of North Carolina. CONSULTANT shall submit the
certificates of insurance as outlined above within 14 days of
the execution of this agreement by the COUNTY. No cancellation
of the foregoing policies shall be effective without thirty
(30) days prior notice to the COUNTY.
7.3 Controlling Law. This agreement is to be governed by the
laws of the State of North Carolina.
7.4 Captions. The captions in the agreement are for the
convenience of the parties and convey no rights or obligations
upon either of them.
7.5 Notices. Any notice required by this agreement shall be
in writing and delivered by certified or registered mail
return receipt request to the following:
COUNTY: ORANGE COUNTY, N.C.
Attn: PURCHASING DEPT
PO BOX 8181
HILLSBOROUGH, NC 27278
CONSULTANT: CAROLINA CONSULTING GROUP
Attn: Kenneth D. Roughen
c/o Carolina Consulting Group
6868 St. Peter's Lane
Matthews, NC 28105
7.6 Professional Practices. CONSULTAN
T
under this agreement in
professional practices
accordance with
for the intended
shall render services
the generally accepted
use of the Project.
7.7 Integration. This agreement, including its Addendum I
and Addendum II, represents the entire and integrated
agreement between the COUNTY and the CONSULTANT and supersedes
all prior negotiations, representations or agreements, either
written or oral. In case of conflict between Addendum I and
Addendum II, the provisions of Addendum II shall control. This
agreement may be amended only by written instrument signed by
both the COUNTY and CONSULTANT.
7.8 Severability. In the event any provisions of this
agreement shall be held to be invalid and unenforceable, the
remaining provisions shall be valid and binding upon the
parties.
7.9 Execution and Acceptance. This agreement may be
simultaneously executed in several counterparts, each of which
shall be deemed an original having identical legal effect.
CONSULTANT does hereby ratify and adopt all statements,
representations, warranties, covenants, and agreements
contained in the attached Addendum II.
IN WITNESS WHEREOF, the parties have executed this agreement by
their duly authorized representatives as of the date set forth
above.
(COUNTY)
COUNT OF ORANGE ORTH CAROLINA
By
Chair of the Board o
County Commissione
ATTE T:
Cler of the oard of County
Commissioners
(CONSULTANT)
CAROLINA CONSULTING GROUP
By
This instrument has been pre- audited in the manner required by
the Local Government Budget and Fiscal Control Act.
Orange County Finance Officer
0
Phase 1
Team Selection
Onsite Analysis
Off -site Analysis
Prepare Analysis Deliverables
Create Change Mgmt Strategy
Create Communications Strategy
Risk Analysis, Bus Rels, etc.
Presentation
Project Administration
Total Phase I
Total Fee I
Phase II
Update Project Charter
Update Project Schedule & Tasks
Organize Log of Status Reports
Finalize Change & Comm Strategies
Doc Funct & Tech Reqmts
Document Business Scenarios
Business Process Improvements
Project Approach
Project Costs and Benefits
Presentation
Prepare & Present Issues /Res
Project Administration
Total Phase II
1 Total Fee II
ATTACHMENT 1
---------- - - - - -- -------- - - - - --
CCG & ESC EXPENSES --- - - - - -- ---------------
Hours Hotel
Travel
Meals Misc Expenses
6
60 11
2.2
27
20
40 5
0.2
11
16
10
65 9
2.2
19
5
20
242 25
4.6
57
$30,250.00 $3,000.00
$2,300.00
$1,425.00 $700.00 $7,425.00
8 5
0.2
11
16
4
15
40 5
2.2
11
12
25
20
27
6 6
2.2
17
18
20
211 16
4.6
39
$26,375.00 $1,920.00
$2,300.00
$975.00 $800.00 $5,995.00
Total Project $56,625.00 $4,920.00 $4,600.00 $2,400.00 $1,500.00 $13,420.00
Attachment 2 — Updated Timeline
E
r2006
Phase II - Updated Requirements and Analysis
Hours
Date
2.01 'Update Project Charter
1/3 i
2.02 Update Project Schedule and Tasks
16
1/4-1/6
2.03 Organize Log of Status Reports
4
1/9
i 2.04 Finalize Change and Communications Strategies
15
1/10-1/11
2.05 Document Functional and Technical Requiements
40
1/11-1/20
2.06 Document Business Scenarios
12
1/23-1/27
i 2.07 Document Business Process Improvements
25
1/23-1/27
2.08 Document Project Approach For Implementation
20
1/30-2/3
2.09 Estimate Future Project Costs
15
2/6-2/8
2.10 Identify and Document Project Benefits
12
2/9-2/10
2.111 Presentation of Findings and Recommendations
6
2/13
2.12E Prepare and Present Issues /Resolutions List
%_ 18
2/13-2/15
2.13 Project Administration
t
20
1/3-2/15
Proposal to Provide Professional Services:
Orange County, North Carolina
Needs Assessment For Integrated Land Records Project
Response to RFP #5107
November 23, 2004
Carolina Consulting Grouy
And
Efchman software Consultants
Orange County Needs Assessment for Integrated Land Records Project Page 2
November 23, 2004
Mr. David Cannell
Orange County Purchasing Agent
129 E. King Street
P.O. Box 8181
Hillsborough, NC 27278
Dear Mr. Cannell:
We are pleased to present this proposal to Orange County for the needs assessment
for the integration of the current legacy Land Records/Tax Assessor /Revenue
Collection /Register of Deeds applications. Carolina Consulting Group has teamed
with Eichman Software Consultants on this proposal to meet your specific
requirements and to provide a highly qualified and experienced team of local
government and technology professionals. Our team provides the following:
• Land Records and GIS Subject Matter Expertise;
• Tax Assessment and Revenue Collections Subject Matter Expertise;
• Clerk/Recorder Subject Matter Expertise;
• Planning, Inspections, and Code Enforcement Subject Matter Expertise,
• Knowledge of North Carolina Statutes relating to Land Records,
• Highly qualified personnel with the specific competencies required to analyze,
document and complete the project;
• Capacity and incentive to meet the required project schedule;
• Previous experience with numerous County Government offices locally and
across the country;
• Understanding of the County's requirements for this project,
• Past performance on projects of this magnitude and complexity, and
• Competitive pricing for an executive -level team that will actually be
performing the work themselves.
The team proposes to deliver specific recommendations for the integration of Land
Records operations, and assist the County in identifying and selecting technology,
along with written technical and functional specifications, for this integration.
Furthermore, we can assist Orange County with RFP specifications and vendor
evaluation should the County elect to include those activities in the scope of this
project.
These services will be planned and delivered by a highly experienced and
knowledgeable project team. Our team is familiar with North Carolina Land Records
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 3
operations and we have specific subject matter expertise in the majority of these
areas including the supporting technologies.
We have presented a concise summary of our qualifications. Our fees are based on
the assumptions made as to the scope of services and level of support you require.
We are open to negotiate these options at your request in order to match our
services with your specific needs. Our proposal is submitted with and conditioned on
the understanding that upon award we will have the opportunity to negotiate a
mutually agreeable contract.
We are eager and excited to establish a relationship with Orange County with this
challenging project. We look forward to meeting with you to present our approach
and capabilities in more detail. In the meantime, please feel free to contact me at
(704) 502 -6018 or by e-mail at kenroughen(a%netscage.com if you have questions or
require additional information.
Sincerely,
Kenneth Roughen
President, Carolina Consulting Group
6868 St. Peters Lane
Matthews, NC 28105
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 4
Table of Contents
ExecutiveSummary ................................................................. ............................... 5
Introduction.................................................................................... ............................... 5
Understanding Your Needs ............................................................ ..............................5
Objectives...................................................................................... ............................... 5
ProjectScope ................................................................................. ..............................6
Section 1 — Similar Projects and Descriptions ....................... ............................... 7
Prior Consulting Projects ................................................................ ..............................7
Section 2 — Project Team Members and Qualifications ......... ............................... 9
ProjectTeam .................................................................................. ..............................9
Roles and Responsibilities ............................................................. .............................10
WhySelect the CCG Team? ......................................................... .............................10
Section 3 — Costs Per Phase ................................................... .............................12
Section 4 — Project Timelines .................................................. .............................14
Overview........................................................................................ .............................14
ProjectTimeline ............................................................................. .............................14
Section 5 — Payment Schedule ................................................ .............................16
Section 6 — Project Scope and Details .................................... .............................17
Phase I — Draft Requirements and Analysis .................................. .............................17
Phase II — Update Requirements and Analysis ............................. .............................17
Phase III — RFP Specifications and Bid Evaluation ( optional) ....... .............................18
Section7 - Assumptions ......................................................... .............................19
Exhibit A — Change Request ......................................................... .............................20
Exhibit B — Orange County Responsibilities .................................. .............................21
Addendum 1 — Orange County Due Date Extension ..................... .............................22
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 5
Executive Summary
Introduction
Carolina Consulting Group (CCG) and Eichman Software Consultants (ESC)
proposes to furnish Orange County with professional services in connection with the
analysis and needs assessment for integrating the County's Land Records business
processes, which may optionally include specifications for a Request For Proposal
(RFP) and assistance evaluating vendor bids. This Executive Summary provides an
overview of our proposal and presents the essential features and benefits of our
approach.
Understanding Your Needs
CCG recognizes and understands the critical nature of the County's Land Records
functions and the related business processes. While the immediate and pressing
need is to determine the requirements necessary to integrate these various land
record areas and systems, the County's long range goals are actually much more
encompassing and pervasive.
Specifically, Orange County would like to:
• Interface various systems with GIS applications and data
• Improve indexing practices of real property records utilizing and preserving
the existing PIN based capabilities
• Enhance and improve the indexing of non - property documents by name
• Determine the identification of property ownership by means of name and
other parcel identifiers such as situs address, legal description, etc
• Create an improved method for maintaining property records including the
long term management of parcel changes
• Implement a means to create and maintain master address files
• Examine different processing models where more or all services are
performed by Orange County staff
• Possibly issue a RFP and select a vendor or series of vendors that provide
the County with the best solution to its integrated Land Records needs.
Objectives
Understanding the issues Orange County faces, the CCG Team supports the
County's objectives for the integration and business improvements to the Land
Records area. We are committed to helping you achieve your objectives in a highly
professional and cost effective manner. Among the most important of the explicit
project objectives are:
Develop a clear understanding of the current state of the Orange County land
records departments, their processes, practices and technology, as a
foundation for identifying improvement opportunities.
Based on those opportunities, conduct an analysis and define the functional
and technical requirements for a streamlined, efficient, and fully integrated
Land Records system.
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 6
Document functional specifications and system requirements to be used in a
formal Request For Proposal (RFP) for the delivery of the recommended
system functionality.
Facilitate a rigorous, independent process for bid evaluation and selection of
a product(s) and associated implementation services to meet the identified
needs of the County.
Beyond these explicit objectives, based on our knowledge of county government and
system selection, we can also infer other important goals. These include:
Conduct of the project in a collaborative fashion, providing ample opportunity
for input, participation and review from both functional and technical
representatives of the County.
Timely and accurate communication of progress, management of issues as
they arise, and aggressive execution of the work to meet established
deadlines.
Serving as business advisors with a practical business approach to
technology.
This CCG proposal meets each of these objectives, both explicit and implicit.
Success in this effort will depend on our ability to forge a productive partnership
between the consultant team and Orange County. The technical staff, user
communities, and internal and external customers of Orange County are integral to
our plan.
Project Scope
To complete the project, the team envisions a possible three -phase effort. The first
phase focuses on the analysis of the business processes and practices of the
County's Land Records departments with extensive input from existing customers —
both internal and external. The purpose of this phase is to document current
processes and procedures and recommend improvements to the processes
designed to streamline, integrate, and simplify the business while remaining legally
compliant and customer friendly.
In the second phase, the team will develop updated and revised functional and
technical requirements. In addition, future costs will be determined and outstanding
issues will be identified. All of these findings and materials will be presented to the
County project stakeholders for evaluation and consideration.
The County will reserve the right to initiate a third phase. In the third phase, the
team would provide competitive bid specifications and facilitate in the review of bids
received. This will include the evaluation of vendor proposals, the development of
vendor demonstration protocols, the conduct of vendor demonstrations, and site
visits, as necessary, and other due diligence activities leading to a final selection and
contract negotiation for project implementation.
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 7
Section 1 — Similar Projects and Descriptions
Prior Consulting Projects
The CCG team has the people, knowledge, experience and skills necessary to
deliver top quality service to Orange County. We are fully dedicated and committed
to the public sector. Our team has direct experience in the areas most critical to your
success: local county government, land records, taxation, document management,
business process re- engineering, assessment and requirements gathering, and
recommendations for technology selection and implementation. We apply our
extensive government experience knowledge to adapt leading -edge private sector
thinking and techniques to achieve results in the public sector. Illustrated below are
a few of our recent projects that demonstrate our talents and abilities to assist you in
this endeavor.
Note: While we have many other projects to showcase, your requirements clearly
stated to only list those projects of a similar nature to Orange County's current needs
that we have completed over the past 3 years.
Mecklenburg County, North Carolina
Integrated Land Records Project
Ken Roughen served as Project Manager on this expansive project aimed at
streamlining and consolidating the business processes and information flow among
the following county departments:
• Zoning and Planning
• Engineering and Building Standards
• Permitting and Code Enforcement
• Register of Deeds
• Tax Assessment and Appeals
• Revenue and Tax Collection
Much of this project centered on the emphasis to replace legacy systems with
solutions that were intra - departmentally compatible and scalable. This effort
required extensive analysis of current practices, and investigation of available
technologies and functionality. Another objective was to identify and reduce
redundant data entry among various departments. Use of a common index or
reference indicator, such as PIN or name or GIS component, was sought as the
backbone for the entire solution.
As a part of, and during this project, Ken also served directly as the departmental
project manager responsible for the replacement of the document imaging and
records management system at the Register of Deeds office, and the replacement of
the CAMA (Computer Assisted Mass Appraisal) system in the Tax Assessors office.
Both of these replacements required initial needs assessment, development of an
RFP, vendor selection, and project management for implementation.
Other benefits of this project included web - enabling large amounts of data and
records from various departments for the first time, and the design and
implementation of a multi- source data warehouse. The Register of Deeds office has
also begun to accept some document types through Electronic Recording as part of
the overall Integrated Land Records project.
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 8
Contact: Honorable Judith A. Gibson, Register of Deeds
720 E. Fourth Street — Ste 103
Charlotte, NC 28202
704- 336 -4129
Several other contacts and references are available.
Williamson County Texas
County Clerk — Business Process Analysis & Consulting
Darrell Eichman led a team to perform a detail business process analysis.
Williamson County, one of the fastest growing counties in Texas was faced with a
problem of processing documents in a timely fashion. Each area in the office was
reviewed and documented. Detailed statistics were gathered and compared to
similar positions within the Clerk's office as well as positions with other counties.
Procedures were scrutinized for statutory compliance and compared to procedures
of other counties. The analysis resulted in over 50 recommendations in 16 areas.
After implementing the changes, the office's document return time decreased
dramatically. This was a very significant increase in customer service.
Additionally, Darrell continues to provide on -going consulting services to the Clerk's
office in the areas of technology upgrades and business continuity services.
Contact: Honorable Nancy Rister, County Clerk
710 Main Street
Georgetown, TX 78626
(512) 943 -1515
Dallas County Texas
County Clerk — Assessment, RFP Services
Dallas County selected Eichman Software Consultants to be part of a team to
provide Professional Services to Dallas County. The team is tasked with performing
a Business Process Analysis, development of a Request for Proposal, and
participation in the process of selecting a system. This is an ongoing project.
The engagement is divided into three phases. Phase I focused on a review of the
County Clerk's current business processes in the Recording Division (real property,
vital statistics, indexing). During the second phase, ESC assessed the technical
environment of the office and developed a request for proposal. The third phase
focuses on the system selection process. ESC assisted a County - selected review
team with all aspects of the request for proposal process (pre -bid conferences,
evaluation of responses, and coordination of vendor demonstrations and site visits).
ESC is assisting the review team with comparison of proposals and to evaluate how
each vendor meets the needs of the County Clerk's office.
Contact: Honorable Cynthia Calhoun, County Clerk
509 Main Street
Dallas, TX 75202
214 - 653 -7184
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated land Records Project Page 9
Section 2 — Project Team Members and Qualifications
Project Team
The CCG project team is described below. Consistent with CCG's philosophy of
fielding best -of -breed teams, we have assembled a group of consultants that
combine:
• Direct, hands -on experience with county land records, tax, recording, and
document management systems.
• Deep local government industry experience and skills.
• Specific knowledge and appreciation for Orange County priorities and
challenges.
• Expertise in the analysis and development of business requirements, and the
facilitation of vendor selection.
• Extensive involvement in the assessment and management of large -scale
technology implementations in a local government setting.
The team assembled for Orange County will provide a set of skills and experience
unmatched by our competitors. Collectively, the team has deep knowledge and
experience in local government and land records operations, and in the selection and
implementation of technology in these areas.
Our Managing Consultant, Ken Roughen, has over 8 years of direct local
government experience with an emphasis on designing and managing land records
based system implementations. These include systems for Tax Assessment and
Appeals, Register of Deeds, Engineering, and Permitting /Code Enforcement. He
has managed and participated in many consulting assignments that are directly
applicable to the needs and requirements of Orange County. Other key members of
the project team include:
• Darrell Eichman has over 12 years of county government experience with an
emphasis on designing and implementing Clerk/Recorder and various record
management systems.
Roland Eichman has over 10 years direct experience with GIS applications
and other mapping software. His skills also include analyzing and
documenting indexing procedures for land records, and providing data
migration services for new software systems.
Greg Taylor has over 12 years of direct experience with Clerk/Recorders
across the country. He brings a unique blend of project management,
consulting, implementation and software design experience working with
Clerk/Recorders and local government.
We believe the breadth and depth of this team's experience is impressive,
encompassing strong functional skills, deep government industry knowledge and
specific experience with the needs of Orange County.
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 10
Roles and Responsibilities
Management Team Committee
The CCG team and members of Orange County's management team will meet at the
end of each phase of work to review findings and recommendations. The project
managers will update the management team on the status of the project and receive
feedback from the committee.
Managing Consultant
Ken Roughen is CCG's managing consultant and has overall responsibility for the
development and presentation of deliverables to the management team committee at
the end of each phase of work. He will work closely with the County's project
manager to ensure the quality and success of the project.
Associate Consultant
Darrell Eichman will oversee the technical aspects of the project. He will also focus
on the specific needs of the County Recorder. Darrell will participate in the on -site
assessment and presentation of deliverables to the management team.
Consultants
Roland Eichman and Greg Taylor will address the requirements and technology in
the GIS and records management areas.
Why Select the CCG Team?
We understand that Orange County has a choice in making this important selection.
Our obligation, then, is to provide you with strong reasons for choosing our team.
Among the many reasons our team is the best overall choice for Orange County are
the following:
• Our team is outstanding and respected. We offer direct, "hands -on"
experience in North Carolina local government, strong functional knowledge
of recording and other document management systems, extensive
information technology skills and an understanding of the Orange County
organization. Our team has assisted clients in virtually all phases of land
records activities including recording and several document management
initiatives. We have taken projects from analysis and software selection,
through implementation, to creation of custom systems. With this experience,
we understand the various options for land records systems and can work
with you to identify the approach that best meets the County's needs and
operating environment.
• Our project plan is comprehensive, offering a phased approach including
three phases addressing all of the County's requirements and designed to
provide "end to end" support on the systems assessment and selection.
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 11
• We understand the risk profile of the engagement and will conduct our
work on your. behalf to efficiently and accurately deliver the results and
deliverables you need.
• We bring an independent perspective to the assignment, being directly
knowledgeable of the leading land records and document management
products and yet not associated and independent of each.
• Our strong emphasis on cooperation and collaboration with our clients
establishes the basis for mutual knowledge sharing and exchange of
information.
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 12
Section 3 — Costs Per Phase
Phase I - Draft Requirements and Analysis
Hours
By
1.01 Team Selection
6
CCG & ESC
1.02 On -Site Requirements Analysis
60
CCG & ESC
1.03 Off -Site Requirements Analysis
20
CCG & ESC
1.04 Prepare Analysis Deliverables
40
CCG
1.05 Create Change Management Strategy
16
CCG
1.06 Create. Communications Strategy
10
CCG
1.07 Prepare and Draft Risk Analysis
20
CCG & ESC
1.08 Document Business Relationships
15
CCG & ESC
1.09 Identify and Document Process Improvements
30
CCG & ESC
1.10 Presentations To Groups
5
CCG & ESC
1.10 Project Administration
20
CCG
Phase II - Updated Requirements and Analysis
Hours
By
2.01 Update Project Charter
8
CCG
2.02 Update Project Schedule and Tasks
16
CCG
2.03 Organize Log of Status Reports
4
CCG
2.04 Finalize Change and Communications Strategies
15
CCG
2.05 Document Functional and Technical Requiements
40
CCG & ESC
2.06 Document Business Scenarios
12
ESC
2.07 Document Business Process Improvements
25
CCG & ESC
2.08 Document Project Approach For Implementation
20
CCG & ESC
2.09 Estimate Future Project Costs
15
CCG & ESC
2.10 Identify and Document Project Benefits
12
CCG & ESC
2.11 Presentation of Findings and Recommendations
6
CCG & ESC
2.12 Prepare and Present Issues /Resolutions List
18
CCG
2.13 Project Administration
20
CCG
Phase I — Draft Requirements and Analysis
$ 30,250
Phase II — Update Requirements and Analysis
26,375
Total Phase I and II
$ 56,625'`
*Assumes a rate of $125 per hour not including expenses.
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 13
Phase III - RFP Specifications and Bid Evaluation
Hours
3.01 Prepare Specifications For RFP
25
3.02 Pre -Bid Conference
8
3.03 Respond To Vendor Questions
20
3.04 Develop RFP Evaluation Forms
8
3.05 Review and Evaluate Vendor Bid Responses
35
3.06 Vendor Selection Meeting
8
3.07 Project Administration
20
Optional
Phase III — RFP Specifications and Bid Evaluation
*Assumes a rate of $125 per hour not including expenses.
By
CCG & ESC
CCG
CCG
CCG
CCG
CCG
CCG
$ 15,500*
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 14
Section 4 — Project Timelines
Overview
CCG proposes to achieve the County's objectives through the completion of a three -
phase project plan. These phases include:
• Phase I — Draft Requirements and Analysis
• Phase II — Update Requirements and Analysis
• Phase III — RFP Specifications and Bid Evaluation (optional)
Project Timeline
CCG expects that Phase 1 and II of the project will cover up to 4 months depending
on various conditions. The duration could be affected by County resource availability
or events beyond anyone's control. A detailed timeline is included below and can be
modified when the County and CCG select a beginning start date.
For the purpose of illustration, the first week of January 2005 was used as a
beginning date. We are prepared to begin the project at that time if that agrees with
the County's scheduling requirements.
A timetable for Phase III can be organized and established at any time the
County wishes to exercise that option. We estimate that this phase will take
approximately 6 -8 weeks not including the time allowed for vendors to .
prepare and respond to the RFP. See the estimated hours and tasks outlined
in Section 3 above as a guide.
Phase 1- Draft Requirements and Analysis
Hours
Date
1.01 Team Selection
6
1/4
1.02 On -Site Requirements Analysis
60
1/5-1/21
1.03 Off -Site Requirements Analysis
20
1-24-1/28
1.04 Prepare Analysis Deliverables
40
2/1-2/11
1.05 Create Change Management Strategy
16
2/14-2/18
1.06 Create Communications Strategy
10
2/14-2/18
1.07 Prepare and Draft Risk Analysis
20
2/21-2/23
1.08 Document Business Relationships
15
2/24-2/28
1.09 Identify and Document Process Improvements
30
3/1-3/11
1.10 Presentations To Groups
5
3/15
1.10 Project Administration
20
1/4-3/15
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 15
Phase 11 - Updated Requirements and Analysis
Hours
Date
2.01 Update Project Charter
8
3/16
2.02 Update Project Schedule and Tasks
16
3/17-3/21
2.03 Organize Log of Status Reports
4
3/22
2.04 Finalize Change and Communications Strategies
15
3/23-3/24
2.05 Document Functional and Technical Requiements
40
3/25-4/7
2.06 Document Business Scenarios
12
4/7-4/8
2.07 Document Business Process Improvements
25
4/11 - 4/4/14
2.08 Document Project Approach For Implementation
20
4/18-4/20
2.09 Estimate Future Project Costs
15
4/21-4/22
2.10 Identify and Document Project Benefits
12
4/25-4/26
2.11 Presentation of Findings and Recommendations
6
5/3
2.12 Prepare and Present Issues /Resolutions List
18
4/27-5/3
2.13 Project Administration
20
3/16-5/3
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 16
Section 5 — Payment Schedule
Phase
Amount
Phase I Begin
$15,125.00
Phase I Completion
$15,125.00
Phase II Begin
$13,187.50
Phase II Completion
$13,187.50
TOTAL *
$56,625.00
*Assumes a rate of $125 per hour not including expenses.
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 17
Section 6 — Project Scope and Details
Phase I — Draft Requirements and Analysis
The specific objectives of this phase are to review Orange County's current business
operations and processes with respect to Land Records, Tax, and associated areas
to understand and identify business process improvements. We propose to begin
the project by first:
Confirming project objectives and scope to develop project calendar with
major milestones.
Develop detailed project work plan and task lists, including interview list and
draft schedules.
Conduct a "kick -off' meeting to assist team members in understanding their
roles and responsibilities.
We believe that gaining a detailed understanding of the business and technical
requirements for these areas is extremely important and valuable. The overall scope
of this phase includes a preliminary assessment of the current or "as -is"
environment. This includes sessions with the internal owners of these processes,
and individual interviews with key supervisors and managers. Once the processes
are documented and validated, a list of specific findings and initial recommendations
for improvement opportunities will be documented.
The CCG team will also begin organizing preliminary Change Management and
Communications strategy documents.
Phase II — Update Requirements and Analysis
This phase of the project will impact the degree of subsequent implementation
success and effectiveness. In this phase we will update all previous documentation
that resulted from our preliminary interviews and assessments. They include:
1) Project Charter
2) Project Schedule
3) Change Management and Communications strategy
4) Business process improvements
We will also include the following deliverables:
1)
Log of status reports
2)
Functional and technical requirements
3)
Business scenarios
4)
Implementation approach document
5)
Documented project benefits
6)
Findings and recommendations
7)
Outstanding Issues and Resolutions List
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 18
Phase III — RFP Specifications and Bid Evaluation (optional)
Our philosophy is simple: success based participation. We will assist the County in
every phase of the selection process necessary from evaluating proposals to
negotiating a contract. CCG will provide evaluation tools, facilitate meetings, provide
technical advice, coordinate all selection activities and provide a structured
framework conducive to gaining consensus among the selection committee for the
selection of a software vendor and /or implementation partner. We believe it
essential for the County to take ownership in its selected product, as your staff will
ultimately be responsible for the successful completion of the implementation project
and long -term system operation. Our role is to facilitate vendor selection.
CCG can work with the County to complete the following RFP and bid selection
activities:
1) Prepare Specifications For RFP
2) Pre -Bid Conference and Questions
• Plan pre -bid conference
• Attend pre -bid conference
• Assist with vendor questions from pre -bid conference
3) Evaluate Responses
• Develop evaluation forms for the selection committee
• Review and evaluate vendor bid responses
• Provide functional and technical advice regarding vendor proposals
• Facilitate the selection of vendors for demonstrations
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 19
Section 7 - Assumptions
1) Phase I includes up to 15 meetings with internal customers. Examples of internal
customers include department directors, managers, supervisors, and hands -on
employees.
2) Phase I and II assumes the County has adequate resources to provide a project
manager.
3) Scope changes to this proposal are billed at $125 per hour plus expenses. A
scope change may be required for new tasks that are not part of this proposal or
significant overage in resource allocation. A completed change order (Exhibit A)
will be used to track such changes.
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 20
Exhibit A — Change Request
Change Request #
Date:
Description:
Estimated Amount:
To Be Billed:
Accepted by Ken Roughen
Accepted by Pamela K. Jones
Date
Date
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 21
Exhibit B — Orange County Responsibilities
1. Make attendance at any scheduled meetings mandatory for employees.
2. Provide a designated project manager to work with CCG consultants for the
duration of the project.
3. Make office space available for CCG personnel (1 desk, phone, and electrical
outlets).
4. Provide CCG personnel with access to copy machine, telephone, and fax
machine.
5. Meet with CCG at mutually agreeable scheduled times.
6. Provide necessary County information for areas outside the County Land
Records offices, such as but not limited to, County MIS Standards.
CCG
Carolina Consulting Group
Orange County Needs Assessment for Integrated Land Records Project Page 22
Addendum 1 — Orange County Due Date Extension
C,ounly o�Orarc�e
pan¢s� JC. �ael� eLJlrec�
ADDENDUM #1
Novemberl6, 2004
RFP NUMBER 5107; NEEDS ASSESSMENT FOR REPLACEMENT OF THE CURRENT LEGACY LAND
RECORDSrrAX ASSESSORIREVENUE COLLECTOR/REGISTER OF DEEDS APPLICATION
To ail Vendors:
Modifications to bid documents for the above named RFP shall be made herein and shall be included in the
RFP amount.
1. The due date has been extended from November 17, 2004 at 5:00 pm to Tuesday
November 23, 2004 at 5:00 pm.
If you have already submitted a proposal, fax this addendum back to 919 -644 -3001. your
proposal will be held unopened until November 23, 2004.
All other terms and conditions shall remain the same.
A copy of this addendum shall be included with the bid submitted by your company. Please sign below
signifying the receipt of this addendum:
Company Name:
By:
Date Received:
P.O. Box 8181 - 129 East Wng Street, Hillsborough, North Carolina 27278
Telephones: Area Code 919- 732 -8181 - 967 -9251 - 688 -7331 - 336- 227 -2031 - Fax: 6443001
CCG
Carolina Consulting Group