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Home My WebLink About2018-218-E Register of Deeds - Courthouse Computer Systems Inc. ROD softwareDocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 [Departmental Use Only] TITLE RoD Software FY 2017 -18 NORTH CAROLINA SERVICES AGREEMENT OVER $90,000.00 RFP /RFQ ORANGE COUNTY This Services Agreement (hereinafter "Agreement "), made and entered into this 19t' day of July, 2018, ( "Effective Date ") by and between Orange County, North Carolina a political subdivision of the State of North Carolina (hereinafter, the "County ") and Courthouse Computer Systems, INC, (hereinafter, the "Provider "). WITNESSETH: That the County and Provider, for the consideration herein named, do hereby agree as follows: 1. Services a. Scope of Work. i) This Services Agreement ( "Agreement ") is for professional services to be rendered by Provider to County with respect to (insert type of project): Software License and Implementation of Register of Deeds Software. ii) By executing this Agreement, the Provider represents and agrees that Provider is qualified to perform and fully capable of performing and providing the services required or necessary under this Agreement in a fully competent, professional and timely manner. iii) Time is of the essence with respect to this Agreement. iv) The services to be performed under this Agreement consist of Basic Services, as described and designated in Section 3 hereof. Compensation to the Provider for Basic Services under this Agreement shall be as set forth herein. 2. Responsibilities of the Provider a. Services to be provided. The Provider shall provide the County with all services required in Section 3 to satisfactorily complete the Project within the time limitations set forth herein and in accordance with the highest professional standards. b. Standard of Care. i) The Provider shall exercise reasonable care and diligence in performing services under this Agreement in accordance with the highest generally accepted standards of this type of Provider practice throughout the United States and in accordance with applicable federal, state and local laws and regulations applicable to the Revised 10/17 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 performance of these services. Provider is solely responsible for the professional quality, accuracy and timely completion and/or submission of all work related to the Basic Services. ii) Provider shall be responsible for all errors or omissions of its agents, contractors, employees, or assigns in the performance of the Agreement. Provider shall correct any and all errors, omissions, discrepancies, ambiguities, mistakes or conflicts at no additional cost to the County. iii) The Provider 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. No permission for subcontracting shall create, between the County and the subcontractor, any contract or any other relationship. iv) Provider is an independent contractor of County. Any and all employees of the Provider engaged by the Provider in the performance of any work or services required of the Provider under this Agreement, shall be considered employees or agents of the Provider 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 while so engaged shall be the sole obligation and responsibility of the Provider. v) If activities related to the performance of this Agreement require specific licenses, certifications, or related credentials Provider represents that it and/or its employees, agents and subcontractors engaged in such activities possess such licenses, certifications, or credentials and that such licenses certifications, or credentials are current, active, and not in a state of suspension or revocation. 3. Basic Services a. Basic Services. i) The Provider shall perform as Basic Services the work and services described herein and as specified in the County's Request for Proposals or Request for Qualifications (the "RFP ") "RFP Number 5237 for "Register of Deeds Software" issued August 28th, 2017, and the Provider's proposal, which are fully incorporated and integrated herein by reference together with Attachments Attachment A - Courthouse Computer Systems - Software Agreement, Attachment B - Courthouse Computer Systems - Estimated Orange County Implementation Schedule, Attachment C - Courthouse Computer Systems - Annual Software Licensing and Maintenance Cost, Attachment D - Courthouse Computer Systems - Support Model and SLA, Attachment E - Courthouse Computer Systems - Certificate of Insurance (designate all attachments). In the event a term or condition in any document or attachment conflicts with a term or condition of this Agreement the term or condition in this Agreement shall control. Should such conflict arise the priority of documents shall be as follows: This Agreement, the County's RFP together with attachments, Provider's Proposal together with attachments. Revised 10/17 2 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 ii) The Basic Services will be performed by the Provider in accordance with the following schedule: (Insert task list and milestone dates) Task Milestone Date 1. Tasks and Milestones shall be as shown in Attachment C. 2. 3. 4. 5. 6. 7. 8. 9. 10. iii) Should County reasonably determine that Provider has not met the Milestone Dates established in Section 3(a)(ii), County shall notify Provider of the failure to meet the Milestone Date. The County, at its discretion may provide the Provider seven (7) days to cure the breach. County may withhold the accompanying payment without penalty until such time as Provider cures the breach. In the alternative, upon Provider's failure to meet any Milestone Date the County may modify the Milestone Date schedule. Should Provider or its representatives fail to cure the breach within seven (7) days, or fail to reasonably agree to such modified schedule, County may immediately terminate this Agreement in writing, without penalty or incurring further obligation to Provider. This section shall not be interpreted to limit the definition of breach to the failure to meet Milestone Dates. 4. Duration of Services a. Term. The term of this Agreement shall be from 7/1/2018 to 6/30/2026. b. Scheduling of Services i) The Provider shall schedule and perform its activities in a timely manner so as to meet the Milestone Dates listed in Section 3. ii) Should the County determine that the Provider is behind schedule, it may require the Provider to expedite and accelerate its efforts, including providing additional resources and working overtime, as necessary, to perform its services in accordance with the approved project schedule at no additional cost to the County. iii) The Commencement Date for the Provider's Basic Services shall be July lst, 2018. 5. Compensation a. Compensation for Basic Services. Compensation for Basic Services shall include all compensation due the Provider from the County for all services under this Agreement. The maximum amount payable for Basic Services is Seven hunderd seventy -two thousand six hundred eighty Dollars ($772,680.00 1$189,600.00 for implementation and first year of annual maintenance; Revised 10/17 3 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 thereafter for annual software license only, years 2 -5: $79,000.00 annually; years 6 -8: $89,000.00 annually }). In the event the amount stated on an invoice is disputed by the County, the County may withhold payment of all or a portion of the amount stated on an invoice until the parties resolve the dispute. Payment for Basic Services shall become due and payable in direct proportion to satisfactory services performed and work accomplished. Payments will be made as percentages of the whole as Project milestones as set out in Section 3(a)(ii) are achieved. (For example, if there are 10 Project Tasks with Milestone Dates then Provider may invoice for the first 10% of the whole upon County's acknowledgement of the satisfactory completion of Task one. Upon the County's acknowledgement that the second Task has been satisfactorily completed Provider may invoice for the next 10% of the whole.) b. Additional Services. County shall not be responsible for costs related to any services in addition to the Basic Services performed by Provider unless County requests such additional services in writing and such additional services are evidenced by a written amendment to this Agreement. 6. Responsibilities of the County a. Cooperation and Coordination. The County has designated (Mark Chilton) to act as the County's representative with respect to the Project and shall have the authority to render decisions within guidelines established by the County Manager and/or the County Board of Commissioners and shall be available during working hours as often as may be reasonably required to render decisions and to furnish information. 7. Insurance a. General Requirements. Provider shall obtain, at its sole expense, Commercial General Liability Insurance, Automobile Insurance, Workers' Compensation Insurance, and any additional insurance as may be required by County's Risk Manager as such insurance requirements are described in the Orange County Risk Transfer Policy and Orange County Minimum Insurance Coverage Requirements (each document is incorporated herein by reference and may be viewed at http: / /www.orangecountync.gov /departments /purchasing division /contracts.php.) If County's Risk Manager determines additional insurance coverage is required such additional insurance shall consist of Cyber Liability Insurance (if no additional insurance required mark N/A as being not applicable). Provider shall not commence work until such insurance is in effect and certification thereof has been received by the County's Risk Manager. 8. Indemnity a. Indemnity. The Provider agrees, without limitation, to defend, indemnify and hold harmless the County from all loss, liability, claims or expense, including attorney's fees, arising out of or related to the Project and arising from property damage or bodily injury including death to any person or persons caused in whole or in part by the negligence or misconduct of the Provider except to the extent same are caused by the negligence or willful misconduct of the County. It is the intent of this provision to require the Provider to indemnify the County to the fullest extent permitted under North Carolina law. Revised 10/17 4 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 9. Amendments to the Agreement a. Changes in Basic Services. Changes in the Basic Services and entitlement to additional compensation or a change in duration of this Agreement shall be made by a written Amendment to this Agreement executed by the County and the Provider. The Provider shall proceed to perform the Services required by the Amendment only after receiving a fully executed Amendment from the County. 10. Termination a. Termination for Convenience of the County. This Agreement may be terminated without cause by the County and for its convenience upon seven (7) days prior written notice to the Provider. b. Other Termination. The Provider may terminate this Agreement based upon the County's material breach of this Agreement; provided, the County has not taken all reasonable actions to remedy the breach. The Provider shall give the County seven (7) days' prior written notice of its intent to terminate this Agreement for cause. c. Compensation After Termination. i) In the event of termination, the Provider shall be paid that portion of the fees and expenses that it has earned to the date of termination, less any costs or expenses incurred or anticipated to be incurred by the County due to errors or omissions of the Provider. ii) Should this Agreement be terminated, the Provider shall deliver to the County within seven (7) days, at no additional cost, all deliverables including any electronic data or files relating to the Project. d. Waiver. The payment of any sums by the County under this Agreement or the failure of the County to require compliance by the Provider with any provisions of this Agreement or the waiver by the County of any breach of this Agreement shall not constitute a waiver of any claim for damages by the County for any breach of this Agreement or a waiver of any other required compliance with this Agreement. e. Suspension. County may suspend the Basic Services and this Agreement at any time for County's convenience and without penalty to County upon three (3) days' notice to Provider. Upon any suspension by County, Provider shall discontinue the Basic Services and shall not resume the Basic Services until notified to proceed by County. 11. Additional Provisions a. Limitation and Assignment. The County and the Provider each bind themselves, their successors, assigns and legal representatives to the terms of this Agreement. Neither the County nor the Provider shall assign or transfer its interest in this Agreement without the written consent of the other. Revised 10/17 5 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 b. Governing. This Agreement and the duties, responsibilities, obligations and rights of respective parties hereunder shall be governed by the laws of the State of North Carolina. c. Compliance with Laws. Provider shall at all times remain in compliance with all applicable local, state, and federal laws, rules, and regulations including but not limited to all state and federal anti - discrimination laws, policies, rules, and regulations and the Orange County Non - Discrimination Policy and Orange County Living Wage Policy (each policy is incorporated herein by reference and may be viewed at http: / /www.oran _ g cam. nc. ov�/departments /purchasing division/contracts.php.) Any violation of this requirement is a breach of this Agreement and County may immediately terminate this Agreement without further obligation on the part of the County. This paragraph is not intended to limit and does not limit the definition of breach to discrimination. By executing this Agreement Provider affirms that Provider and any subcontractors of Provider are and shall remain in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147 - 86.58. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147 - 86.81. d. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages with respect to any provision of, or the performance or non - performance of, this Agreement shall be brought in the General Court of Justice of North Carolina sitting in Orange County, North Carolina. It is agreed by the parties that no other court shall have jurisdiction or venue with respect to such suits or actions. Binding arbitration may not be initiated by either Party, however, the Parties may agree to nonbinding mediation of any dispute prior to the bringing of a suit or action. C. Entire Agreement. This Agreement, together with the RFP and its attachments and the Proposal and its attachments, represents the entire and integrated agreement between the County and the Provider and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both parties. Modifications may be evidenced by facsimile signatures. f. Severability. If any provision of this Agreement is held as a matter of law to be unenforceable, the remainder of this Agreement shall be valid and binding upon the Parties. g. Ownership of Work Product. Should Provider's performance of this Agreement generate documents, items or things that are specific to this Project such documents, items or things shall become the property of the County and may be used on any other project without additional compensation to the Provider. The use of the documents, items or things by the County or by any person or entity for any purpose other than the Project as set forth in this Agreement shall be at the full risk of the County. Revised 10/17 6 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 h. Non - Appropriation. Provider acknowledges that County is a governmental entity, and the validity of this Agreement is based upon the availability of public funding under the authority of its statutory mandate. In the event that public funds are unavailable and not appropriated for the performance of County's obligations under this Agreement, then this Agreement shall automatically expire without penalty to County immediately upon written notice to Provider of the unavailability and non - appropriation of public funds. It is expressly agreed that County shall not activate this non - appropriation provision for its convenience or to circumvent the requirements of this Agreement, but only as an emergency fiscal measure during a substantial fiscal crisis. In the event of a change in the County's statutory authority, mandate and/or mandated functions, by state and /or federal legislative or regulatory action, which adversely affects County's authority to continue its obligations under this Agreement, then this Agreement shall automatically terminate without penalty to County upon written notice to Provider of such limitation or change in County's legal authority. Signatures. This Agreement together with any amendments or modifications may be executed electronically. All electronic signatures affixed hereto evidence the consent of the Parties to utilize electronic signatures and the intent of the Parties to comply with Article I IA and Article 40 of North Carolina General Statute Chapter 66. Notices. Any notice required by this Agreement shall be in writing and delivered by certified or registered mail, return receipt requested to the following: Orange County Attention: Mark Chilton P.O. Box 8181 Hillsborough, NC 27278 [SIGNATURE PAGE TO FOLLOW] Revised 10/17 Provider's Name & Address Courthouse Computer Sys. Attn: President 50101 Governors's Drive Suite 130 Chapel Hill, NC 27517 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have hereunder set their hands and seal, all as of the day and year first above written. ORANGE COUNTY: E6, ocuSigned by: 7/10/2018 By' 379946755E477 . Bonnie Hammersley, County Manager Revised 10/17 PROVIDER: DocuSigned by: 9G� t t 7/10/2018 C18�.4A ?5C1DE415... Charlie Roederer, President DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Attachment A - Courthouse Computer Systems - Software Agreement Courthouse Computer Systems — Software as a Service Agreement AGREEMENT made by and between Courthouse Computer Systems, Inc., ( "Licensor ") and Orange County, North Carolina a political subdivision of the State of North Carolina ( "Licensee "). The "Agreement" covers data conversion, licensing, software support and website maintenance for a contract period of July 1St 2018 through June 30th 2023 as outlined below: 1. Definitions 1.1. "Designated Environment" means the computer equipment currently in place in the office 1.2. "Error" means a material failure of the Software to function in conformity with the Specifications 1.3. "Licensed Copies" means the number of copies of the Software being licensed to the Licensee 1.4. "Location(s)" means the Licensee office at Gateway Center, 228 South Churton Street, Hillsborough, NC 27278 1.5. "Office" means the Orange County Register of Deeds office. 1.6. "Software" refers to any of the supported software modules defined in section two of this Agreement. 2. Software Modules Included 1. Fee Collection and Document Recording 2. Document Indexing 3. Document Imaging 4. Public Inquiry 5. Online Inquiry (Web) 6. Fee Reporting 7. Marriage License Issuance 8. Online Marriage License and Marriage Kiosk 9. Vital Statistics Indexing and Imaging 10. Historical Document Scanning 11. Backup and Conversion Protection 12. Fraud Detection Notification Service 13. Image Redaction and Image Cleanup 3. Services Provided by Licensor 1. Data Conversion — The Licensor will convert all existing TIFF document images and indexing data extracted from the systems currently in use. 2. Telephone Support - The Licensor will provide telephone numbers that can be used as needed by the Licensee for assistance regarding the supported Software Modules and services. Telephone support is available during normal business hours (8:OOAM to S:OOPM Monday through Friday). Licensor responds to all telephone support issues based upon the criticality of the issue, COOU SE DSYSTEMS Page 1 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 with systems that are completely non - functional receiving highest priority. Licensor endeavors, but does not guarantee, to respond to all non - critical issues within one business day. 3. Remote Support — Licensor will provide remote on -line support for the software modules through direct broadband connectivity provided by the Licensee. Remote online support allows the Licensor to perform system troubleshooting and make certain updates or configuration changes more quickly. 4. Licensor will maintain the software in compliance with the existing North Carolina Standards for Indexing Real- Property Documents, effective July 1St, 2012, as the same may be amended or replaced during the contract period. 5. Additional Services — The Licensor is available to provide additional services as needed at separately negotiated rates that are not included within the terms of this Agreement. These services include, but are not limited to, historical document indexing, automated detection and redaction of sensitive information such as Social Security and driver's license numbers from documents, Image Shield file versioning and recovery, document scanning, and software customization. 4. Licensee Responsibilities 1. Licensee shall allow Licensor to possess a master administrative password allowing access to the Software and Licensee's system as is necessary to complete Licensor's responsibilities under this Agreement. 2. Licensee shall periodically complete a total backup of all databases maintained by the office. 3. Licensee shall permit free and full access, including secure remote access, to the system as is necessary for Licensor to provide service. 4. Licensee shall provide equipment that is dependable and sufficient to meet the needs of the office. 5. Licensee shall provide remote connectivity so that Licensor can securely connect to the network and access individual machines in the Register of Deeds office to provide support. 5. Loaner Equipment 1. During the installation of software in the office, the Licensor may loan computer equipment to assist in the transition. All equipment provided by the Licensor remains the property of the Licensor. Any loaner equipment provided by the Licensor will be done so free of charge. 6. Software License Licensor grants Licensee a non - exclusive, non - transferable license to use up to sixteen copies of the CCS Workstation Software and Documentation solely for its internal operations at the Location and on the Designated Environment for the term of this Agreement. Licensor grants Licensee a non - exclusive, non - transferable license for unlimited copies of the CCS Search Software and Documentation solely for its internal operations at the Location and on the Designated Environment for the term of this COOU SE SYSTEMS Page 2 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Agreement. All Software and Documentation remains the property of the Licensor. Licensee agrees to not make unauthorized copies of the Software and Documentation. Licensee maintains full and irrevocable rights to data and images maintained within the system. Licensee has the authority to convert this data to a different system at the Licensee's sole discretion. 7. Proprietary Rights Licensee acknowledges and agrees that the copyright, patent, trade secret, and all other intellectual property rights of whatever nature in the Software or Documentation are and shall remain the property of the Licensor, and nothing in this Agreement should be construed as transferring any aspect of such rights to the Licensee. 8. Confidentiality 8.1 Confidential Information "Confidential Information ", shall mean the Software and associated Documentation. Licensee acknowledges the confidential and proprietary nature of the Confidential Information and agrees that, subject to the North Carolina public records laws, it shall not reveal or disclose any Confidential Information for any purpose to any other person, firm, corporation, or other entity, other than office or county employees with a need to know such confidential information to perform employment responsibilities consistent with Licensee's rights under this Agreement. Licensee shall safeguard and protect the Confidential Information from theft, piracy, or unauthorized access in a manner at least consistent with the protections Licensee uses to protect its own most confidential information. Should the Licensee receive a request for information concerning the Software or Documentation, the Licensee shall notify the Licensor. Should any request seek information which the Licensor believes is "Confidential Information" but which the Licensee in good faith believes is a public record under North Carolina law, the Licensor shall have the right to defend any action brought against the Licensee seeking disclosure of such information. 8.2 Unauthorized Disclosure Licensee shall notify Licensor immediately upon discovery of any prohibited use or disclosure of Confidential Information, or any other breach of confidentiality and shall fully cooperate with the efforts of Licensor to regain possession of the Confidential Information and to prevent the further prohibited use or disclosure of the Confidential Information. 9. Warranty 9.1 Operation Licensor represents to Licensee that: (1) during the Agreement Period, the Software shall operate without any Errors; and (2) upon notification to Licensor during the Agreement Period of any errors, Licensor will, during its normal COOU SE SYSTEMS Page 3 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 business hours and at no cost to Licensee, use reasonable efforts to correct such Errors which are reproducible and verifiable by Licensor. 10. Price For the Software License, Implementation Services, and Software Maintenance Services outlined in this Agreement, Licensee agrees to pay Licensor an annual subscription fee of $79,000 and no cents. Support fees regarding the Courthouse Computer Systems eRecording Portal are billed directly to the eRecording submission vendor and are not the responsibility of the Licensee. The Licensor agrees that the software licensing and monthly maintenance and support fee for the services outlined in this Agreement will not increase for the duration of the Agreement. 11. Optional Additional Services 11.1 Customization Additional time allotments for software customization are available on a time and materials basis of $125 per hour. 12. Term and Termination of Agreement 12.1 Termination and Remedy Licensee may terminate the Agreement without prejudice to any other remedy Licensee may have, in the event of any material breach of this Agreement which is not remedied within thirty days of Licensee's notice to Licensor of the breach and Licensee's intent to terminate the License. Termination shall not relieve Licensee's obligation to pay all amounts that are already accrued and owing or which Licensee has agreed to pay. 12.2 Breach The Licensor may terminate this Agreement, without prejudice to any other remedy Licensor may have, immediately without further obligation to Licensee, in the event of any breach by Licensee, which cannot be remedied within thirty days of Licensor's notice to Licensee of the breach and Licensor's intent to terminate the License. 12.3 Cessation of Use Upon Termination of this Agreement, Licensee will cease using the Software and Documentation and return all copies of the Software, Documentation, and all other Confidential Information in its possession or destroy all copies of such materials residing in computer memory. Licensor shall be entitled to enter the Location(s) to repossess any Software, Documentation, and any other Confidential Information. Licensee shall, within ten days from the effective date of termination, certify in writing that all copies of the Software and Documentation have been returned, deleted, and destroyed. COOU SE SYSTEMS Page 4 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 12.4 Non - Appropriation Licensor acknowledges that Licensee is a governmental entity, and the contract validity is based upon the availability of public funding under the authority of its statutory mandate. In the event that public funds are unavailable and not appropriated for the performance of Licensee's obligations under this contract, then this contract shall automatically expire without penalty to Licensee thirty (30) days after written notice to Licensor of the unavailability and non - appropriation of public funds. It is expressly agreed that Licensee shall not activate this non - appropriation provision for its convenience or to circumvent the requirements of this contract. In the event of a change in the Licensee's statutory authority, mandate and mandated functions, by state and federal legislative or regulatory action, which adversely affects Licensee's authority to continue its obligations under this contract, then this contract shall automatically terminate without penalty to Licensee upon written notice to Licensor of such limitation or change in Licensee's legal authority 13. Renewal This Agreement will renew automatically for subsequent terms of one year at an annual cost of $89,000 to cover both software licensing and software maintenance. Licensor shall notify Licensee sixty days in advance of the renewal date of any changes to the Agreement. Acceptance will be assumed if the Licensee does not notify Licensor at least thirty days prior to the renewal date. The table below shows the cost schedule for both the initial 5 -year term and subsequent annual terms for years 6 -8 if this agreement is automatically renewed. Annual License and Maintenance Costs Year I - $79,000 Year 2 - $79,000 Year 3 - $79,000 Year 4 - $79,000 Year 5 - $79,000 Year 6 - $89,000 Year 7 - $89,000 Year 8 - $89,000 14. Validity If any part of this Agreement is held to be illegal or unenforceable, the validity or enforceability of the remainder of this Agreement shall not be affected. 15. Survival Sections 6, 7, and 8 shall survive the termination of this Agreement for any reason. COOU SE SYSTEMS Page 5 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 16. Choice of Law and Jurisdiction This Agreement shall be governed by and interpreted in accordance with North Carolina law, without any consideration of its rules governing conflicts of law; and both parties agree that exclusive venue for any action, whether at law or in equity, shall be in a court of competent jurisdiction in North Carolina. 17. Iran Divesture Certification Licensor certifies that: (i) Licensor is not listed on the Iran Divestment List created by the State Treasurer pursuant to N.C.G.S. § 147 -86.58 (the "Final Divestment List "), and (ii) Licensor will not utilize any subcontractor performing work under this Agreement which is listed on the Final Divestment List. The Final Divestment List can be found on the State Treasurer's website at the address www.nctreasurer.com/Iran and should be updated every 180 days. 18. E- Verify Licensor shall comply with the requirements of Article 2 of Chapter 64 of the General Statutes. Further, if Licensor utilizes a subcontractor, Licensor shall require the subcontractor to comply with the requirements of Article 2 of Chapter 64 of the North Carolina General Statutes. 19. Entire Agreement This Agreement and its schedules and Addendums comprise the entire Agreement between the parties for licensing and support and is not subject to change or modification except by written Agreement signed by both parties. LICENSOR: LICENSEE: Signature Signature Name Title Name Title Date Date This instrument has been pre - audited in the manner required by the Local Government Budget and Fiscal Control Act. COOU SE DSYSTEMS Page 6 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Person Orange County Officer Date C COURTHOUSE SYSTEMS Page 7 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Attachment B - Courthouse Computer Systems - Estimated Orange County Implementation Schedule Orange ROD - Anticipated Project Implementation Schedule for RFP 5237 Task Resource Timeframe or Milestone Date Project Kick -Off meeting ALL 6/20/2018 Granicus Data Provided to Courthouse Computer Systems IT 6/20/2018 Instances of Multiple PIN sheets requiring Administrative Notices Turned Over for Data Entry by CCS ROD 6/20/2018 Implementation Questionaire Completed (Used as Basis for System Setup) ALL 6/20/2018 / 6/27/2018 Detailed Requirements Gathering for PIN /GIS Integration CCS and ROD 6/20/2018 - 6/27/2018 Initial Process Workflow Analysis CCS and ROD 6/20/2018 - 6/27/2018 Granicus Data Conversion - Phasel CCS 6/27/2018 - 8/31/2018 Software Modification / System Integration CCS 6/27/2018 - 8/31/2018 ROD Server Environment Created IT 8/24/2018 ROD Training Computer Installed IT 8/24/2018 ROD Test Environment Created CCS 8/24/2018 Historical Index Data Turned Over for Conversion ROD 8/15/2018 Slave Records Turned Over for Conversion ROD 8/15/2018 Corporate Charter Data Turned Over for Conversion ROD 8/15/2018 Converted Granicus Data Loaded into Test Environment for Initial ROD Review CCS 8/31/2018 Software Configuration CCS 8/27/2018 - 9/15/2018 Department Head Training & Final Process Workflow Analysis CCS and ROD 8/27/2018 - 8/30/2018 Granicus Data Conversion - Phase2 (if necessary) CCS 9/3/2018 - 9/21/2018 PIN /GIS Integration Testing ALL 9/14/2018 - 10/1/2018 Granicus Initial Data Conversion Verified CCS and ROD 10/1/2018 Financial Reporting Customization Verified CCS and ROD 10/15/2018 Administrative Notices for Multiple PIN Sheets Created, Historical Index and Assumed Name Index Loaded into Test Environment for Review CCS 11/12/2018 eRecording Integration Testing Complete CCS and ROD 11/19/2018 All Other Historical Data Converted and Loaded For Testing CCS 11/19/2018 2nd Cut of Granicus Data Turned Over for Reconversion Testing IT 11/19/2018 Software Installed onto Client Computers CCS 11/12/2018 - 11/16 -2018 End User Training CCS 11/26/2018 - 11/29/2018 Final Abstract of Granicus Data Turned Over IT 11/30/2018 Final Data Conversion, Data Staging, and Implementation Tasks CCS 12/1/2018 - 12/2/2018 Software Go -Live JALL 1 12/3/2018 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Attachment C - Courthouse Computer Systems - Annual Software Licensing and Maintenance Cost Register of Deeds Software Courthouse Computer Systems Projected Annual Software Licensing and Maintenance Cost Year 1 - $79,000 Year 2 - $79,000 Year 3 - $79,000 Year 4 - $79,000 Year 5 - $79,000 Year 6 - $89,000 Year 7 - $89,000 Year 8 - $89,000 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Attachment D - Courthouse Computer Systems - Quote :)SYSTEMS COURTHOUSE COMPUTER 50101 Governor's Drive Suite 130 Chapel Hill, NC 27517 1- 855 - COURT -IT TO Mark Chilton Orange County Register of Deeds P O Box 8181 Hillsborough, NC 27278 QUOTE QUOTE # 2015 DATE 5/17/2018 FOR RFP 5327 Implementation and Year 1 Maintenance Description Interface Development of CCS Software per the RFP 5327 Project Cost Matrix Accounting Integration for General Ledger and Credit Cards per the RFP 5327 Project Cost Matrix (estimated) Conversion Assistance to migrate onto the CSC Platform per the RFP 5327 Project Cost Matrix Year 1 Software Licensing and Support Total Make all checks payable to Courthouse Computer Systems, Inc. Payment is due within 30 days of project implementation If you have any questions concerning this quote contact Charlie Roederer 1 919- 632 -9360 charlie @CourthouseComputerSystems.com THANK YOU _ Amount $44,800.00 $27,500.00 $38,380.00 $79,000.00 $189,680.00 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Attachment E - Courthouse Computer Systems - Support Model and SLA Courthouse Computer Systems — Support Model Courthouse Computer Systems provides ongoing support for all of the systems it deploys. Maintenance is performed through onsite support, remote access support, telephone support, email /website support, and online chat. Courthouse Computer Systems prides itself on its customer centric policies that ensure that any issues are promptly addressed. Normal support hours are 8:00 — 5:00 EST Monday through Friday. Support provided outside of these hours will not incur any additional charges. In the event of an emergency, Courthouse Computer Systems can be contacted 24/7. We respond to requests based upon criticality, but endeavor to give each issue immediate attention. Customer Support Objective When a customer initiates a telephone support call we will answer immediately with a trained support staff member who will understand the issue being experienced. Whomever answers the call will know the customer by name and will have had a face -to -face meeting with the customer before. He /she will be able to decide quickly if it is a matter they can resolve or whether the request needs to be escalated to another team member or a software engineer. Customer Support Process Critical Issues — Contact Courthouse Computer Systems via the toll -free hotline (1- 855 - Court -IT). Calls to this hotline are immediately answered by a technical support specialist, unless all specialists are actively assisting other customers. In the event a specialist in unavailable, calls are answered by a call coordinator who is responsible for documenting the issue, assessing the severity of the issue, and routing the issue to the appropriate support specialist or development team member. Depending upon the severity of the issue, technical support specialists will be interrupted in the work they are performing to be redirected onto high priority items. 80% of calls are answered directly by technical support specialists, while 20% of calls are answered by call coordinators. Non - critical Issues — Contact Courthouse Computer Systems via the Support @CourthouseComputerSystems.com email address or the support hotline. The support address is actively monitored throughout the day and checked at a minimum of once per hour during business hours. C CCb�UR7Fi ?USE MPU7 R sYSTEMs DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Service Level Agreement Courthouse Computer Systems provides a Service Level Agreement (SLA) as part of our commitment to providing exemplary customer support. The SLA establishes response times and resolution times based upon severity level. Severity Description Response Temporary Resolution Resolution 1 Production use of the Immediate Best effort until 0 -2 days (High) software is stopped or fixed or a suitable severely impacted such that workaround is the office cannot function provided. Regular and no circumvention status updates procedures are available provided every 4 h rs. 2 Production use of the 0 -4 hrs Best effort to fix 0 -5 days (Med- software is severely or improve upon high) impacted, but a workaround available is available workaround. Status updates provided daily. 3 Loss of use of non - essential 0 -1 day Fix or suitable 0 -25 days (Med) functionality with minimal workaround impact to office workflow provided within 5 including problems isolated business days. to one machine 4 General requests or inquiries 0 -3 days Fix or suitable 0 -25 days (Low) not impacting overall office workaround function provided within 25 business days. Escalation Management Our escalation management system provides careful monitoring of situations that require increased awareness and immediate action. Items can be escalated when the Courthouse Computer Systems support team feels as though they will be unable to resolve the issue or likely to exceed the SLA timeline. Items can be escalated by the customer in order to bring focused management attention to critical issues. uaP� use s"'rfs a 2 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Who Can Contact Support? =1 ME* Any member of the Register of Deeds staff or the County IT Department is welcome to contact support. Courthouse Computer Systems expects that the county will provide primary contact(s) to receive notifications regarding software maintenance and issue resolution. C COURTHOUSE SYSTEMS DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 A1111haR" CERTIFICATE OF LIABILITY INSURANCE DATE (MMIDWYYYY) 05/16/2018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: PHONE FAX (AIC, No Ext); 855) 865 -0768 -(A/C, NO: 866- 828 -2424 EACH OCCURRENCE FIRST CITIZENS INS SERVICE 4300 SIX FORKS ROAD E-MAIL ss: Certificate @Hanover.com INSU RER(S) AFFORDING COVERAGE NAIC# PO BOX 29611 MAIL CD INS01 RALEIGH, NC 27626 INSURERA: Massachusetts Bay Ins Co 22306 INSURED INSURER B: INSURER C : $ 1,000,000 COURTHOUSE COMPUTER SYSTEMS 03/01/2018 03/01/2019 INSURER D: $ 2,000,000 30085 BRITT INSURER E: CHAPEL HILL NC 27517 INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR 'ADDL SUER TYPEOFINSURANCE POLICYNUMBER POLICY EFF MMIDD1YY YY) POLICY EXP JMMIDDIYYYYJ LIMITS X I COMMERCIAL GENERAL LIABILITY 9W iLX EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE ! x OCCUR DAMAGETORENTED PREMISESIEa oxurrence) S 300,000 MED F_XP (Any one person) $ 5,000 PERSONAL aADVINJURY $ 1,000,000 A N N OD6 9872296 05 03/01/2018 03/01/2019 GENERAL AGGREGATE $ 2,000,000 GENU AGGREGATE LIMIT APPLIES PER . POLICY a LOC JECT PRO- [X] PRODUCTS - COMPIOP AGG $ 2,000,000 $ OTHER: AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident $ 1 �� BODILY INJURY (Per person) $ ANY AUTO A OWNED SCHEDULED AUTOS ONLY AUTOS Fx of N OD6 987229605 03/01/2018 03/0112019 BODILY INJURY (Per accident) $ PROPERTY DAMAGE Per accident $ HIRED NON -OWNED X AUTOS ONLY AUTOS ONLY —.. $ UMBRELLA LIAB OCCUR _ EACH OCCURRENCE $ EXCESS LIAB CLAIMSMADE AGGREGATE $ DED I RETENTIONS $ A WORKERS COMPENSATION AND EMPLOYERS LIABILITY Y❑ OF IG RWEMB R EXCLUDE[)? IMandatory in NH) NIA NIA N WD6987228506 03/01/2018 03/01/2019 /PER OTH- X STATUTE ER E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E . DISEASE - POLICY LIMIT $ 1,000,000 A Cyber Liability N N OD6 9872296 05 03/01/2018 03/01/2019 $25,000 AGGREGATE /$5,000 DEDUCTI DESCRIPTION OF OPERATIONS! LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached if more space is required) CERTIFICATE HOLDER CANCELLATION ©1988 -2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. ORANGE COUNTY REGISTER OF DEEDS AUTHORIZED REPRESENTATIVE 228 S. CHURTON STREET HILLSBOROUGH, NC 27278im�AUa. 9W iLX ©1988 -2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 �1 COURCOM -01 JNORMAN '44C'"J?" CERTIFICATE OF LIABILITY INSURANCE DATE 7 /02 /2018 ) 7/02/2018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: PHONE FAX (A/C, No, Ext): (888) 322 -4678 (A/C, No):(919) 716 -2226 First Citizens Insurance Services 8510 Colonnade Center Drive 5th Floor PO Box 29611 ADDRESS: insurance @firStcitizenS.COm Raleigh, NC 27615 INSURERS AFFORDING COVERAGE NAIC # INSURER A: Travelers Casualty Insurance Company Of America 19046 INSURED INSURER B: Massachusetts Bay Insurance Co 22306 INSURER C: $ Courthouse Computer Systems Inc INSURER D: PERSONAL & ADV INJURY 30085 Britt Chapel Hill, NC 27517 INSURER E GENERAL AGGREGATE INSURER F: PRODUCTS - COMP /OP AGG $ 2,000,000 COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF MM /DD/YYW POLICY EXP MM/DD /YYYY LIMITS A COMMERCIAL GENERAL LIABILITY CLAIMS -MADE DWI Ai OCCUR Cyber Liability ZPL21 P13614 07/01/2018 07/01/2019 EACH OCCURRENCE $ 2,000,000 DAMAGE TO RENTED PREMISES Ea occurrence $ X MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: POLICY El PE� El LOC OTHER: GENERAL AGGREGATE $ 2,000,000 PRODUCTS - COMP /OP AGG $ 2,000,000 REVENUE $ 2,100,000 A AUTOMOBILE LIABILITY ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS HIRED NON -OWNED AUTOS ONLY AUTOS ONLY COMBINED SINGLE LIMIT Ea accident $ BODILY INJURY Per person) $ BODILY INJURY Per accident $ PROPERTY DAMAGE Per accident) $ $ UMBRELLA LIAB EXCESS LIAB OCCUR CLAIMS -MADE EACH OCCURRENCE $ AGGREGATE $ DED RETENTION $ $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y/N PROPRIETOR ANY OFFICER /MEM ER/EXCLUDED? ECUTIVE ❑ (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below NIA WD69872285 03/01/2018 03/01/2019 PER OTH- STATUTE ER E.L. EACH ACCIDENT 1,000,000 $ E.L. DISEASE - EA EMPLOYEE $ 1,000,000 E.L. DISEASE - POLICY LIMIT 1,000,000 $ DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Orange County Register of Deeds 228 S. Churton Street Hillsborough, NC 27278 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988 -2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 COURCOM -01 JNORMAN r .144c"M" CERTIFICATE OF LIABILITY INSURANCE DATE(MM /DD/YYYY) 07/02/2018 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: PHONE -4678 FAX (A/C, No, Ext): ( ggg ) (A/C, No): (919) 716 -2226 First Citizens Insurance Services 8510 Colonnade Center Drive 5th Floor PO Box 29611 ADDRESS: insurance @firstcitizens.com Raleigh, NC 27615 INSURER (S) AFFORDING COVERAGE NAIC # INSURER A: Massachusetts Bay Insurance Co 22306 INSURED INSURER B: INSURER C: $ 5,000 Courthouse Computer Systems Inc INSURER D: PERSONAL & ADV INJURY 30085 Britt Chapel Hill, NC 27517 INSURER E AGGREGATE LIMIT APPLIES PER: JECT PRO - POLICY El PRO- [::] LOC OTHER: INSURER F: $ 2,000,000 PRODUCTS - COMP /OP AGG COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF MM /DD/YYYY POLICY EXP MM /DD /YYYY LIMITS A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE d OCCUR OD69872296 03/01/2018 03/01/2019 EACH OCCURRENCE $ 1,000,000 DAMAGE TO RENTED PREMISES Ea occurrence $ MED EXP (Any one person) $ 5,000 PERSONAL & ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: JECT PRO - POLICY El PRO- [::] LOC OTHER: GENERAL AGGREGATE $ 2,000,000 PRODUCTS - COMP /OP AGG $ 2,000,000 $ AUTOMOBILE LIABILITY ANY AUTO OWNED SCHEDULED AUTOS ONLY AUTOS HIRED NON -OWNED AUTOS ONLY AUTOS ONLY COMBINED SINGLE LIMIT Ea accident $ BODILY INJURY Per person) $ BODILY INJURY Per accident $ PROPERTY DAMAGE Per accident $ UMBRELLA LIAB EXCESS LIAB OCCUR CLAIMS -MADE EACH OCCURRENCE $ AGGREGATE $ DIED RETENTION $ $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N PROPRIETOR ANY OFFICER /MEM ER/ EXCLUDEDXECUTIVE ❑ (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below N/A PER OTH- STATUTE ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ E.L. DISEASE - POLICY LIMIT $ DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION ACORD 25 (2016/03) ©1988 -2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Orange Count Register of Deeds 9 Y g THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 228 S. Churton Street Hillsborough, NC 27278 AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) ©1988 -2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 COURTHOUSE :)SY�STEMS R 1. 888.403.2710. 50101 Governors Drive Suite 130 Chapel Hill, NC • www .CourthouseComputerSystems.com RESPONSE TO ORANGE COUNTY NORTH CAROLINA REGISTER OF DEEDS OFFICE REQUEST FOR PROPOSALS #5237 REGISTER OF DEEDS SOFTWARE October 2 d,2017 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Table of Contents Executive Summary Understanding Project Objectives Specific Response Requirements Response to Section 7 Integrations Interfaces Orange County Living Wage Contractor Policy Disclosures And Contractual Requirements Examples Execution of Proposal E- Verify Affidavit Iran Divestment Act Appendix A — J, L Appendix 1— Sample User Documentation Appendix 2 — Sample Contract s ' TERusE 4 32 33 33 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Executive Summary Courthouse Computer Systems firmly believes that we are responding to this Request for Proposal with an offering of both the best system and the best software support available. We are acutely aware of the support problems the Orange County Register of Deeds office has experienced with its current system and assure you that those problems will not continue. Our Chapel Hill, NC based corporate headquarters provides us with the unique capability of being able to offer both remote and daily onsite service to the Hillsborough office. Our company is completely focused on meeting the needs of Register of Deeds offices. We do not have a variety of different business lines catering to different markets. We care about the Register of Deeds offices that we serve and partner with them post - implementation more than any other vendor. We share your vision to utilize advanced technology to streamline workflows and make public information more easily accessible. We pledge to be responsive to the current and future needs of the office. We will embrace the opportunity to customize and modify our software to ensure that it automates the Register of Deeds office in a way that no other system will. Our company size and structure makes us nimble and well suited to serve Orange County. Our software is regularly updated with both mandated changes and feature requests. As an example of our agility, when the requirements for issuing same sex marriage licenses were announced on Sunday, 10/12/2014, Courthouse Computer Systems began the roll -out of the necessary changes on 10/13/2014 and had the upgrades fully deployed in all of our county offices on 10/14/2014. More recently, Courthouse Computer Systems was selected by the NC Secretary of State's office to be the initial vendor to test system integration for the Assumed Business Name Statewide Database Project that is set to launch December 1, 2017. This project will use web services to automatically transfer assumed name recordings to the Secretary of State's office on a daily basis. In the 10 years we have performed more data conversions to migrate North Carolina Register of Deeds offices onto our software platform than all other vendors combined. Of the 20 most recent Register of Deeds office system conversions in North Carolina, 17 of them have involved counties switching systems and choosing to implement Courthouse Computer Systems. Our company president, Charlie Roederer is regarded as a thought leader amongst the Register of Deeds community and is often consulted by both the North Carolina Association of Register of Deeds (NCARD) leadership as well as state agencies to answer questions regarding the technological impact of proposed changes for Register of Deeds offices. If you have any questions or concerns about any part of our proposal please do not hesitate to contact us. We are open minded and will make adjustments in our proposal to meet the needs of the office. In short, we will do whatever it takes to ensure that our system is the best solution for Orange County. 4 s ' TER SE DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 UNDERSTANDING OF PROJECT OBJECTIVES Courthouse Computer Systems has a keen understanding of the objectives of this project. The Register of Deeds office is in need of a set of modern software solutions to improve office workflow and increase productivity, integrate information with other departments, and better serve the needs of public. Courthouse Computer Systems has extensive experience meeting these objectives in other Register of Deeds offices across the state. Courthouse Computer Systems is a customer - oriented technology company dedicated to serving county government by providing solutions that improve office efficiency, stability, and accuracy. We partner with our customers to provide economically justifiable solutions that are individually tailored to their unique needs. Our software solutions and professional services streamline office workflow and increase accessibility to public information. EXCEPTIONS TAKEN TO ANY RFP REQUIREMENTS No Exceptions are taken. 4. SPECIFIC RESPONSE REQUIREMENTS PROGRAMMING LANGUAGES Please provide information on all programming languages used for each required application. Core business logic for the Courthouse Computer Systems software modules is developed using the Microsoft .NET Framework. Currently, we predominantly use the .NET Framework 4.5.1. We have experience with all previous versions of the Framework. Courthouse Computer Systems has extensive knowledge and experience in the following programming languages - C# 5.0 (part of the 4.5 framework) - Microsoft Visual Basic .NET Courthouse Computer Systems encourages new modules, services and solutions to be developed in C# 5.0 Web technologies — Courthouse Computer Systems has implemented the following main stream web technologies in our BUI applications. - ASP.NET Webforms - ASP.NET MVC (including API Services) - Classic ASP.NET - JavaScript - jQuery Ajax 5Y5TE S ERsE DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 PowerShell - Initially this was a Windows only component, but since August 2016 it was made open- source and cross - platform. PowerShell is a command -line shell and scripting language built on the NET framework. It is a task automation and configuration management tool utilized for swift and accurate deployments / upgrades / roll -outs within internal controlled environments and external environments. Iog4Net - This is a logging solution that was a port of the popular Apache Iog4jT1. The code behind it was JAVA, but it was ported to the Microsoft .NET Framework in February 2004. Courthouse Computer Systems, as a standard, utilizes this industry recognized leading logging solution in all applications. OPERATING SYSTEMS Please provide a description of the server and desktop operating systems used by your products. Our products run on standard Microsoft Windows server and workstation operating systems. We are currently deployed on Windows Server 2008, Windows Server 2008 R2, Windows Server 2012, Windows Server 2012 R2, Windows Server 2016 as well as Windows 7, Windows 8.1, and Windows 10. DATABASE The County expects the information system to be based on a very stable and flexible relational database standard. The County prefers MS SQL. Please briefly describe the relational database platforms available in the use of your products. Courthouse Computer Systems has experience deploying on numerous Relational Database Management Systems (RDBMS). Deploying onto a MS SQL database environment is certainly an option as our system was purposefully designed to be database agnostic. However, our typical deployment utilizes the MySQL database engine and standard ODBC connectivity. MySQL is a high - performance yet open source relational database. MySQL is free of charge and reduces database costs for business - critical applications by as much as 90 percent for organizations such as Google, Yahoo, YouTube, Wikipedia, and NASA. Courthouse Computer Systems has extensive experience deploying MySQL on the Windows Server operating system to maximize the speed and stability of software applications. The MySQL database product is currently being used to support the searchable images of Old Index Books in the Orange County Register of Deeds Office. USER INTERFACE CONFIGURATIONS The County desires to move forward with advancing technologies and therefore prefers a thin - client architecture or browser user interface (BUI). Screen- scraper technology configurations will not be considered. Please describe your client architecture. 6 s ' TER DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Depending upon the software module the client architecture is either a browser user interface (BUI) or client- server based. When designing our systems we actively consider which architecture model makes the most sense for the product. Our typical preference is to use a BUI whenever possible, however we have found that many back - office functions can be more feature rich or user friendly when they are deployed in a traditional .exe client. For example, our core CCS Workstation product for recording documents, scanning documents, indexing documents, etc. employs a traditional client- server architecture. However, all of our software modules that are accessed by members of the public are provided via a BUI. Regardless as to whether the functionality is accessed by the public from within the Register of Deeds office or remotely, a BUI is always used. Example applications using this framework are public search functionality, public pay to print functionality, certified copy request functionality, and marriage license request functionality. Additionally, several of our software modules that are not intended for the public also utilize a BUI. These applications include our "Image Shield" disaster recovery system and the "Record Time Machine" historical indexing module. REPORTING CAPABILITIES Please provide information on overall system /solution reporting capabilities (e.g., canned reports, Ad Hoc reporting, executive dashboard, etc.). Our software modules employ a large number of canned reports to format and distribute financial information, index information, document information, performance information, and security information. As part of any implementation we are always willing to expand our reports to meet the specific needs of an office. Many of our existing reports are deliberately designed to be very customizable without requiring software code updates and redeployments. All of our reports can be printed or previewed and some reports have the option to download as Microsoft Excel files. An executive dashboard is integrated into our application to concisely and graphically display the overall "status" of the office for the day. Ad Hoc reporting by the Register of Deeds office or IT Department is possible using GUI driven 3rd party tools such as SAP Crystal Reports, Pentaho, or Simple Reports to create custom reports on- demand. DOCUMENT MANAGEMENT CAPABILITIES Please provide information on your document management capabilities and options, including integration to third -party EDMS solutions. Please provide information on all EDMS solutions with which your product can interface. 7 COURTHOUSE C�jiP3�ITER SY55 NS DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 The system we are proposing utilizes a custom created EDMS specifically designed for Register of Deeds offices. Key features of our system include: - Document Entry - Document Indexing - Document Search - Document Processing - Workflow Automation - Document Security - Reporting - User Dashboard Additional capabilities include file versioning, file access, sensitive information redacting, sensitive information tracking, and file auditing. None of our existing implementations have chosen to integrate our software with a third -party EDMS solution, but Courthouse Computer Systems is always willing to consider that possibility. SHAREPOINT INTEGRATION /FUNCTIONALITY Please provide information regarding any integration, functionality or direction that your company has or is pursuing related to SharePoint. Courthouse Computer Systems software is not currently integrated with SharePoint, although that is certainly a possibility that has been discussed by our organization. Our current perspective is that integration with SharePoint would not provide advantages beyond what currently exist in our applications. If Orange county has a well- defined goal for integration with SharePoint we will certainly meet this expectation. WORKFLOW CAPABILITIES Please provide information on your solution's workflow capabilities. Describe the integration level with all systems. If you have no workflow capabilities, please indicate. The system proposed for the Orange County Register of Deeds office offers advanced single - document workflow capabilities. Unlike other systems that force documents to be manually combined into batches for processing, our system allows each individual document to be routed through the system. Users responsible for individual workflow tasks are automatically presented with the next document available to them in the workflow queue. The system checks against a list of permissions and restrictions prior to routing a document to ensure a particular user is approved to perform the requested action on a document. Every user has access to a dashboard that automatically refreshes to constantly show the workflow tasks completed for each document in the system. The system also maintains and displays which user is currently in the middle of completing a particular workflow process on a RAN ER5E DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 document. Multiple users can work on the same workflow task simultaneously since the system tracks the status of each document and automatically presents each user with the next available document for processing. These advanced workflow capabilities apply to both land and vital records and can be applied to the processing of both backfile or current documents. Other workflow capabilities in the system that are worth mentioning include: • Workflows are configurable and tailored to meet the needs of each office. • Optional pre- indexing of a document at time of recording. • Complex documents can be prohibited from entering the workflow queue of less experienced indexing personnel based upon document type. • "Quick Cashiering" through the direct linking to cashiering from other workflows in the system. For example, when a marriage license is issued and the final copies are printed the cashiering screen can automatically be displayed with pre - populated fee information. "Quick Cashiering" also greatly reduces the processing time on issuing certified copies of vital records. As the certified copies are being sent to the printer the user is inserted into the cashiering workflow with fee information for the transactions already added to the receipt. APPLICATION SECURITY Please describe application, module and user security features /capabilities. Indicate any special security features (e.g., user security, function security, file security, field level security, etc.) provided by the software. Courthouse Computer Systems software includes numerous security features to safe guard both financial transactions and permanent record information. We offer both individual and role based security and most processes are setup such that individual users can be allowed or prevented from executing a particular action. We have also built in numerous auditing functions. If saved receipt transactions are edited or voided a reason code has to be entered and a second witness is required to also authenticate the transaction. If permanent index records are modified an audit log posts the field that was changed, who made the change, when the change was made, the value prior to the change, and the current value. We are always looking for ways to improve application security and integration with Active Directory is the next step. APPLICATION SOFTWARE Please complete the Feature /Function Specifications Listing contained in the electronic file provided with the RFP Section 8 (Appendix A). The proposed software should demonstrate an online, integrated method of processing the noted application modules and allow for immediate update of all information. Access to information in either summary or detail should be obtained easily and intuitively with minimal manual entry. For each application software module proposed, indicate whether your organization developed the module, or if the module is available as a result of a third -party relationship that has been established with another vendor. In addition to the required and optional software information requested in Section 8, provide general information on other application modules not requested in this RFP that may be of interest or benefit to the County. 9 p 5Y5TEF TER SE DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Included Software Modules The integrated system will automate fee collection, document recording, document indexing, document searching and facilitate improved document preservation. Each solution module incorporates a user interface specifically engineered for ease of use. Every page developed in the application is end user tested to ensure it contains an intuitive layout. Particular emphasis is placed on keystroke minimization. These rigorous design standards apply to functionality made available to public users, employees, and system administrators. All modules included in this proposal were created internally by Courthouse Computer Systems. The solution modules included in this proposal are as follows: • Fee Collection and Document Recording • Document Indexing • Document Imaging • Public Inquiry • Online Inquiry (Web) • Fee Reporting • Marriage License Issuance • Online Marriage License and Marriage Kiosk • Vital Records Indexing and Imaging • Electronic Recording • Backup and Conversion Protection • Fraud Detection Notification Service • Image Redaction and Image Cleanup Fee Collection and Document Recording Software Module The Fee Collection Module operates as the office cash register by controlling the cash drawer, printing receipts, and producing detailed ledger reports of all transactions. Multiple Point of Sale (POS) stations can be situated throughout the office and configured to operate with individual or shared cash drawers and receipt printers. For recorded documents, the POS station assigns instrument numbers, book numbers, and page numbers and prints a filing stamp with a barcode for each document recorded. Original documents are stamped by the system at the time of recording to ensure that each document received is immediately accounted for. Other features of this module include: • Automatic assignment of book, page, and instrument number. • Automatic fee calculation based upon preset fee factors for each fee item. • Multiple users are able to record documents simultaneously, while preserving the "Race to the Courthouse" condition for specifying the order of recorded documents. • Details of the filed document, including: document type, book number, page number, and filing time are printed on the customer receipt • Recorded document information is printed on a label that is applied to the document. The layout and data elements printed on the document label(s) are completely customizable. 10 SYEFp TER SE DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 • Generates address labels for documents that are returned by mail automatically at time of recording. Addresses for frequent customers can be stored and quickly accessed using a lookup feature or shortcut codes. • Supports pre- indexing of documents at time of recording, or allowing all index data to be added during back office processing. • Maintains audit tracking for financial transactions by recording the user who initiated a new transaction or voided an existing transaction. • Supports adjusting the normal workflow during document recording. Documents may be pre- indexed at time of recording or all index data can be added later during back office processing. • Any number of items may be added to a receipt. Multiple items of the same type can be replicated on a receipt with one click. • Supports "Quick Cashiering" through the direct linking to cashiering from other workflows in the system. For example, when a marriage license is issued and the final copies are printed the cashiering screen can automatically be displayed with pre - populated fee information. "Quick Cashiering" also greatly reduces the processing time on issuing certified copies of vital records. As the certified copies are being sent to the printer the user is inserted into the cashiering workflow with fee information for the transactions already added to the receipt. • Supports maintaining escrow accounts for frequent customers. • Document labels, mailing labels, and receipts can easily be reprinted. • Checks may immediately be validated /endorsed by the system during cashiering. Document Indexing Software Module The Document Indexing software module is fully integrated with the Fee Collection and Recording module to eliminate redundant data entry of items captured during recording. Using the Scan First workflow, documents are indexed directly from the scanned image, which eliminates the need to push paper documents around the office. In addition to enhancing document security, indexing from the scanned image also benefits the indexer by preventing the need to shift their eyes back and forth from the paper copy to the computer screen while indexing. The indexing module supports several different integrated workflows to standardize data entry, verification, correction, and finalization of records. Other features of this module include: • Ability to "Highlight Index" a document by selecting text from a document and having the computer reformat the text instead of manually typing the parties or description. • Hot -key feature for automatic entry of frequently used parties or replication of last values entered on previous records. • Automatic error checking to ensure each index entry always adheres to guidelines, conventions, or abbreviation standards. • Optional "Intelli- type" Indexing that displays possible matches to commonly indexed names as the user types the first few letters of a name. Instead of continuing to type the entire name, the user can quickly select one of the options listed. 11 s ' TER DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 • Ability to copy all 1st party index names from a document and insert them as 2nd party names. • Ability to copy all 1st party or 2nd party names from a previous document and insert them in the current document. • Ability for the system to check and alert the indexer of possible misspelled names. • Audit capabilities that track each time a verified record is altered by recording the value that changed, the user that initiated the change, what the value used to be, what the value was changed to, and when the change occurred. • Optional indexing Re -key capabilities to reduce the opportunity for errors. "Rekeying" is a form of quality control that involves the reindexing of a document by a second user as a means of determining if the second user indexed the document exactly the same as the first user. • Documents may be linked together to simplify the title- searching process for public users. • On- demand printing of traditional index books for any desired date range (day, week, month, year, custom). Document Imaging System Software Module The document imaging software module facilitates a paperless workplace by scanning all documents for computerized retrieval. Depending upon the workflow chosen at implementation, document scanning can either occur during recording or later in batch mode. If the "Scan First" workflow is enabled, a document is immediately captured digitally and quality assured so the document can be returned over the counter thereby reducing the number of mailings required. With Scan First technology documents are immediately safeguarded electronically, eliminating the risk of mishandling original documents. Regardless of the workflow selected, documents scanned are immediately recognized by the system and saved to the correct book without the user needing to enter any identifying information about the document at the time of scanning. Other features of this module include: • With Scan First technology, a paper security copy can automatically be generated at the time of scanning as an additional safeguard when the original document is immediately returned to the customer. • The software supports image clean up and enhancement including the adjustment of sharpness, contrast, resolution and image reversal. Other enhancement options available include lighten /darken, despeckle, deskew, border removal, and line removal. These image enhancement features can be applied as necessary to problem images or set to run automatically on every scanned page. • The software supports users performing visual quality assurance while the document is being scanned. If problems are detected adjustments can be made in the size, position, contrast, brightness, resolution, and numerous other attributes. Some adjustments can be made to portions of an image rather than an entire image. • Ability to annotate images or redact sensitive data such as social security numbers from images. When redacting images, the original copy of the image is stored along with a 12 COURTHOUSE �j%1PiJTER SYS NS DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 second redacted version of the images that is displayed to public users when they conduct record searches. Properly authenticated employees maintain access to both the redacted and un- redacted version of the images. • Images can be digitally stamped with recording and book /page information to prevent manual stamping of each page of the document. • All images are saved using the document - imaging standard of single page TIFF files with CCITT Group IV compression. By adhering to this standard, the images are available for access and processing by many other applications and hardware devices. As an example, security microfilm copies can be written directly from the TIFF image through the use of Archive Writer hardware. Images can also be converted on the fly to PDF format for use in the rare software applications that does not support TIFF images. • Ability to print book copies of documents on demand from the scanned images. Public Inquiry System Software Module The Public Inquiry Software module is a web base application where many first -time users interact with the software to retrieve recorded documents. To make it easy for novice computer users to search and retrieve a recorded document, this web based module employs an intuitive tabbed layout. The tabbed interface makes it possible for users conducting searches to maintain computerized index data, images of old index books, and document images within a single session. The first tab enables the entry of search parameters and provides the complete display of search results and the document details of a selected record. Search results are returned by default in a style that mimics paper index books that have been used for decades. When an individual document is identified focus is automatically shifted to the View Image tab for viewing the document image. Numerous advanced search features available for experienced users to conduct robust document searches are by default hidden to not confuse novice users. Other features of this module include: • Immediately after recording, documents are made searchable as unverified records for in- office retrieval to prevent customers from needing to touch any actual documents. • Searches may be conducted on partial or complete names. The presence or absence or punctuation marks and spaces do not affect the search results and prevent users from missing records. • Users may conduct similar name (SOUNDEX) searches to find search results that are phonetically similar to the search name. • Users may reorder search results by date (book and page), grantor, grantee, document type, or description. • Supports the use of advanced search criteria so that users can search records by book type, document type, individual or firm designation of a party, description, or transfer tax amount. • Users have the ability to access one document at a time or view images by moving page by page through a complete book. 13 U RTH0Ll5E �nNTER S rES DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 • Users have the ability to page one document at a time through just the images that are linked to their particular set of index search results. • Users may indicate if they wish for their search results to be returned in Traditional (mimics the formatting of records in traditional index books) or Directory style (this option groups all search results by unique party name and shows the number of records for each name). • Documents that have been linked together during indexing are shown as being linked together during retrieval. Online Inquiry System Software Module The Online Inquiry software module offers secure web hosting of index records and images to make information accessible to remote users located outside the courthouse. Employing an easy to use Web 2.0 interface that is identical to the layout and features of the in- courthouse public retrieval stations, public users are able to search, view, and print records. System uptime is maximized by storing data on redundant severs located in separate geographic areas with fail over capabilities. The Online Inquiry software module includes numerous configurable settings, making it easy for a county to customize the web experience of their users. Examples of possible configurations include: • Ability to specify the types of documents and index records that are made available online. • Ability to specify whether all records including recently recorded but unverified records or just verified records should be made available to the public. • Ability to control how users are charged for access. Possibilities include unlimited access at no charge for the public, monthly subscription rates, or pay per use. • Ability to control whether images are displayed with an "Unofficial Document" watermark affixed to the image. • Ability to display images with permanent redactions over sensitive information for online users. Fee Reporting Software Module The Fee Reporting module provides a range of access to the financial transactions logged in the system. Financial data for transactions may be viewed through the computer interface or in printed form. Other features of this model include: • Generates detailed and summary fee reports for any time span with the ability to filter reports to only include receipts from a particular user or POS station. • Includes the ability to create custom ledger reports tailored to individual county preferences. • Generates monthly summary reports that total the number of each type of document that was recorded in the office as well as provide a breakdown of the amount of each type of fee collected during the month. 14 s ' sERusE DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 • Includes a report for automatically tracking the amount of money that is being earned in the NC Automation Fund. Marriage Application Software Module The Marriage Application software module enables the computer generation of a marriage license for issuance to a couple. After entering all fields required when issuing a marriage license, the system stores the information and prints the required marriage license forms. Other features of this module include: • User interface for entering the marriage application is on a single screen with a layout that mimics the exact layout on the issued license. • Ability to print a proof copy of the application for the couple to review before printing the final documents. • Automatically calculates the applicants' ages based upon their birthday. • Automatically generates Marriage index information based upon the information entered on the application. • Supports identifying marriage licenses that were issued and never returned. • Supports scanning of the final license once it is returned for the purpose of archiving or printing certified copies in the future. Online Marriage Application and Marriage Kiosk Applicants for a marriage license have the ability to self enter their information into the systems with the Online Marriage Application and Marriage Kiosk software module. The online application saves time for both the office and the applicants because the data has already been collected before the couple visits the courthouse. With the Marriage Kiosk, the office is able to process more customers simultaneously since the time consuming task of entering the application information is completed by the couple on a computer in the office, rather than personally entered by staff. Once an application is user submitted it is available for immediate retrieval, processing, and printing in the office. Other features of this module include: • The ability to display the application in both English and Spanish. • With both the kiosk and the online application, numerous checks are performed by the system to ensure that the information is complete and properly formatted before the application can be submitted • The ability to configure the timeframe that user submitted applications are available for retrieval and processing in the courthouse before they are automatically deleted. Vital Statistics System Software Module The Vital Statistics Indexing and Imaging module maintains index information and images for Births, Deaths, Marriages, Military Discharges, and Notary Commissions. Vital Records are captured and maintained with workflow capabilities similar to that for land records. The system maintains the status of each record in the system to ensure that each enabled processes is 15 COURTHOUSE C1f'ITER SMANs DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 completed for each record. Depending upon the choice of the county, certified copies of vital records can either be issued by printing stored computer data from a record (often referred to as abstract data) on preformatted certificates or by printing a scanned copy of the original certificate on certified paper. Printed copies of Vital Record indexes can be updated and reprinted as often as desired. Other features of this module include: • Ability to have Birth and Death records automatically indexed by the system. When these records are scanned the index information is automatically pre - populated through the use of OCR and other technologies. Rather than key a record, a user only has to verify the output information automatically indexed by the system. • The status of each vital record added to the system is centralized on one screen. Supervisors can use this information to ensure the workload is properly distributed throughout the office. • All vital records can be searched and viewed by users with the proper permissions. These permissions can be configured to vary based upon user type and vital record type. Example configurations include public users being permitted to search Military Discharge index records but prevented from viewing images or Internet public users being restricted from viewing all vital record images. • Simplifies the process of electronically archiving old vital records. Users are able to index old records from images. As is the case with current records, the system maintains the status of each record and makes this information available on a dashboard. • Similar Name search functionality is available when searching the Vital Records index. Since the spelling of names sometimes changes over time, this functionality is especially helpful to genealogists. A similar name search will pull back all records that sound phonetically similar to the search name. Historical Document Module The Historical Document module is integrated within the existing capabilities of the system. Back -file scanning of document images is very simple. Unlike other programs that require users to complete manual tasks of linking images with index information or require that images be scanned one document at a time, Courthouse Computer Systems software allows an entire book to be scanned at once and then automatically linked with index images. Depending upon the speed of the scanner an entire record book can be scanned, linked with available index information, and made searchable in less than ten minutes. Generating retroactive computerized indices of previous years land and vital records that have never before been indexed is also possible. Backup and Conversion Protection Software Module The Backup and Conversion Protection software module was developed to give county offices the peace of mind that their data is always secure and accessible. County record data is too important to be stored in proprietary formats with poorly defined redundancy strategies. The 16 DA NS TER 5E DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 module focuses on the needs of both the present and the future. In the event of hardware failure, service interruption, or catastrophe an online backup version is immediately available. As transactions occur in the system these transactions can be uploaded to multiple back -up locations both on -site and off -site. This e- backup offers near real -time backup protection! Running a fully capable backup server onsite is an option to increase system uptime. As many redundant copies of the records can be made as desired. Other features of this module include: • The fully capable onsite back -up server can easily be converted by office staff to become the primary server within minutes, in the event of unanticipated system outages. • Index records and images are stored and made available for export in non - proprietary formats. • Documents are stored as single image Tiff with a simple book /page naming convention. The images can be backed up on demand and multiple copies may be archived on DVD, external hard disk, flash memory drive, or a variety of other types of media. • Records can be exported on demand in ASCII text format from the system for backup protection and to prevent costly data conversion. Exporting data in ASCII text format makes it easy for the data to be converted to suit future needs, including the import of records into other systems. • The ability to permanently maintain a designated "original copy" of a verified image and have the original copy stored on separate computer hardware. If the image is edited, rescanned, or deleted the modified image and the original image are archived. While the public is always displayed the most recent version of the image, an audit history is maintained and the original image can always be reinstated. This functionality prevents the accidental deletion or alteration of any verified image. Fraud Detection Notification Service The purpose of this service is to automatically provide an individual with email notifications when a document is recorded in the Register of Deeds office that matches their name. Public users can opt into the service by completing a simple online application that lets them choose the names that they would like to have checked on a daily basis. Notifying a person immediately after documents are recorded gives that person the best opportunity to prevent fraudulent damages from being incurred. Software Modules Not Included in the RFP These software modules were not specifically requested in this RFP, but offer functionality that we believe may be of benefit to the county. Each of these modules may be added for "go -live" or integrated at a later time. Record Time Machine - A revolutionary service that economically and accurately creates a database searchable index for older records. Compatible with any vendor system, add years to your online record single- search capabilities. 17 C C�€rURTHOUSE SAlNS ER DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 GetCertificateNow.com - Online processing of certified copy requests. "Apply ", "Pay ", "Receive "! It is that simple. Add security to your current request process and provide a convenience to the public. Image Shield - Real -time backup and file versioning for recorded documents. If you are concerned about disaster or the accidental erasure or altering of a document, Image Shield will have you protected. CCS Auto Redact — Our automated redaction system uses a set of rules specifically tuned for land record documents to scan and detect sensitive information. We employed this module during the previous back - scanning project we completed for Orange county, but the opportunity still exists to run more recent images through our engine or future recordings as well. SOFTWARE CUSTOMIZATION AND ENHANCEMENTS Please provide information regarding the capability to provide the County with software customizations, including all applicable rates. In addition, include information on periodic system enhancements and updates. Courthouse Computer Systems will partner with Orange county to customize the software to meet your unique needs. We regularly provide periodic system enhancements to our customers at no charge. If the enhancement is a good idea that will likely benefit all counties, we are eager to implement it in the next release for everyone free of charge. Occasionally, Courthouse Computer Systems will release new modules that offer large components of functionality not previously offered. When this happens, counties can decide whether or not they are interested in adding the new service for an additional cost. In the case of Orange County, the uniqueness surrounding the PIN system and the integration with Land Records and other departments will offer exciting opportunities for customization. Courthouse Computer Systems proximity to the Register of Deeds office (less than 20 miles) means that we can have our software engineers onsite for requirement gathering sessions, project status update meetings, simulations, and testing. We are able to work hand -in -hand to make sure the correct solutions are put in place without cost overruns. The degree of customization that Orange County desires has been described in this RFP, however specific software requirements need to be created before an accurate estimate for customization can truly be created. At the onset of the project we propose to offer customization for a blended rate of $125 per hour. Courthouse Computer Systems will assign a project manager and a senior software engineer to discuss technical strategy, ensure the requirements are complete and consistent, and estimate the costs required to complete the projects. Once this is complete the county will have the option of continuing to execute the project on a time and materials basis or migrate to a fixed cost model. After the solutions are 18 5Y5EF TER SE DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 created and deployed, Courthouse Computer Systems is not expecting there to be any ongoing maintenance costs outside the normal maintenance costs included in this proposal. LICENSING MODEL Please describe your licensing models (e.g., concurrent user, named user, revenue, transaction volumes, etc.) and provide examples. The cost schedule provided in this response to the RFP includes licensing for all 16 Workstations in the Register of Deeds office and unlimited licensing for the Public Inquiry software module for machines on the county network. The software modules typically included in an installation are as follows: 1. Fee Collection and Document Recording 2. Document Indexing 3. Document Imaging 4. Public Inquiry 5. Online Inquiry (Web) 6. Fee Reporting 7. Marriage License Issuance 8. Online Marriage License and Marriage Kiosk 9. Vital Statistics Indexing and Imaging 10. Historical Document Scanning 11. Backup and Conversion Protection 12. Fraud Detection Notification Service 13. Image Redaction and Image Cleanup 14. User Accounting The licensing policy covers all supported software modules regardless of the server configuration employed. If Orange County decides to maintain a single server or multiple servers the cost would remain the same. Our licensing model provides predictable costs for the Register of Deeds office as it is based upon the number of workstations the software is installed on in the office. If Orange County prefers a different licensing model, such as transaction or revenue based, Courthouse Computer Systems is willing to adjust to best meet the needs of the county. HARDWARE REQUIREMENTS Please provide all hardware specifications including servers, workstations, and other equipment. Include estimated costs (if applicable) in Section 8 (Appendix G). Courthouse Computer Systems software can be deployed utilizing the existing equipment in the Register of Deeds office. No additional purchases of computer equipment are required as part of this proposal. Our software runs on standard Windows servers and workstations. The 19 CCOURTHOUSE s ' TER DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Lenovo computers, Fujitsu Scanners, Ricoh scanner, HP LaserJet printers, Ricoh copiers, and Zebra label printers listed in the addendum to this RFP are all compatible with our software. If the county is interested in purchasing any replacement hardware Courthouse Computer Systems is happy to offer recommendations based upon our experiences working with other counties Server Requirements By adhering to open standards and a service based architecture, Courthouse Computer Systems lightweight software modules can be deployed in a variety of configurations. A basic implementation consists of using a single server to support all software modules. In this configuration the server shares duties as a database server, file server, application server, and web server. Courthouse Computer Systems recommends that the server have at least 16GB of RAM and utilize either an attached RAID array or SAN for disk storage. It is advised that 2 TB of disk space be available for permanent storage. The addendum to the RFP indicated that the preferred choice is to utilize Orange County's virtualized server environment which we believe makes complete sense and is the standard for most of our system implementations. If desired to provide redundancy or increase performance, the server duties mentioned above can be split onto separate machines. Some counties choose to maintain a separate server grade backup machine that contains a live replication of all information stored on the primary server(s). Other options for employing multiple servers are to separate CPU intensive OCR processing tasks or direct all Internet traffic to another machine. Courthouse Computer Systems is also open to an alternate solution where our company will maintain a cloud based server at a national data center. This hosted solution, while incurring an additional fee, would eliminate sever maintenance needing to be performed by the County. Since this option is not the preferred option mentioned in the RFP addendum, we are not including it in this proposal, but are welcome to address this in the future. INTEGRATION /INTERFACE CAPABILITIES The County expects to expand its integration and interfaces with key systems. Please describe any current capabilities, partnerships, or future considerations for the following types of applications /systems that have been described in this RFP, including: GIS, Credit Card Payment Processing Credit Card Processing Payments Courthouse Computer Systems currently supports Credit Card Processing Payments. The development team has built an internal set of class libraries using a standard interface approach - Request is submitted (eCommerce website or ROD application) 20 c URTH0U5E Mp�uTr R s rEMS DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 - A payment manager class is instantiated and will know the desired source of the credit card processing partner - This tells the interface to specifically implement the desired 3rd party instance of the interface promised contracts, charge card, refund card, etc . - Selected method is executed The example below represents the credit card processing flow: Credit Card Processing Interface Flow 1 I 1 I 1 1 1 1 tccsraym,eM , , IntWrt * , se -0 QIP— Payment ♦- - - - -Si 1 1 - - 0 Methods D CCSSetBatabasenlame ® ChargeTheTronsactian 0 CreotePayrnentPorarneters 0 t:reateTmnsaction p Make&ankTronsjer Processing nfiguration Routes Request 1 �1ar Sealable and flexible for extending to otherproviders and funnel back into the interface given the client(s) one simple entry point far Credit Card Processing Courthouse Computer Systems API Courthouse Computer Systems currently publishes and support an API with a suite of services. The API use asynchronous tasks to implement bi- directional service orientated architecture. Some instances of functionality implement in the API suite are noted below: - Backup and redundancy capabilities - Requests for Certified Certificate copies raised in an eCommerce site - System integrity via handshakes, heartbeats and messaging eFiling Courthouse Computer Systems currently integrates with the three eFiling Vendors listed in the RFP (Simplifile, EDL, CSC). For each of the vendors a dedicated web service site is available for the vendor. A simple sequence flow is noted below: 21 C ?-1PTHOU SE SSiEMS DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 - Vendor connects to the provided URL with username and password - Once credentials are validated the vendor submits well formed XML as per the issued PRIA standards. The submitting Vendor is provided a unique identifier for reference and transparency on follow -up if required - The data is now pushed from the centralized CCS eRecording Portal (via a windows service) into the respective county courthouse - The client will notify users of newly received "inbound" eFiling(s) and present the received package for recording - Once recorded, the completed documents are posted back to the CCS eRecording Portal from the courthouse where the vendor (using the provided identifier) can request and pull down the recorded documents COST CONSIDERATIONS Initial one -time costs for hardware (if applicable), implementation, training, software, travel and related costs, etc., must be included with the price proposal. See electronic price proposal form Section 8 (Appendices G and J). Upon selection to present the demo, the county and review team would need to see a written plan with any and all costs for converting the data from sources other than the AMCAD application. Recurring annual costs should be described in the proposal, clearly stating what is included (e.g., application upgrades, state and /or federal reporting requirements, hours of support, etc.), Section 8 (Appendices G and J). The County prefers unlimited telephone support. If 2417 telephone support is available, price proposals should clearly indicate total recurring costs for that support option. If afterhours support is only available at an hourly rate, this should clearly be indicated. The objective is to have no hidden /unexpected costs. All cost information is being provided in the appendices. IMPORT /EXPORT FUNCTIONALITY Please explain and provide information if your system has user-friendly tools and /or wizards that will allow the County to import mass data to populate data fields, as well as export data in a file format for another systems without having write a custom coded interface. The CCS Workstation application includes both import /export functionality. The functionality is accessed in the "Data Utilities" section of our application and provides multiple options for import and export of information. We currently export to both ascii text files and xml. For the initial bulk import of existing records from the AMCAD system, Courthouse Computer Systems has an existing data converter /data loader that was previously built to perform the data load the two previous times that we have converted counties from AMCAD. TELEPHONE AND OTHER SUPPORT Please describe all support services available from your company in Section 8 (Appendix 8). Specifically address the following issues: • Normal hours of availability • Website support information 22 SSiEMS DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 • Online chat • Remote system access capabilities • Access via toll free 800 number • Costs • Quality Assurance Program(s) • Other support services • Service -Level Agreements (SLA) — response time, escalation processes, and other metrics Courthouse Computer Systems provides ongoing support for all of the systems it deploys. Maintenance will be performed through onsite support, remote access support, telephone support, email /website support, and online chat. Courthouse Computer Systems prides itself on its customer centric policies that ensure that any issues are promptly addressed. Existing Courthouse Computer Systems customers throughout North Carolina provide the best testament of our commitment to ensuring that the software is continually running as intended. Being located in Chapel Hill, NC makes it possible for onsite support to be provided on a same day basis. Whether support is onsite, conducted through remote access, or telephone based there are no travel or other charges. All maintenance charges are included within the licensing and support agreement described in the Pricing Schedule of this proposal. Normal support hours are 8:00 — 5:00 Monday through Friday, however support is often performed outside of these hours. In the event of an emergency, Courthouse Computer Systems can be reached 24/7. When you initiate a telephone support call we will answer immediately with a trained support staff member who will understand the issue that you are experiencing. Whomever answers the call will know you by name and will have visited your office before. He /she will be able to decide quickly if this is a matter they can resolve or whether the request needs to be escalated to another team member or a software engineer. We use a sophisticated issue tracking system for routing requests within the company. More importantly, we pride ourselves on hands -on personal service. We respond to requests based upon criticality, but you should expect to receive immediate attention. IMPLEMENTATION METHODOLOGY • Please describe your implementation methodology, with milestones and timeframe. Include a preliminary implementation schedule for all applications, including the required time for system and application training, program testing, and conversion. Please include how you expect to sequence the installation of the various applications. Also, include your anticipated payment milestones. The implementation timeframe for installing our system in a county is generally dependent upon: 1) The complexity of the source data and images and whether we have direct experience converting from the specific formats the county has used. Data stored in proprietary or non- 23 COURTHOUSE %iPiJTER SCANS DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 standard formats always take longer than converting data from either ODBC compliant relational databases or ASCII flat files and standard TIFF images. Courthouse Computer Systems has successfully converted AMCAD data from both Watauga and Randolph counties and does not anticipate a problem with data conversion. We understand the complexities prevalent in this data set. The other sets of data being converted all appear to be in a simple format for conversion (SQL, Excel) and should convert easily in our conversion engine. 2) The amount of customization required for a county. All of our software modules are highly but easily configurable at time of installation. However, if a customer desires customization for functionality that is not an existing option the project timeline can be delayed. Courthouse Computer Systems is willing to make the software modifications at the request of Orange county and will endeavor to complete these modifications in the shortest possible timeframe. The actual duration for customization is dependent upon how much integration with other offices and systems the county decides upon. We understand the need for additional customization for Orange county and have factored the additional time into our implementation schedule. Timeline for Several Recent North Carolina New Customer Installations Lincoln County, NC • August 20th 2012 — RFP Responses Due • September 21st 2012 — Contract awarded and data conversion begins • November 2012 — Training Begins • November 19th, 2012 —System Go Live Rockingham County, NC • Mid -March 2012 - Initial discussion and software demonstration • Mid -April 2012 — Contract Signed • May 21st, 2012 — Training Begins • June 11th, 2012 —System Go Live Watauga County, NC Mid - October 2011— Contract Signed December 13th, 2011 — Training Begins January 2nd, 2012 — System Go Live Henderson County, NC • Mid -July 2011— Contract Signed • July 18th, 2011 — Training Begins • August 2nd, 2011— System Go Live 24 MNTER DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Expected Implementation Timeframe for Orange County Per the project schedule articulated in this RFP, Courthouse Computer Systems is prepared to have Orange County running live within 6 months of the contract date. The implementation timeframe is elongated compared to the examples provided above, but does give ample time to ensure that customization and integration efforts are completed and thoroughly tested prior to implementation. Our previous experience converting AMCAD data will ease the transition and provide plenty of time to ensure that both office staff and the public are adequately trained on the new system. Month 1 - Data Conversion begins on all formats of source data - Courthouse Computer Systems dedicates a project manager and senior software engineer to finalize customization and integration requirements - Software development begins based on the agreed upon requirements Month 2 - Converted data is staged in Orange County's test environment - ROD implementation lead(s) have the software installed on a workstation(s) to support their efforts to review the converted data - ROD implementation lead(s) are provided thorough training on the software so that they can exercise the full set of functionality and make any configuration requests to Courthouse Computer Systems - Software development continues on the integration and customization requests Month 3 - Courthouse Computer Systems updates the test environment as appropriate with configuration changes, code changes, or data changes in response to any requests from the ROD office - New software (developed as part of integration and customization tasks) are tested. Systems are integrated and production tasks are simulated in a test environment as automated communication occurs between the ROD office and the ancillary systems. Month 4 - Courthouse Computer Systems updates the test environment as (same as month 3) appropriate with configuration changes, code changes, or data changes in response to any requests from the ROD office - New software (written as part of integration and customization development tasks) are tested. Systems are integrated and production tasks are simulated in a test environment as automated communication occurs between the ROD office and the other systems. Month 5 - Training sessions for the entire ROD staff are conducted 25 C c€ URTHI E Ds' N DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 - Training sessions for the public is conducted - Final Data conversion occurs - Production environment is staged - "Go- Live" • Orange County anticipates electronic data conversions, depending on cost. Please include estimated range of costs for data conversions for each application, if available, and a description of data that would be typically converted. Courthouse Computer Systems will convert any data requested by Orange County. From the AMCAD system, the data typically converted is all land record index data, vital record index data, document images, lookup information, and any other permanent records maintained in the system. All data from the other systems /formats will also be converted. If additional scanning is requested to digitize paper based records, that can be completed by Courthouse Computer Systems as well. It is mentioned that, "The ROD would need the selected vendor to propose a solution of merging the single TIFF instruments into a logical multi TIFF format files such that one set of multi -TIFF images only represent one set of instruments." This can be accomplished in more than one manner. Option 1: Utilize CCS Workstation functionality to associate the single -image tiff files together into logical documents. This is a GUI tool where images are clicked on to associate together. Option 2: Have Courthouse Computer Systems perform our "Record Time Machine" service to create a database searchable back index for all of your historical documents. Once the back index is created, the existing single image tiff files can be automatically associated together into logical documents. Option 4: Use the information in the Historical Index spreadsheets being maintained by Orange County to logically associate pages into documents for books that were previously indexed in the spreadsheets. TRAINING AND EDUCATION Please provide your consulting and training options, including classroom (on -site and off - site), online (group and self - paced), training videos, and manuals. Include training for all required staff and users. Comprehensive training is provided for office staff and the public. Training for the public is structured around several published training sessions. These sessions will begin with members of the public receiving an overview of the capabilities of the search software and will continue with the opportunity to conduct live searches and receive one -on -one assistance from Courthouse Computer Systems personnel as they work through their own search examples. For office staff, each individual component of the system is covered in detail before implementation using the established testing environment. We anticipate conducting the 26 COURTHOUSE C�jiP3�ITER SY55 NS DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 training curriculum twice. The first set of sessions will be conducted at the beginning of the implementation phase (month 2) for the ROD implementation lead so that this individual understands how the system works and is able to thoroughly review all aspects of the system and converted data. Closer to "go- live ", the training courses will be repeated for the entire ROD staff. Comments and feedback from the first set of training sessions will be incorporated into the second set of sessions for the entire staff. A high -level training schedule is included below: Training Schedule Overview The training schedule outlined below serves as a model for the training classes that will be offered during implementation. Each training session includes a component of instruction and practical application using test data. This schedule can be adjusted to best meet the needs of Orange County. Additional training sessions will be provided free of charge upon request. Courthouse Computer Systems guarantees the ease of use of the system by offering unlimited onsite personalized training at no additional charge until all staff members feel confident in their ability to work the new system. Sessions Offered: Integrated Land Records System Overview (% day) — Covers the features and organization of the overall software package for office employees. Cashiering and Accounting (1/2 day) — Covers the recording process, "Quick Cashiering" functionality for linking from common processes, editing receipts, balancing the cash drawer, and generating deposit reports. Land Records Indexing Workflow (1/2 day) — Covers the entire workflow of managing Land Records. Each enabled workflow process is covered in detail. Special situation handling is also discussed. Correcting Permanent Index Records (1 hr) — Covers the specialty workflow designed to streamline the process of making the necessary changes to the Permanent Index when errors are discovered. Vital Records Indexing Workflow (1/2 day) — Covers the entire workflow of managing Vital Records including issuing certified copies. Issuing Marriage Licenses (1 hr) — Covers the online marriage application, the steps for issuing a license in the office, and the steps for processing a returned license. 27 p SYS'rEF TER SE DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 System Utilities (2 hrs) — Covers all of the important system utilities such as image import, final index printing, data export, and image backup. Online Search for Public Users (1 hr) — This class will be scheduled multiple times to ensure that all regular public users have the opportunity to attend and learn about the advanced capabilities of the Public Inquiry software module. PROJECT MANAGEMENT Orange County will provide a designated project manager and expects the Vendor to do the same. Please include recommended Vendor project management costs (Section 8, Appendix G) in the proposal and describe, in detail, services to be provided. The County reserves the right to accept or reject changes in Vendor project management personnel. Project management costs are included in Appendix G. Courthouse Computer Systems anticipates using Charlie Roederer as the project manager, Liz Kreick as the project administrator, and Martin Causley as the senior software developer. CUSTOMER IMPLEMENTATION RESPONSIBILITIES Please describe and /or provide a list of the typical customers' implementation responsibilities. During the implementation phase the customer is expected to provide the following: - Access credentials so that Courthouse Computer Systems staff can access the hardware and install and configure the software - All data to be converted - IT resources to assist in the design and testing of the integration points between the ROD office and the other systems - Final validation that the converted data meets the county's expectations SUBCONTRACTOR AND THIRD -PARTY RELATIONSHIPS Please describe any subcontractor relationships and /or third -party providers that will be used for this implementation. Note: If a Vendor chooses to bring in and team with a third -party vendor /partner to address some requirements, this must be clearly stated in the response. Be specific when describing applications and the third - party vendor /partner solution provider. Third -party vendor /partners will be required to demonstrate their portion of the application solution along with all other required information being provided by the prime Vendor. No subcontractor relationships or third -party providers are included in this proposal EXAMPLE USER AND TECHNICAL MANUALS Please provide the following: • Example Application User Manual • Example Application User Online Documentation • Example Technical User Manual • Example Technical User Online Documentation 28 : COM F S ER SE DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 • Example Training Syllabus • Example Section of a Detailed Implementation Project Schedule Samples of our user manuals and online documentation are provided in the appendix. See the section above, "Training and Education" for an example of our training syllabus. VENDOR /RESELLER INFORMATION Please provide all information related to your company as requested in the RFP Section 8 (Appendices). In addition, specifically address the following issues: • Describe your research - and - development approach and process. Courthouse Computer Systems is always trying to cost effectively push the envelope on new development. We understand that our county government customers are often budget constrained, but still believe that new technologies should be made available to all of the counties that we serve. We employ an experienced software development staff that is continually working on new ideas. We actively explore new technologies to determine how they can benefit our customers. We make improvements to our core products on a weekly basis. Additionally, we spend considerable attention on completely new product ideas. In the past three years we have released several revolutionary new services that are not matched by other vendors: - "GetCertificateNow.com" — The simplest and most secure method for the public to request a certified copy of a vital record. - "Image Shield" — A real -time automated backup and versioning system for all images maintained by a ROD office - "Record Time Machine" — A service to economically create a database searchable index for older records that were originally not computer indexed. Time Machine uses a combination of machine learning, rules engines, well defined processes, and experienced workers to accurately create a retroactive computerized index. • If you are a Software Reseller /Partner, please provide the same company, customer demographics, and reference information for your specific company in addition to the software Vendor's information (see Section 8, Appendices 8, C, D, and Q. Courthouse Computer Systems is not a reseller /partner so this section does not apply to us. • Technology direction Courthouse Computer Systems intends to maintain a reliance on the Microsoft Net framework. We consistently evaluate new opportunities released in this framework and aggressively implement any additions that will best serve our customers. • Please describe short -, medium -, and long -term direction regarding major changes in architecture, database, platforms, languages, etc. 29 s TER DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 We do not anticipate any major changes to the short, medium, and long term direction of our architecture, database, platforms, languages, etc. We intend to consistently rely upon the Net framework for the foreseeable future. We are in the process of re- architecting and enhancing our current public /Internet search functionality, but the replacement solution is being built using the current Net framework. The replacement version of CCS Search will be provided at no additional charge to our customers. CORPORATE STRUCTURE CHANGES Please explain whether there are any known circumstances, such as major organizational restructuring, mergers, and /or acquisition plans /considerations that are under consideration. There are no known circumstances, such as major organizational restructuring, mergers, and /or acquisition plans /considerations that are under consideration. Courthouse Computer Systems is a very stable company. The company is completely owned by the company president, Charlie Roederer. Our company has grown in terms of revenue and customer base every year since it was incorporated by Charlie in 2006. He is the 4t" generation of his family to be involved with county record management. His great - grandfather started a book bindery in 1905 that served county offices with bound books and other services. Subsequent generations of his family over the last century have been involved with book reproduction services, the introduction of microfilm preservation, early adoption of computer indexing of records on a micro - computer platform, and the introduction of document imaging in the early 1990's to North Carolina. We look forward to continuing our partnership with local government and specifically NC Register of Deeds offices in the future. We are thankful for the opportunities that our growing customer base provides us to serve. CONTRACT Please provide sample contract documents that you will typically create and send to a customer as part of a new contract. Orange County legal team has created a contract template that is required for all the contracts. This project will also be required to use the template. The contract process will be something similar to: 1) Once a vendor is selected, the county will send over the template. 2) The selected vendor will add their pieces to the county contract template and send it back for review. 3) The county legal team and project review team will look at the contract and propose any changes. Updated documents will be sent back to the vendor for their feedback. 4) Steps 2 & 3 will repeat in a cyclical manner as needed to reach mutually agreed terms and conditions. A sample contract is provided at the end of the appendices. Courthouse Computer Systems will work with Orange county to finalize a contract based upon your contract template. USER GROUPS Provide information regarding organized user groups, including frequency and location of user group meetings. Also, indicate who conducts the meetings and who is responsible for establishing user group meeting agendas. 30 s MNTER DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Courthouse Computer Systems has an enthusiastic user group of NC Register of Deeds and their staff. The user group meets at least annually, and more often as deemed appropriate. Our annual meeting is held in March in Raleigh, NC. Prior to the meeting an agenda is established by soliciting topics for consideration from ROD offices. We like to use the meeting as a forum for offices to voice their opinions of how they are being served, announce the launch of new company initiatives, share ideas and information, and demonstrate new functionality. As our customer base continues to expand, our user group is as well. We are planning to schedule additional annual user group meeting in each of the 3 regions of our state (mountains, piedmont, coast). Of course, we also have an electronic forum for the users of our software to connect and share questions and engage in dialog anytime during the year. REFERENCES AND USER BASE Please provide references for a minimum of ten (10) completed projects of similar scope and nature to Orange County, preferably within the some region and within the last three (3) years. A reference worksheet is provided in Section 8 (Appendix E). Please provide total number of customers (Software Provider and Reseller, if applicable) for the applications according to demographic request worksheet provided in Section 8 (Appendix D). Reference information for ten of the counties that have implemented our software is included in the appendix. These counties were included in the prescribed list of ten because they have implemented similar software modules to what we are proposing for Orange county. However, we invite you to contact any of the soon to be 29 counties that we serve. All but 2 of these counties have implemented our software in the past 10 years. The list of the NC counties using our recording /indexing /scanning software follows: Burke (going live this month) Caldwell Camden Caswell Chowan Cleveland Craven Currituck Dare Duplin Gates Henderson Hertford Hyde Lincoln Madison 31 COURTHOUSE 1f'ITER sssregs DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Montgomery Pasquotank Pender Perquimans Person Randolph Richmond Rockingham Stanly Surry Watauga 7. INTEGRATIONS / INTERFACES For all current systems integration, the response to the RFP should note: • The vendor's background with integrating with the related system. • Internal structures that affect how interfaces are developed and maintained. • For current flat file exports, how the flat file and batch process would be maintained and automated to replicate the current process on the receiving end. • How data exchange between systems can be accomplished in order to take advantage of SQL -to -SQL processing and real -time updates. • Corresponding development and support /maintenance responsibilities for the interface junctions. Courthouse Computer Systems has integrated our software with numerous 3rd party systems, however we have limited experience integrating with some of the systems of record for Orange County. In no way to we see this as being a barrier because our software is built based upon modern standards and designed for ease of integration. Listed below are the seven potential interfaces presented in this section of the RFP. General Ledger / Munis: Courthouse Computer Systems has not previously created a direct data transfer to Tyler before. We have looked for a published API standard for Munis but could not find one. Based upon our previous experience with integration there is no reason to believe that this integration will be difficult. eFiling: Please see the detailed response provided in section 4. We have extensive experience integrating with the eFiling vendors the county currently uses and other vendors as well. PINApp XML files: This is Orange County specific functionality that Courthouse Computer Systems has no previous experience with. We have reviewed Appendix M of this RFP and forsee no technological challenges for creating this functionality PINApp Online Search: The CCS Search module of our application supports querying the database to return results based upon a PIN. 32 s ' TER DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Credit Card Payment Processing: Please see the detailed response provided in section 4. We have an interface for integrating with credit card payment processors already developed. An additional subscriber to the interface will need to be created to support First Data. Email and Calendaring: Courthouse Computer Systems has previous experience interacting with Outlook calendars to automatically schedule appointments based on business rules. Authentication: Courthouse Computer Systems has previously scoped out a candidate architecture and development estimate for integrating our software with Microsoft Active Directory for authentication. We estimate that this can be accomplished with 60 hrs of effort. Additionally, Courthouse Computer Systems does have experience in several counties with integration with tax office systems. 9. ORANGE COUNTY LIVING WAGE CONTRACTOR POLICY Courthouse Computer Systems adheres to the living wage policy. Every Courthouse Computer Systems employee is paid above the Orange county standard of $13.75 per hour. 10. DISCLOSURES & CONTRACTUAL REQUIREMENTS EXAMPLES Courthouse Computer Systems has no exceptions to the requirements outlined in this section of the RFP. 33 C€ URT}- O 15E 1f +�TE R s 1499 nnaiGinn Fnvalnna In. 9r: q17 RR1- gR1d- dFF;F- RRFd- C.r,99Fnr'AdCF7 Register of Deeds Software Package Please input a "1" in the appropriate column to the right of the feature /function /capability statement. Further explanations, or information regarding 3rd party software and /or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non- title" row ( ?.000) should have only one 'T'. Blank rows will be scored as Not Available. Legend: Standard - Current Available in current software release Standard - Next Release Guaranteed available in next release of software Report Writer Report Writer function through Standard Reports or Ad Hoc Report Writer 3rd -Party Application Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement. Custom Modification Custom programming by vendor (not meant to be a set -up configuration that is standard process through implementation). Please estimate general costs IlIpippill omments (not a quote). Not Available Not available in current or next release; interfaced /integrated third -party application or through custom modification. C O r v Q Q Application I Feature Function Capability Q I- Y L & >3 All M Recording Instrument Recording 1.000 REAL ESTATE Instrument Number: Generate and assign unique sequential instrument or Instrument Recording 1.001 1 clerk file numbers and digitally stamp numbers on all image pages. Instrument Filing: The ability to enter and maintain instrument detail Instrument Recording 1.002 1 including: Instrument Recording 1.003 • Parties (Name): allow upto 70 characters (multiple occurrences) 1 Instrument Recording 1.004 • Parties Mailing Address, City, State, Zip code 1 Instrument Recording 1.005 • Instrument Number 1 Instrument Recording 1.006 • PIN 1 Instrument Recording 1.007 • Grantee /Grantor 1 Instrument Recording 1.008 • Comments /legal description 1 Common Name Lookup: Upon partial or complete entry of a party, the ability to display Instrument Recording 1.009 existing parties in the database with the same or similar name to determine if that party 1 already exist in the database and the ability to select that party to populate the appropriate field. source /Return: The ability to identify the delivery method and return Instrument Recording 1.010 1 method of the instrument (e.g. walk -in, US Mail, etc.) Instrument Recording 1.011 System shall have the ability to prioritize the records based on the delivery and return 1 method to process the document. Instrument Recording 1.012 -Walking 1 Instrument Recording 1.013 eRecord 1 Instrument Recording 1.014 Express mail 1 Instrument Recording 1.015 Regular mail. 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 1 n.,,- ,zi— Gn „olnno In 'Jr rl'JC,Rl_OP IA_AGGG_RRGA_f ro'JGnr AAr G7 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 2 Miscellaneous Papers: The optional ability to enter and scan miscellaneous Instrument Recording 1.016 documents (cover letters /agent transmittals) for internal use only (not 1 available to the public). Instrument Recording 1.017 System shall tag the miscellaneous papers with the same transaction number as the 1 document package. Payment Imaging: The optional ability to scan payments (checks) for internal Instrument Recording 1.018 audit use only (not available to the public). These items must remain tied 1 to the package, tracked within the same transaction number. Number of Pages: The ability to enter number of pages for the filed Instrument Recording 1.019 document and upon scanning, the system should verify that the scanned 1 page count matches what the user entered. Add Page: The ability to integrate missed pages into the book and page Instrument Recording 1.020 1 numbering scheme (Point pages). Recording costs calculation: The ability to calculate recording costs based on Instrument Recording 1.021 the document type, the number of pages and excise tax. Manual 1 overrides are allowed. Book and Page Number: The ability to automatically generate and assign the Instrument Recording 1.022 book and page number and instrument number. Numbers must be 1 capable of digitally stamping on the system image. Delayed Indexing: The application will allow an instrument to be recorded with minimal Instrument Recording 1.023 information required for cashiering during the filing /receipting transaction and allow 1 another user to update the indexing fields later with the remaining information through electronic queues (so additional paper handling is minimized). Incomplete recordation: The ability to mark fields required for a particular Instrument Recording 1.024 process (recording /indexing) and notifies the user of incomplete fields 1 prior to recording. Duplicate Information: The ability to repeat (duplicate) items and indexing information from one document to one or more documents in the same Instrument Recording 1.025 1 or in a new transaction. System must allow copying of names from any prior document within the transaction. Scanning: Ability to scan the instrument up -front during the filing /recording /receipting Instrument Recording 1.026 transaction to reduce paper handling and for the purpose of suspense /rejection 1 tracking within the system. System must also be able to customize workflow to have the ability to batch scan documents after recording. Instrument Recording 1.027 Have the ability to replace the eRecording from a newly scanned image. 1 Record Pages: Electronically burn recording information on the scanned Instrument Recording 1.028 1 image and with customizable recording information to include: Instrument Recording 1.029 • Name and Title of the Clerk /Recorder /Register /Auditor 1 Instrument Recording 1.030 Instrument Number 1 Instrument Recording 1.031 • Book and Page Number 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 2 n.. Qi— G ,,oi o In 9r G9'JRR9- OPIA- AGGG- RRGA -r ro7Gnr AAf G7 Instrument Recording 1.032 • Filing Date and Time. Time should include hh:mm:ss. 1 Instrument Recording 1.033 County Name and State 1 Instrument Recording 1.034 • Fee Rates 1 Instrument Recording 1.035 Real estate tax amount 1 Subsequent Pages: The ability to electronically burn recording information Instrument Recording 1.036 1 on all scanned images retained within the system. Delete Record: With proper authorization, the ability to delete, void, or seal Instrument Recording 1.037 an existing record. The system must automatically create a backup of the 1 unaltered original. Instrument Recording 1.038 System need to automatically start back at the correct book /page without resetting the count. 1 Instrument Recording 1.039 Hidden Record: Ability to mark a document 'hidden from the web'. 1 Redaction: The ability to conceal /redact sensitive information such as social Instrument Recording 1.040 security number, while still displaying the rest of the page. The system 1 must automatically create a backup of the unaltered original. Annotate Record: The ability to add text annotations to images, such as Instrument Recording 1.041 filling in related instrument numbers or adding customizable text. The 1 system must automatically create a backup of the unaltered original Automated Data export: The ability to schedule automatic data exports to run Instrument Recording 1.042 at customizable time intervals and point to a designated share /location. 1 Manual Data export: The ability to manually export data as needed from the Instrument Recording 1.043 1 user interface. Automated Image export:The ability to schedule automatic image exports to Instrument Recording 1.044 run at customizable time intervals and point to a designated 1 share /location. Manual Image export: The ability to perform manual image exports as needed from the user interface. User accessible image export must come Instrument Recording 1.045 1 complete with searching component to accompany image CDs burned and created by the County. Suspense/Rejection: Support any user tracking and retrieving Instrument Recording 1.046 suspended /rejected packages entered into the system from any 1 workstation. Instrument Recording 1.047 Allow county setting to control whether scanned images should be deleted when un- 1 suspending packages returned with corrections requiring rescan for recording. Instrument[Flagging: Have the ability for an instrument to be flagged Instrument Recording 1.048 using county identified parameters. The flagging should stop the 1 instrument from processing and require a supervisory overide. A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 3 n.,,- ,zi r Gn „olnno In 'Jf rl'JC,Rl_OP IA_AGGG_RRGA_f rQ7Gnr AAr G7 J Instrument Recording 1.049 Time Sequences: Ability to control whether all documents within a transaction have same time stamp, or whether a document in the transaction is time stamped 1 second apart. 1 Instrument Recording 1.050 Return Address Generation 1 Instrument Recording 1.051 Return Address: The ability to store and maintain the agent /customer information with the ability to print a return mail label or on an envelope for each transaction and with the following information: 1 Instrument Recording 1.052 • Full Name (First, Middle, Last, Prefix, Suffix) 1 Instrument Recording 1.053 • Organization or Firm Name 1 Instrument Recording 1.054 • Mailing Address, City, State, Zip Code 1 1.055 Have the ability to choose the envelope size. 1 Instrument Recording 1.056 The ability to mark individual agents for allowed payment types including: escrow, ACH. 1 Instrument Recording 1.057 -IONEMNWF- Electronic Recording 1 Instrument Recording 1.058 The Vendor's system must allow for eRecording. 1 Instrument Recording 1.059 System must be capable of receiving eRecord transmissions from county controlled submitters following PRIA Model I, II, and III formats. 1 Instrument Recording 1.060 System must alert designated users that eRecords are available in the queue. Prompt must include total amount of documents in each batch. 1 Instrument Recording 1.061 eRecords list should have the feature to auto refresh on an interval set by system admin. 1 Instrument Recording 1.062 System must store all E- Recordings not processed, processed, and rejected. They must have the following. 1 Instrument Recording 1.063 • Batch /Transaction number 1 Instrument Recording 1.064 • Date and Time the batch came in 1 Instrument Recording 1.065 • Vendor the batch came from 1 Instrument Recording 1.066 • Total amount of documents in each batch 1 Instrument Recording 1.067 when an E- Recording is rejected the systems needs to store the reason we are rejecting it. This must be able to be accessed by any user. 1 Instrument Recording 1.068 System shall be able to pull up and display any rejected eRecordings. 1 Instrument Recording 1.069 There should also be a notification sent to the vendor /submitter as to why the batch was rejected. 1 Instrument Recording 1.070 System must accept filings directly to the Register of Deeds office only thru a third -parry interface. vendors like Simp, CSC and EDL. 1 Instrument Recording 1.071 The eRecording software should provide a centralized queue for managing all incoming submissions. 1 Instrument Recording 1.072 Vendors/ submitters be notified if there is not enough money in the account to process a batch before submitting. 1 Instrument Recording 1.073 Service fee collection: In a single process system must have the ability to collect a copy fee and upon processing payment copy will automatically print -The items that we need are. 1 Instrument Recording 1.074 • Copy by Client 1 Instrument Recording 1.075 • Copy issued by Office 1 Instrument Recording 1.076 • Fax 1 Instrument Recording 1.077 • Plat Copy 1 Instrument Recording 1.078 • Certified copy (page 1) 1 Instrument Recording 1.079 • Certified copy additional pages 1 Instrument Recording 1.080 • Excise tax 1 Instrument Recording 1.081 • Nonstandard document 1 Instrument Recording 1.082 • Additional Party names 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 4 n.. Qi— G ,,oi o In 9r G9'JRR9- OPIA- AGGG- RRGA -r rQ7Gnr AAr G7 Instrument Recording 1.083 • Multiple Instruments 1 Instrument Recording 1.084 Land records 1 Instrument Recording 1.085 • Other 1 Instrument Recording 1.086 Birth 1 Instrument Recording 1.087 • Deaths 1 Instrument Recording 1.088 Marriage Certificate 1 Instrument Recording 1.089 • Marriage License 1 Instrument Recording 1.090 Duplicate license 1 Instrument Recording 1.091 • Corrected license 1 Instrument Recording 1.092 Delayed Marriage. 1 Instrument Recording 1.093 • Recording of DD214 1 Instrument Recording 1.094 Amendments /Legitimations 1 Instrument Recording 1.095 Wallet size birth certificates (ask vendor if generated by application). 1 Wallet size and regular size birth certificates can be generated directly from the application. Instrument Recording 1.096 • Notary certification 1 Instrument Recording 1.097 Notary oath 1 Instrument Recording 1.098 • Passport 1 Instrument Recording 1.099 Passport execution fee 1 Instrument Recording 1.100 Passport photo fee 1 Instrument Recording 1.101 System shall have the ability to update the reasons for rejection along with a field for manual comments. I 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 5 n c n r7n, 1. o In- )( `G1)PP1_QR1A_AGGG_RRGA_(`rQ)Gn( AA(`G7 Instrument Recording 1.102 Vitals Records Filing1 Instrument Recording 1.103 System must include a vital records module. 1 Instrument Recording 1.104 System should provide for the ability to record birth certificates, marriage certificates, death 1 certificates, and DD214's Book and Page Number: The ability to automatically generate and assign the Instrument Recording 1.105 book, page, certificate and license number. Numbers must be capable of 1 digitally stamping on the system image. Sealed Records: The County must be capable of designating sealed doc types in the Instrument Recording 1.106 system. The system must automatically seal any document that is entered and 1 recorded as a document type classified as "sealed" doc type in the system, without requiring the user to take additional action to make the record sealed. Instrument Recording 1.107 The ability to delete a vital record (requested by INC Vital records)only by selected admin 1 users. Audit log should reflect an entry stating why the document was deleted. Annotate Record: The ability to add text annotations to images, such as Instrument Recording 1.108 adding customizable text only by designated user. The system must 1 automatically create a backup of the unaltered original Attachments: The optional ability to enter and scan miscellaneous attachments for internal use only (not available to the public). The staff Instrument Recording 1.109 1 must have the ability to tie it to the package (tracked within the same transaction number) if needed. Instrument Recording 1.110 Staff with proper credentials should have the ability to seal and expunge a name field in the 1 internal search. Marriage Web Portal: System must include an in -office kiosk for customers to enter detailed data required for applying for marriage license. Data must merge into Instrument Recording 1.111 appropriate fields for form generation, indexing, cashiering, and recording. System 1 must also calculate age when date of birth is entered. Kiosk must be available in bilingual (English /Spanish) for the pre - filling of marriage applications. Instrument Recording 1.112 System shall have the ability to run data check on the application once completed (prior to "major" 1 submission) and prompt the user of any errors, resulting in rejection. Instrument Recording 1.113 Incomplete applications should automatically be deleted after 60days. 1 Instrument Recording 1.114 Delayed Marriages: System must be able to create a Delayed Marriage License. 1 Save an Incomplete Transaction: System must have the ability to save all incomplete vital Instrument Recording 1.115 records transaction and the ability to allow incomplete transaction to be retrieved by another 1 staff member for completion. Instrument Recording 1.116 System should generate a report that counts all Vital Record transactions and copy counts. 1 Instrument Recording 1.117 Print Format: System must recognize the different sizes of certificates printed. 1 Instrument Recording 1.118 Print settings: To have the ability to put in the number of certificates to be printed. 1 Instrument Recording 1.119 Flagging amendments: NC Vital Records updated Birth & Death Certificates. Staff shall have 1 the ability to add email address and phone numbers. Instrument Recording 1.120 System must be able to search by Mother's Maiden and Married name, Father's name, 1 Child's Name and date of birth. Instrument Recording 1.121 Ability for the system to electronically sign and date certificates according to user name. 1 Instrument Recording 1.122 Wallet Size Birth Certificates 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 6 1 ffirMIL-IM"ro TOTM W rgI■a.7.LG6r_^T!_ZK -1 zrl w.1!q-4MR wl 1ywr.LYTilly■T.1aFAIMW Instrument Recording 1.123 Would like for the system to flag persons that have received a onetime free birth certificate for those 62 and older. 1 Instrument Recording 1.124 System shall have the ability to batch print labels in numerical order that matches the recording order. 1 Instrument Recording 1.125 System shall enable the staff to email documents to external users that will have to be selected from a predefined list. 1 Instrument Recording 1.126 System shall have the ability to keep an audit trail on emails sent outside the agency. 1 Instrument Recording 1.127 Would like for the ability to email unofficial certificates to DSS, Funeral Homes and Attorneys. 1 Instrument Recording 1.128 INSTRUMENT SEARCH 1 Instrument Recording 1.129 The application must allow users to search for instruments using the following: 1 Instrument Recording 1.130 • Party names — including wildcards in internal applications 1 Instrument Recording 1.131 • Date — including ranges (day, month, year) 1 Instrument Recording 1.132 • fee amount/type 1 Instrument Recording 1.133 • Document Type 1 Instrument Recording 1.134 • Book and Page Number 1 Instrument Recording 1.135 • Agent 1 Instrument Recording 1.136 • Instrument Number 1 Instrument Recording 1.137 • Transaction /Receipt number 1 Instrument Recording 1.138 • Process stage within the application 1 Instrument Recording 1.139 • Username that last worked on it. 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 7 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Register of Deeds Software Package Please input a "1 91 in the appropriate column to the right of the feature /function /capability statement. Further explanations, or information regarding 3rd party software and /or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non- title" row ( ?.000) should have only one "V. Blank rows will be scored as Not Available. eaend: rent Available in current software release :t Release Guaranteed available in next release of software Report Writer function through Standard Reports or Ad Hoc Report Writer ication Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement. Custom programming by vendor (not meant to be a set -up configuration that is standard process through implementation). Please estimate general costs in comments (not a quote). Not available in current or next release; interfaced /integrated third -party application or through custom modification. c 0 0 CL CL Q CL v L M Acct & Fina 2.000 RECEIPTING Acct & Fina 2.001 Ability to automatically generate unique receipt numbers upon cashiering the transaction. 1 Acct & Fina 2.002 Ability to use multiple tender types (credit cards, checks, cash, escrow) for a single receipt 1 transaction. Reporting should reflect the correct financial data. Check Number Entry: The ability to enter the check numbers for each check received and Acct & Fina 2.003 perform check searches by date, agent, or check number to locate and automatically link to 1 individual checks in any transaction. Acct & Fina 2.004 Abilitv to charae the transaction to existina debit or other escrow accounts. 1 Integration is possible and not Acct & Fina 2.005 Ability to integrate with First Data credit card portal. 1 expected to require additional Costs A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 8 n.,,- ,zi r Gn „olnno In 'Jf rl')rPl -OP IA_AGGG_RRGA_f rQ7Gnr AAr G7 Acct & Fina 2.006 Ability to integrate with the Munis (Tyler) AR and Cashering modules used by finance. 1 It is assumed that Munis would have a well- defined API for integration. The specific integration workflows desired by the ROD office need to be identified and presented for analysiis. The project would likely be billed on a time and materials basis with the possibility for development costs to be spread across multiple CCS customers whose finance offices use Munis. Acct & Fina 2.007 Ability to process credit card payments without storing the credit card number in the system. 1 Acct &Fina 2.008 Ability to alert users if funds in an existing escrow account are low. Receipts for escrow agents should always detail the remaining escrow balance. The vendor must also include an agent account website for customers to log in and check activity and balances. Activities can be: 1 Acct & Fina 2.009 • What was printed 1 Acct & Fina 2.010 • What was recorded 1 Acct & Fina 2.011 • Transactions record for atleast last calendar year 1 Acct & Fina 2.012 Ability to receipt monies to an escrow account for copies or recording fees. 1 Acct & Fina 2.013 Ability to determine the distribution of funds to specific GL numbers or revenue codes by payment types. 1 Acct & Fina 2.014 Ability to generate and print one or multiple receipts from a single receipt transaction covering payment for multiple filings. System must also be able to print the receipt on 8x11.5 paper. 1 Ability to not print a receipt. 1 Acct & Fina 2.015 Ability to search a receipt by one of the parameters below and reprint at a later date. 1 Acct & Fina 2.016 Receipt search parameters: 1 Acct & Fina 2.017 Account number 1 Acct & Fina 2.018 • Book/page 1 Acct & Fina 2.019 • Instrument number 1 Acct & Fina 2.020 • Data Recorded 1 Acct & Fina 2.021 • Transaction /Batch number 1 Acct & Fina 2.022 Ability to void the entire transaction by designated user roles 1 Acct & Fina 2.023 The application must produce a detailed receipt that includes (if applicable): 1 Acct & Fina 2.024 • County 1 Acct & Fina 2.025 • Name of Register 1 Acct & Fina 2.026 • Office Address 1 Acct & Fina 2.027 • Instrument Number for each document 1 Acct & Fina 2.028 • County Logo 1 Acct & Fina 2.029 • Separately list each document filed 1 Acct & Fina 2.030 • Book and Page Number for each document 1 Acct & Fina 2.031 List all fees associated with all itemized transaction. 1 Acct & Fina 2.032 • Receipt Number 1 Acct & Fina 2.033 • Date and time stamp (should include seconds) for each document. 1 Acct & Fina 2.034 • Receipt Date and Time 1 Acct & Fina 2.035 • User ID 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 9 1■rMIL -IMMUM TMr.ITwI zrl w.1Mq-4MR wl 1ywr.LYTilly■T.1aFAIMW Acct & Fina r 2.036 • Payer ( "Received From ") 1 Acct & Fina 2.037 • Instrument Type Descriptions and Amount Due (default values) 1 Acct & Fina 2.038 • Total Due Amount 1 Acct & Fina 2.039 • Total Paid Amount 1 Acct & Fina 2.040 • Change Tendered 1 Acct & Fina 2.041 • Tender Type (multiple occurrences) 1 Acct & Fina 2.042 • Total Amount Paid per Tender Type 1 Acct & Fina 2.043 • Total of all Payment types: Checks, Cash, Escrow 1 Acct & Fina 2.044 The ability to suspend /return transactions that are unable to be processed. 1 Acct & Fina 2.045 Suspend /return transactions should show in a list for staff to select from. 1 Acct & Fina 2.046 System must have the capability of allowing vitals retrieve only their transactions and not the ones from recording. 1 Acct & Fina 2.047 System must have the capability of allowing recording to retrieve only their transactions and not the ones from vitals. 1 Acct & Fina 2.048 System must generate suspense letter identical to that which displays through the user interface. 1 Acct & Fina 2.049 The system must have the ability to store predefined suspended reasons (e.g. inadequate funds, missing seals) for the recording office personnel to add to the transaction. 1 The system must have the ability to allow manual entry of suspension reasons for the recording office personnel to add to the transaction. 1 Acct & Fina 2.050 Receipt Printing: The ability to print none, one or more copies of receipt with the mouse or county defined hot key function. 1 Acct & Fina 2.051 System shall have the ability to email a receipt from within application 1 Acct & Fina 2.052 Check Endorsement: The ability to endorse a check using the desk printer with the following: 1 Acct & Fina 2.053 • "For Deposit Only" 1 Acct & Fina 2.054 • County Name 1 Acct & Fina 2.055 • Bank and Bank Account Number 1 Acct & Fina 2.056 Option to prompt users with reminder to endorse check when a check is entered into the system. 1 Acct &Fina 2.057 Retrieve /Display Receipt Transactions: The ability to pull up and display receipt transactions in the system based on a combination of the following search criteria's: 1 Acct & Fina 2.058 • Transaction number 1 Acct & Fina 2.059 • Instrument number 1 Acct & Fina 2.060 • Receipt number 1 Acct & Fina 2.061 • Book/Page 1 Acct & Fina 2.062 • Account number 1 Acct & Fina 2.063 • Date recorded 1 Acct & Fina 2.064 • Transaction /Batch number 1 Acct & Fina 2.065 • Customer Last Name 1 Acct & Fina 2.066 • Customer First Name 1 Allow the staff to email the receipt. 1 Acct &Fina 2.067 Payments: Ability to receipt all industry payment types including cash, check, credit, debit, ACH, escrow and refunds. 1 Acct & Fina 2.068 System has the requirement to record that change was given before allowing it to process /save the transaction. 1 Acct & Fina 2.069 Close Escrow: Ability to close an escrow account, limited to certain user roles- 1 Acct & Fina 2.070 Fee Summary Bar: The system should display a fee summary bar that is viewable from all points in the process. The summary bar must display transaction totals, payment totals, shortage /overage, and available escrow (when applicable). 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 10 n... Qi . G , of o In 9( G9 JRR9_QR9�_�GGG_RR C�_f �Q9Cn! ��f G7 Acct & Fina 2.071 BOOKKEEPING / REPORTING Acct & Fina 2.072 The ability to calculate the distribution of fees to respective GL account by payment types. - 1 Acct & Fina 2.073 The ability to calculate the distribution of various recording and copy fees to respective GL 1 account. by payment types. Acct & Fina 2.074 The ability to adjust GL numbers for all fee types through controlled access user interface 1 (table driven fee type codes). Acct & Fina 2.075 The application shall post transactions to the appropriate posting period based on 1 accounting date. Acct & Fina 2.076 The ability to perform an individual and /or supervisor close -out one or suspend multiple 1 times throughout the day. A breakout based upon a count of monetary denominations in a cash Closeout process should detail any overage /shortages and print individual closeout reports drawer is slated for inclusion in Acct & Fina 2.077 including check, cash, credit, escrow and ACH along with monetary denomination 1 the next release and will be made breakdown, final closeout, daily recap, and revenue for user. available at no charge prior to "go- live". Acct & Fina 2.078 The ability for controlled access to run and print accounting and statistical reports by date range and user ID. Acct & Fina 2.079 Users must be able to set common parameters when running reports to avoid separate 1 prompts for each individual report selected to run. Acct & Fina 2.080 Ability to refresh reports without resetting the parameters 1 Acct & Fina 2.081 System must break down reports by departments (e.g. vitals, recording,), account codes and 1 fee types. Acct & Fina 2.082 System must have the ability to automatically total reports per report name, adding and 1 subtracting specifically indicated object codes. A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 11 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Register of Deeds Software Package Please input a ••1 •• in the appropriate column to the right of the feature /function /capability statement. Further explanations, or information regarding 3rd party software and /or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non- title" row ( ?.000) should have only one "V. Blank rows will be scored as Not Available. Legend Standard - Current Available in current software release Standard - Next Release Guaranteed available in next release of software Report Writer Report Writer function through Standard Reports or Ad Hoc Report Writer 3rd -Party Application Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement. Custom programming by vendor (not meant to be a set -up configuration that is standard process through implementation). Please estimate general costs in comments (not a quote). Custom Modification Not Available Not available in current or next release; interfaced /integrated third -party application or through custom modification. C O R V a Application Feature Function Capability > Comments a ILL U) L M Doc & Image Mgmt Document • Image Doc & Image Mgmt 3.000 IMAGE CAPTURE Doc & Image Mgmt 3.001 System must support appropriate scanners for the pages based on county volume. 1 Doc & Image Mgmt 3.002 System must accommodate batch scanning of documents using existing document scanner. 1 Doc & Image Mgmt 3.003 1 Doc & Image Mgmt 3.004 System must provide fora "clear batch" option to clear an entire batch. 1 Doc & Image Mgmt 3.005 1 Doc & Image Mgmt 3.006 System must accommodate use and functions provided by existing plat scanner. 1 Doc & Image Mgmt 3.007 1 System must provide that existing plat scanner and scanning application work together to Doc & Image Mgmt 3.008 import newly recorded and scanned plats, correct plat images (de- speckle, de -skew, border remove) and release plat image. Doc & Image Mgmt 3.009 Must accommodate the re- scanning of and image "correction" of existing /older plats and 1 must provide for replacing of existing plat image with newly scanned image. System must support image versioning, so that in the event of an image Doc & Image Mgmt 3.010 cleanup /modification or scanning error the original scanned image may be retrieved. System 1 must have the ability to toggle between two images and keep unaltered original and edited version. System must also provide: a) an "in house" image of all original, scanned documents; b) via internet: an image of all original, scanned documents as provided "in house" but with any Doc & Image Mgmt 3.011 redactions that may have been requested by a customer or done as a "courtesy" by staff. 1 Redactions performed only as provided by statute Doc & Image Mgmt 3.012 The System must support the following file formats /compression formats: 1 Doc & Image Mgmt 3.013 • TIFF single page (scanned images) 1 Doc & Image Mgmt 3.014 • 200, 300, or other dpi settings 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 12 n.,,.,,e�..n G.,,,oi.,.,o In• 7r`�� ) FA1 _QR��_�CGC_RRG�_f`�Q7Cn(`��r`C7 Doc & Image Mgmt 3.015 • PRIA XML standard electronic recorded documents 1 Doc & Image Mgmt 3.016 The System must support scanning multiple color ink (signatures) and stamped (raised) 1 court seals. Resulting document should be in black ink. Doc & Image Mgmt 3.017 The System must support simplex only 1 Doc & Image Mgmt 3.018 The System must support letter /legal /business with auto end of page detection. 1 Doc & Image Mgmt 3.019 The ability to enter a count of pages scanned and to alert the user if count does not equal 1 the scanned page amount. Doc & Image Mgmt 3.020 The system must recognize the number of pages that were scanned in and attached after 1 the original set was scanned. Doc & Image Mgmt 3.021 The System must support digital signatures on instrument packages (for electronic recording 1 purposes). Doc & Image Mgmt 3.022 The System must support the scanning of 8 -1/2" x 11 ", legal size (8 -1/2" x 14 ") documents, "x24 ", "x30" "x36 ". 1 single -sided and plat sizes 18 21 and 24 Doc & Image Mgmt 3.023 The System must support the deletion and re- scanning of pages /documents.. The system 1 should keep an audit of the alterations. Doc & Image Mgmt 3.024 The ability to put a hold on sending certain documents from a packet while releasing the rest 1 for indexing. and QC queues. The ability to activate detailed image acquisition tools for batch scanning enabling advanced Doc & Image Mgmt 3.025 scan settings for individual documents within the batch transaction to define simplex prior to 1 scanning the batch. Doc & Image Mgmt 3.026 INDEXING Doc & Image Mgmt 3.027 Name Format: System must have the ability to format names according to the NC General 1 Statutes. Doc & Image Mgmt 3.028 System must include a thumbnail viewer to select specific pages within a document for pre- 1 indexing, indexing, verification and resolution. Index Verification: System must have the ability to verify the index fields by a separate user Doc & Image Mgmt 3.029 with the option of re- keying (blind key) or site verifying the data. System should keep 1 complete audit trail of original entry and change made by verifier. Instrument Flag: System must have the ability to mark certain fields required in each Doc & Image Mgmt 3.030 process (recording, index, verify) for each individual document type. System must alert user 1 that fields must be complete before moving on to the next process. Must be customizable through table driver user interface (by authorized users). System must have the ability to control and validate field formats to automatically include Doc & Image Mgmt 3.031 dashes and field length requirements for data entered such as phone numbers, parcel IDs, 1 and Social Security Numbers. Doc & Image Mgmt 3.032 System must have the ability to mask fields such as Social Security Numbers when indexing 1 marriage licenses for example. Doc & Image Mgmt 3.033 System must have the ability for user to pull from queue by department for 1 indexing /verifying /qc. System must have the ability to copy and paste names from one field to another. Use of shortcuts to cut, copy & paste. System must include hot keys /shortcuts to perform functions, Doc & Image Mgmt 3.034 such as: the ability to copy last name from one grantor to all grantors, copy grantee of one 1 document to grantor of the next, copy all grantors to grantees in same document, and copy grantor or grantee info from one document to same position in next document. System must have the ability for the software to automatically compare list from multiple Doc & Image Mgmt 3.035 indexers and detect + flag an inconsistencies. The order of the items on the list should not 1 matter. Doc & Image Mgmt 3.036 • Grantor /grantee and PIN fields. 1 Doc & Image Mgmt 3.037 System must have the ability to have county generated drop down menu in Doc Legal field 1 for Subdivisions. A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 13 n„r c — F: - -i,, o In W'F1'JFRl_QRlA -ACr C- RRCA- r'rQ')Crlr'AAr C:7 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 14 System must have the ability for an authorized user to edit and modify legacy data from the Doc & Image Mgmt 3.038 application interface including all fields such as names, instrument number, book type, book 1 number, page number, receipt number, and record date. Index Field Help Instructions: System must have the ability for county to create help Doc & Image Mgmt 3.039 screens that contain recording advice for each doc type. Help must be customizable by 1 county by doc type and by field for each doc type. Doc &Image Mgmt 3.040 REFERENCE or VERIFICATION fields. System must provide the ability for indexers to 1 access document images /information via Book /Page entries or meta data. Doc & Image Mgmt 3.041 • Grantors /Grantees Doc & Image Mgmt 3.042 • Legal Description 1 Doc & Image Mgmt 3.043 • PIN 1 Doc & Image Mgmt 3.044 Accuracy Rate Report: system should have the ability to create an accuracy rate report per user. 1 Required elements would include: List of documents for any given date range, number of Doc & Image Mgmt 3.045 documents indexed by each indexer, percentage of documents indexed by each indexer based on total number of documents, number of documents that resolved and percentage of documents that resolved based on total number of documents. 1 Doc & Image Mgmt 3.046 System, in the Search Module, should have the ability to display each document type for a multiple document recording. 1 Doc & Image Mgmt 3.047 IMAGE MANAGEMENT Doc & Image Mgmt 3.048 System should provide an audit trail for all document activities performed and associate the 1 users to such activities. (overall sys requirements) Doc & Image Mgmt 3.049 System should provide concurrent read /print access to all documents by multiple users (sys 1 requirement) The system supports split screen System should support split screening viewing (a document on one side and indexing fields viewing with the ability to switch Doc & Image Mgmt 3.050 on another side) with the ability to switch view sides and orientation. Screen settings must be 1 view sides, however view sides customizable by user and must follow user based on login ID (not workstation specific). are workstation based and not tied to a login ID. Font settings for indexing fields are configurable at the workstation level. Adjusting these System should have the ability to enlarge font in system application for all indexing fields settings based upon a change in Doc & Image Mgmt 3.051 and save settings per user. Screen settings must be customizable by user and must follow 1 user requires a quick settings user based on login ID (not workstation specific). (sys requirement) change. However, this change is rarely even necessary because indexers typically are assigned one workstation per user. System must have the ability to change system application screen color and save settings System screen color is Doc & Image Mgmt 3.052 per user. Screen settings must be customizable by user and must follow user based on login 1 configurable at the workstation ID (not workstation specific). (sys requirement) level and not based upon login ID. Doc & Image Mgmt 3.053 accuracy Rate Report: system should have the ability to create an accuracy rate report per 1 user. Doc & Image Mgmt 3.054 System must have the ability to export the image files. 1 Doc & Image Mgmt 3.055 System shall flag if a page or document was skipped or not scanned. 1 Doc & Image Mgmt 3.056 System must have the ability to create an export file to be sent for microfilm processing. 1 Parameters: Doc & Image Mgmt 3.057 Date range 1 Doc & Image Mgmt 3.058 • Completed book 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 14 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Register of Deeds Software Package Please input a � in the appropriate column to the right of the feature /function /capability statement. Further explanations, or information regarding 3rd party software and /or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non- title" row ( ?.000) should have only one "1 ". Blank rows will be scored as Not Available. Legend: Standard - Current Available in current software release Standard - Next Release Guaranteed available in next release of software Report Writer Report Writer function through Standard Reports or Ad Hoc Report Writer 3rd -Party Application Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement. Custom programming by vendor (not meant to be a set -up configuration that is standard process through implementation). Please estimate general costs in comments (not a quote). Custom Modification Not Available Not available in current or next release; interfaced /integrated third -party application or through custom modification. C O R V Q Application Capability a r- > Comments a M Query & Search Query & Search Query &Search 4.000 INSTRUMENT SEARCH Query & Search 4.001 The application must allow users to search for instruments using the following: 1 Query & Search 4.002 • Party names — including wildcards in internal and web search applications 1 Query & Search 4.003 • Date — including ranges (day, month, year) 1 Query & Search 4.004 • PIN 1 Query & Search 4.005 • Document Type 1 Query & Search 4.006 • Book and Page Number 1 Query & Search 4.007 • All Legal Descriptions 1 Query & Search 4.008 • Agent 1 Query & Search 4.009 System shall have the ability to hit enter on the search screen to execute the search (for 1 internal and external clients) Query & Search System shall have the ability to keep (internal and external users) search criteria. 1 Query & Search 4.010 System shall have the ability to enable (internal and external users) to clear search criteria. 1 Query & Search 4.011 Above search descriptions should be customizable by the County (e.g. party names may be 'Grantor 1 customized to display as /Grantee') Query & Search 4.012 Above search options must be made available or have the ability to be removed by County 1 discretion. Query & Search 4.013 System shall have the ability to allow users (internal and external) to search name using "Contains, 1 options like begins with" Query & Search 4.014 The ability to control maximum number of records returned for a search (customizable by the 1 County discretion). Query & Search 4.015 The ability to determine sort order for records returned in the internal and web search. 1 Query & Search 4.016 The ability to apply additional filters to original search results. 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 15 n.,,..Qi- r:-.I. o In• 7( r,1 JCA1_QR1A_AFGC_RRGA _ r`rQ)Fnr AA( G7 Query & Search 4.017 System (Internal and external) must have the ability to print the document detail (index 1 fields) for a specific document record. Query & Search 4.018 Searchers must have the ability to print a zoomed area of the image from the internal and 1 web search application. Query & Search 4.019 The Search system must display the verified /released through dates. 1 Query & Search 4.020 System shall have the ability to customize the message regarding the PIN's verification date. 1 Query & Search 4.021 Ability to batch print by page range within a book type 1 Query & Search 4.022 Document legal searches must offer a contains and a starts with search. 1 Query & Search 4.023 The system must notify the user when the date entered exceeds search availability. 1 Query & Search 4.024 The system must offer a timer setting (controllable by the County) to automatically refresh to 1 the welcome screen in the search for inactivity. Query & Search 4.025 Professional searchers must have the ability to print on demand with funds being deducted 1 from their escrow account. Query & Search 4.026 All searches must prevent record blocking for long running queries. 1 Query & Search 4.027 Searchers must be able to select Individual, Business, or Both when searching by Name. 1 Query & Search 4.028 Users must have the feature /option to print search grid reports, 1 Query & Search 4.029 The County must have the feature /option to print or email a copy receipt upon checkout. 1 Query & Search 4.030 The system must prompt searchers with a message if their search exceeds the County 1 defined search result limit. The system must allow the County to set the column and row size for search result displays Query & Search 4.031 to include but not limited to: Date, Book and Page, Grantor, Grantee, Document type, Legal, 1 and space to make notes. The system must offer the feature to allow professional searchers with login accounts to Query & Search 4.032 automatically print copies without requiring them to first create a transaction and add it to 1 their queue. Query & Search 4.033 The search must display a name subset window illustrating the number of hits /records for a 1 particular name. The user must have the ability to print the subset list. Query & Search 4.034 The system must have the ability to set a default book type when searching by book/page. 1 Query & Search 4.035 Include the ability to control which fields display in the public search. 1 Query & Search 4.036 Prompt all users with reminder to print any copies contained in a transaction. 1 Query & Search 4.037 Internal search and web search must offer thumbnail viewers. 1 Query & Search 4.038 System shall have the ability to support multiple search windows for use by staff. 1 Query &Search 4.039 Internal search must offer threshold for county to control where if image is too large the 1 system will automatically turn off the thumbnail viewer and default to page -by -page viewing. Ability to control flag for image viewing at specific milestones such as after recording or after Query & Search 4.040 verification /release. For example, county may want all images viewable after verification and 1 release OR may want images viewable immediately after recording. Query & Search 4.041 System shall have the ability to identify documents that are recorded but pending resolution 1 with an approved watermark. Query & Search 4.042 VITAL RECORDS SEARCH Query & Search 4.043 The application must allow users to search for a vital record using the following: 1 Query & Search 4.044 • Party names (child, mother, mother's maiden, father, bride, groom, and name of person 1 Query & Search 4.045 1 Query & Search 4.046 • Date Filed - including ranges 1 Query & Search 4.047 • Date of Marriage Application 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 16 i.MaLvrroTrTMMMMI zrn w.ITfflMR M1 1TRWAU v11y■T.TariMW Query & Search 4.048 • Date of Birth, Death, Marriage and Discharge 1 Query & Search 4.049 • Document Type 1 Query & Search 4.050 Book and Page Number 1 Query & Search 4.051 • Marriage License Status (returned, issued and expired) 1 Query & Search 4.052 PARTY SEARCH Query & Search 4.053 The application shall allow users to search for parties using full or partial names. 1 The application shall have the ability to support auto -fill search fields. 1 Query & Search 4.054 The ability to filter name searches by additional criteria. 1 Interactive Columns Sort: The ability to sort on any column in the search screen in house or Query & Search 4.055 on the web (e.g. after searching on above mentioned options, the ability for user to sort by 1 clicking column heading for name, date, book/page, instrument number, etc.). Query & Search 4.056 The ability to select an unlimited number of documents from search results and view the 1 image and details of those documents. Query &Search 4.057 SEARCH METHODS & OUTPUT PRINTINGMEWING The ability for all the users to request/print reports of search results. The report must Query & Search 4.058 include released through date, verified through instrument number, and must detail the 1 search criteria the user entered to search by. Query & Search 4.059 The System must print a "print request" for general public users for independent check out 1 requiring no help from the staff. The System must include the option for professional searches to use debit or escrow Query & Search 4.060 account with secure login to automatically print copies to designated printer in the 1 Recorder's office. Document Display: The application must support thumb nails or full -size display of Query & Search 4.061 documents with zoom in /zoom out ability with option to 'lasso' around specific text to zoom 1 in. Query & Search 4.062 The ability to scroll through the search results with the ability to limit the number of items 1 returned. Query & Search 4.063 Viewing Navigation Options: The ability to support the following navigation functions for a 1 displayed image: Query & Search 4.064 • Move through the document page by page 1 Query & Search 4.065 • Jump forward or backward to first or last page in the document and all pages in- between. 1 Query & Search 4.066 • Button to view prior or next instrument recorded (even if that instrument is not in the 1 users current search results) Query & Search 4.067 • Button to display previous /next document in current search result list 1 Query & Search 4.068 • Hot Link to display related document 1 Query & Search 4.069 Viewing Functions: The ability to support the following image manipulation functions: 1 Query & Search 4.070 • Set Font Size (to assist users who are viewing impaired) 1 Query & Search 4.071 • Fit to Height Zoom 1 Query & Search 4.072 • Fit to Width Zoom 1 Query & Search 4.073 • Rotate (90/180- degree increments) 1 Query & Search 4.074 • Ability to restore default settings 1 Query & Search 4.075 • Scroll Up and Down 1 Query &Search 4.076 Printing: The ability to print the original size of documents on regular 8.5 x 11 and 8.5 x 14 1 size paper. Query &Search 4.077 Printing: The ability for system to prompt staff if they select specific printers to print 1 example: plat printer. A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 17 rl, ... Qi— G ,,oi o Ir)- 7( r,1 JCA1_QR1A_AFGC_RRI= A_(`rQ)Fr)r AA(`C7 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 18 Scale /Zoom Printing: System must have the ability for a document or map to scale the Query & Search 4.078 image to print on any paper size (e.g. ability to print any map or document to any size paper). Query & Search 4.079 Page Range Printing: The ability to select specific pages or a range of pages to print. Must 1 have conveyances and pages numbered. Query &Search 4.080 The System must be able to send print jobs to network printers and to print to local printers 1 attached to workstations. Query & Search 4.081 The ability for users to request Regular and abstract copies. 1 Query & Search 4.082 Public search login should restrict user access to searching and creating search /copy 1 request only. Web Access Search: Must include web access search with controls for any combination of: Query & Search 4.083 viewing index only, index view /image view only, index view /image print without watermark. 1 All functions must be controlled by county designated permission level access. Query & Search 4.084 Web Account Access: Ability for escrow customers to log in to an online tool for viewing all 1 account activity by date range for all debits and credits. Query & Search 4.085 Escrow customer web account access must display account detail. 1 Query &Search 4.086 Escrow customer web account must allow customer to print detailed receipt for their records 1 for individual transactions directly from their account on the website. Query &Search 4.087 Escrow customer web account must allow customer to hyper link to the recorded document 1 from the detailed receipt view. Query & Search 4.088 Ability from public search terminal requests to automatically send certified copy requests to 1 designated printer behind the cashier counter for certification to take place. Query & Search 4.089 Prompt professional- searchers what their balance is when they login. 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 18 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Register of Deeds Software Package Please input a � in the appropriate column to the right of the feature /function /capability statement. Further explanations, or information regarding 3rd party software and/or modification costs should also be provided in the comments column and Project Cost; worksheet (Appendix G), if applicable. Each "non- title" row ( ?.000) should have only one "1 ". Blank rows will be scored as Not Available. Legend: Standard Available in current software release Standard - Next Release Guaranteed available in next release of software Report Writer Report Writer function through Standard Reports or Ad Hoc Report Writer 13rd-Party Application Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement. Custom programming by vendor (not meant to be a set -up configuration that is standard process through implementation). Please estimate general costs in comments (not a quote). Custom Modification Not Not available in current or next release; interfaced /integrated third -party application or through custom modification. C O (D X R V Q Application Feature Function Capability 0 Comments • a a L M Integration Integration To Applications Integration 5.000 Financial It is assumed that Munis would have a well- defined API for integration. The specific integration workflows desired by the ROD office need to be identified and presented for Integration 5.001 System shall have the ability to integrate with the county financial software. analysiis. The project would likely be billed on a time and materials basis with the possibility for development costs to be spread across multiple CCS customers whose finance offices use Munis. Integration 5.002 System shall have the ability to create flat file for import into the county financial software. Integration 5.003 Miscellaneous[Applications Integration 5.004 Ability to be accessed from any web browser (IE, Safari, Mozilla, Chrome) Integration 5.005 Ability to integrate with the county's Active Directory Integration 5.006 Ability for the system to integrate with Microsoft Outlook for messaging. Integration 5.007 Provide integration to MS Word processing for entry of comments, conditions and to produce 'I project summary documents and notifications. Integration 5.008 PINAPPMpplicationITAX) A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 19 M. ... Qi— G ,,oi o Ir)- )(` G1)PP1_QR1A_AFGC_RRGA_(`rQ)Cr)r AA( G7 Integration 5.009 Pleaseltefergo3 hegntegration3ectionDbnd Mppendix3VIUnGthea?FP Integration 5.010 GISIApplication Integration 5.011 System shall have the ability to create a link to deed documents that can be placed onto the real � estate parcel information on the county's GIs website. A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 20 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Register of Deeds Software Package Please input a � in the appropriate column to the right of the feature /function /capability statement. Further explanations, or information regarding 3rd party software and /or modification costs should also be provided in the comments column and Project Costs worksheet (Appendix G), if applicable. Each "non- title" row ( ?.000) should have only one "1 ". Blank rows will be scored as Not Available. mend: Standard - Current Available in current software release The System shall allow users to define default values for the following entry fields. 1 Standard - Next Release Guaranteed available in next release of software Report Writer Report Writer function through Standard Reports or Ad Hoc Report Writer Administration 6.007 3rd -Party Application Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement. Custom programming by vendor (not meant to be a set -up configuration that is standard process through implementation). Please estimate general costs in comments (not a quote). Custom Modification Not Available Not available in current or next release; interfaced /integrated third -party application or through custom modification. Administration 6.008 C 1 O R 6.009 Party Type (e.g. grantor, grantee, plaintiff, defendant, owner, etc.) 1 V Q Administration 6.010 Q. Application .., a Administration 6.011 Recording Fees 1 W a 1 -o M Administration ADMINISTRATION Administration 6.000 ADMINISTRATION Administration 6.001 With proper authorization, the System shall allow a user to easily modify System parameters 1 1 which affect operations of System. Administration 6.002 System shall provide user maintained tables for System parameters. 1 Administration 6.003 The System shall be completely table- driven with no need to change code to add 1 parameters thru users interface when entries are added or deleted. The System shall create an audit trail record with date /time /user ID /field modified /before- Administration 6.004 after entry performed and associate the appropriate user to the transaction. Audit view must 1 be available through the user interface. Administration 6.005 The System shall date /time stamp all transactions (i.e. date /time created, create user, 1 date /time modified, maintain user, status). Time should be recorded down to the second. Administration 6.006 The System shall allow users to define default values for the following entry fields. 1 Administration 6.007 Book Type (e.g. OR, Plat, Map, etc.) 1 Administration 6.008 Document Type (e.g. affidavit, deed, etc.) 1 Administration 6.009 Party Type (e.g. grantor, grantee, plaintiff, defendant, owner, etc.) 1 Administration 6.010 Excise Tax 1 Administration 6.011 Recording Fees 1 • No - Recording Fees 1 Administration 6.012 System must have the ability to enable the department to hide specific doc types from users. Administration 6.013 System must support controls to reorder indexing fields in a county defined order. 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 21 rl, ... Qi— G ,,oi o Ir)- 7( r,1 JCA1_QR1A_AFGC_RRCA -r'ra C:r)r AA(`C7 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 22 System must have the ability to allow manager to add /remove selected entry fields for Administration 6.014 specific document types (e.g. Ability to add 'consideration' field to Deed and remove 1 'consideration' field on Affidavits). System must have the ability to run statistical reports for all departments that display user productivity based on number of documents process through assigned process. Reports Administration 6.015 should be capable of running for date range and break out each user and specify location (if 1 branch offices exist). Report should be useful in conducting employee reviews based on work performance. Administration 6.016 System must have a Voter ID report which shows how many Marriage and Birth records 1 were issued and who requested them. Administration 6.017 Systems shall have the capability to use role based security system. 1 Administration 6.018 Systems shall not have a custom user role and permission maintenance module. 1 Administration 6.019 System shall have the ability to let the users copy and paste 1 Administration 6.020 System should have automated workflows. 1 Administration 6.021 System shall have the ability to assign "Hot Key" keyboard combination to various 1 processes. Administration 6.022 The System solution shall provide concurrent access for multiple customers in multiple 1 locations. Administration 6.023 The ability to complete all administrative functions (i.e. report generation and printing) 1 without causing System degradation, particularly slowdown of response time. Administration 6.024 System shall have the ability to enable an admin user to unlock /override user session. 1 Administration 6.025 System shall have the ability to enable an admin user to unlock document(s). 1 Administration 6.026 System shall have the ability to enable an admin user to manage eFiling vendor accounts. 1 Administration 6.027 System shall have the ability to enable an admin to modify data fields on a record. 1 Administration 6.028 System shall have the ability to read custom barcodes currently on ROD documents. 1 Administration 6.029 Data Conversion Administration 6.030 System shall have the ability to convert and use the data converted from the current 1 application databases. Administration 6.031 System shall have the ability to convert and use the data converted from the current 1 application databases of, 3rd party, Courthouse application. Administration 6.032 Systems shall have the ability to convert and use the data converted from cemetary and 1 slave records Administration 6.033 Systems shall have the ability to convert and use Historical Index 1 Administration 6.034 Systems shall have the ability to convert and use the corporate charters & multiple PIN 1 information. Administration 6.035 System shall have the ability to relink the images to the appropriate record. 1 Administration 6.036 System shall have the ability to convert and use the corporate charters & multiple PIN 1 information. Administration 6.037 Escrow Account System shall have the ability to enable county staff with certain role and permission to create Administration 6.038 or inactivate an escrow account for external clients excample: a real estate firm, real estate 1 lawyer, etc. Administration 6.039 Systems shall have the ability to allow county staff to generate a onetime use account 1 password to provide to external clients when their account is created. Administration 6.040 System shall have the ability to enforce county password policy. 1 Administration 6.041 System shall have the ability to show escrow account holders their account summary upon 1 every login. Administration 6.042 System shall allow customer to print detailed receipt for their records for individual 1 transactions directly from their account on the website. A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 22 r-1 ,...Qi— G ,,oi o Ir)- 7( r,1 JCA1_QR1A_AFGC_RRCA- r'ra)Cr)r AA( G7 J Administration 6.043 System shall enable escrow customers to hyper link to the recorded document from the detailed receipt view. 1 Administration 6.044 System shalll be able from public search terminal requests to automatically send certified copy requests to designated printer behind the cashier counter for certification to take place. 1 Administration 6.045 Prompt professional- searchers what their balance is when they login. 1 Administration 6.046 Quality Control Administration 6.047 Be able to rescan documents for corrections by QC staff role users. 1 Administration 6.048 Create point pages 1 Administration 6.049 Correct document types 1 Administration 6.050 Change or create return to label or information 1 Administration 6.051 Must have an audit trail for all changes made 1 Administration 6.052 Only authorized users are able to access the QC section 1 Administration 6.053 Documents that get recorded must go into a QC folder /que and then once they are checked over and approved they are sent to the Indexing que. 1 Administration 6.054 Ability to add and take away steps within the workflow of the QC module. 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 23 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Register of Deeds Software Package Please input a � �• in the appropriate column to the right of the feature /function /capability statement. Further explanations, or information regarding 3rd party software and /or modification costs should also be provided in the comments column and Project Cost; worksheet (Appendix G), if applicable. Each "non- title" row ( ?.000) should have only one "1 ". Blank rows will be scored as Not Available. Legend: Standard Available in current software release Standard - Next Release Guaranteed available in next release of software Report Writer Report Writer function through Standard Reports or Ad Hoc Report Writer 13rd-Party Application Please estimate general cost estimates in comments not a quote, unless available due to your resell arrangement. Custom programming by vendor (not meant to be a set -up configuration that is standard process through implementation). Please estimate general costs in comments (not a quote). Custom • • Not Not available in current or next release; interfaced /integrated third -party application or through custom modification. O R V Q Application z Feature Function CapabComments a 0 1E R r CL C, - a co L M Ad Hoc Reporting • Hoc Reporting Ad Hoc Reporting 7.000 AD HOC REPORTING GENERAL FEATURES Ad Hoc Reporting 7.001 USER QUERIES - Ability for users to create quick queries and reports from within the 1 system (i.e., counts, status, fees, no -fees etc.). Ad Hoc Reporting 7.002 REPORTING PARAMETERS - Ability for reports to accept parameters such as a date range 1 for a report. Ad Hoc Reporting 7.003 REPORT SCHEDULING AND DELIVERY- Ability to set up reports to be automatically 1 delivered (internal staff and external users) on a scheduled basis. Ad Hoc Reporting 7.004 REPORT WRITER PERFORMANCE - Capability to process report writer requests at any 1 time throughout the processing day, without impacting system performance. REPORT WRITER PERFORMANCE - Provide the added ability to download to multiple file Ad Hoc Reporting 7.005 types including Microsoft Access, Word, and Excel. Please elaborate on other compatible 1 file formats. Also pdf files Ad Hoc Reporting 7.006 REPORT WRITER OPERATIONS - Provide the ability to support menu - driven report 1 scheduling options. Ad Hoc Reporting 7.007 REPORT WRITER OPERATIONS - Capability to generate error messages with a description 1 of corrective actions. Ad Hoc Reporting 7.008 REPORT WRITER HELP - Capability to support on -line instructions "help ". 1 REPORT WRITER DATA DICTIONARY IDENTIFICATION - Capability to reference specific Ad Hoc Reporting 7.009 data items by field descriptive name (i.e., data dictionary field names and user - screen field 1 names are the same). Ad Hoc Reporting 7.010 REPORT WRITER DATA DICTIONARY IDENTIFICATION - Capability to reference an 1 Entity Relational Diagram (ERD) with field level data values and acronyms. Ad Hoc Reporting 7.011 REPORT RETENTION - Ability to save and maintain report specifications for periodic use. 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 24 rin ... Qin r: „.In . Irl• Ad Hoc Reporting 7.012 REPORT PROMPTING - Ability to display report prompts, with sort and extraction selection 1 options. REPORT SORTING AND TOTALING OPTIONS - Capability to choose various sorting Ad Hoc Reporting 7.013 options and report totaling options with appropriate sub - totaling based on selected sort 1 option. Ad Hoc Reporting 7.014 REPORT SELECTION OPTIONS - Capability to query on any element of a transaction 1 history file including the type of transaction and the process that originated the transaction. Ad Hoc Reporting 7.015 REPORT FILE SELECTION OPTIONS - Ability to report on any user defined field. 1 Ad Hoc Reporting 7.016 REPORT FILE REFRESHING - Capability to store and recall items whose values are 1 derived from other values in the data files. Ad Hoc Reporting 7.017 REPORT COLUMN DEFINITION - Capability to support default or special column headings. 1 Ad Hoc Reporting 7.018 REPORT EDIT WORD DEFINITION - Capability to support unique field editing (currency, 1 symbol, commas, decimal places, etc.) on specific data items. Ad Hoc Reporting 7.019 REPORT OUTPUT SELECTION - Ability to support user specification of the output media 1 (printer, file, or screen). Ad Hoc Reporting 7.020 PRODUCE MULTIPLE REPORT COPIES - Capability to generate multiple report copies 1 automatically. Ad Hoc Reporting 7.021 REPORT CONDITIONING OPTIONS - The following report writing capabilities need to 1 include the ability to arithmetically calculate functions: Ad Hoc Reporting 7.022 • Capability to generate reports using "include and exclude" statements. 1 Ad Hoc Reporting 7.023 • Capability to generate reports using "and" and "or" statements 1 Ad Hoc Reporting 7.024 • Capability to generate reports using "equal to ", "less than" and "greater than" statements. 1 Ad Hoc Reporting 7.025 • Capability to use an "if- then - else" sequence within one query. 1 Ad Hoc Reporting 7.026 REPORT FIELD SELECTION OPTIONS - Capability to combine the use of multiple fields for 1 selection options from more than one database table related to one query. Ad Hoc Reporting 7.027 APPEND FIELD VALUES - Capability to "append" data or field values to an existing field. 1 Ad Hoc Reporting 7.028 REPORT EXTRACTION OPTIONS 1 - Capability to "extract" specific data or contents within 1 a field. Ad Hoc Reporting 7.029 REPORT EXTRACTION OPTIONS 2 - Capability to combine the use of multiple values for a 1 specified field for selection options. Ad Hoc Reporting 7.030 REPORT SORTING OPTIONS - Capability to support major and minor sort options. 1 Ad Hoc Reporting 7.031 REPORT SUBTOTALS - Capability to support subtotal and total options by field. 1 Ad Hoc Reporting 7.032 MATCHING RECORDS - Capability to support a matching record option for use with multiple 1 database tables within one query. Ad Hoc Reporting 7.033 ARITHMETIC FUNCTIONS - Capability to support the use of arithmetic: "addition ", 1 subtraction ", "multiplication ", and "division" calculations of queried data in the report design. Ad Hoc Reporting 7.034 BASIC STATISTICAL FUNCTIONS- Capability to support mean and standard deviations 1 and ability to build cross tabulations. ELECTRONICALLY FILE REPORTS - Electronically file reports for subsequent user access Ad Hoc Reporting 7.035 (e.g., on an internal intranet page or dashboard), and the ability to notify users that 1 scheduled reports have been run and are available for electronic access. Ad Hoc Reporting 7.036 REPORT SCHEDULING AND DISTRIBUTION - Provide report scheduling along with email 1 distribution for recipients. Ad Hoc Reporting 7.037 DISPLAY PRINTER QUEUES PRIOR TO PRINTING -View or print reports, as an option. 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 25 r), ... Qi. G ,,oi o Ir)- )(` G1)PP1_QR1A_AFGC_RRGA- r'ra)Fr)r AA(`G7 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 26 REPORT IDENTIFICATIONS -All reports should contain organization name, report title, Ad Hoc Reporting 7.038 column heading descriptions, processing date, sequentially numbered pages, and subtotals 1 a each level break as appropriate. Ad Hoc Reporting 7.039 REPORT FORMAT - Ability to save reports in PDF, Microsoft Word, and Microsoft Excel 1 Format. Ad Hoc Reporting 7.040 REPORT PUBLISHING FORMATS - Ability to publish reports in formats including PDF, MS 1 Word or MS Excel. Ad Hoc Reporting 7.041 PDF FOLDERS - Ability to setup auto save folders by type of report when using a pdf writer 1 tool. Ad Hoc Reporting 7.042 SAVE REPORT SETTINGS - Ability to save report settings as a specific report name 1 attached to a user - defined report menu. Ad Hoc Reporting 7.043 INTEGRATION - SQL SERVER REPORTING SERVICES - Ability to integrate SSRS 1 Reporting Services into the Application for documents and statistical reporting needs. Ad Hoc Reporting 7.044 ON- SCREEN REPORTING - Ability to preview a report on the screen, prior to printing. 1 ACTIVITY ANALYSIS - Ability to analyze metrics in the data, such as identify trends in Ad Hoc Reporting 7.045 workloads, recording, etc. 1 Ad Hoc Reporting 7.046 NOTICE and LABEL GENERATION Ad Hoc Reporting 7.047 The System must generate and track user - defined suspend /return letters, receipts, 1 document labels, and mailing labels. Ad Hoc Reporting 7.048 Ability to designate multiple mail back party labels per each document in a transaction. 1 Ad Hoc Reporting 7.049 The ability to reprint receipts /mailing labels at any time within the application. 1 Ad Hoc Reporting 7.050 Ability to print mailing labels for non transactions within application. 1 Ad Hoc Reporting 7.051 The ability to customize document label information within application. 1 Ad Hoc Reporting 7.052 Add what is needed on the labels. 1 Ad Hoc Reporting 1 7.053 jAll return labels should print in all caps. 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 26 r) ,."Qi n Cn„ !ln W)m 7( r,17FA!_QP IA_ACGC_RRGA_r`rQ)Fr)r AA( G7 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 27 C O V Q Q. Application Feature Function Capability 0 > Comments M • a a General System & M Security Gen Sys & Security 8.000 General System • Security GENERAL SYSTEM & SECURITY Gen Sys & Security 8.001 GENERAL SECURITY FEATURES- Provide password security by: 1 Gen Sys & Security 8.002 • Application 1 Gen Sys & Security 8.003 • Menu item /function within application 1 Gen Sys & Security 8.004 • Field level 1 HIDDEN FIELD TRIGGERS - Ability to make fields view only and /or hidden, based on Gen Sys & Security 8.005 conditional statements, if desired (i.e., if the value of a drop down equals 'Other', allow a field 1 called 'Other Description' to show, and make that field a required field; otherwise, hide the field.) Gen Sys &Security 8.006 KEY VALUE AUTHORIZED CHANGES - Ability to apply changes to be key values such as 1 PINs, based on security (i.e., supervisor authorized override) Gen Sys & Security 8.007 ROLE /USER SECURITY SETTINGS - Ability for application security to be designed based 1 on roles and single individual users. Gen Sys & Security 8.008 RECORD SEARCH - Ability to inquire on a single record directly by key or field search. 1 Single sign -on currently available. Gen Sys &Security 8.009 SINGLE SIGN -ON - ACTIVE DIRECTORY- Support of Single Sign -on and Active Directory. 1 Support for Active Directory is scheduled for the next release Gen Sys & Security 8.010 SECURITY ACCESS AUDIT TRAIL - Maintain the date of last password change for each 1 user. Gen Sys & Security 8.011 PASSWORD RECOVERY - Provide users self - password recovery capability. 1 Gen Sys & Security 8.012 RESTRICT SECURITY ACCESS OF SELECTED TRANSACTIONS - Restrict entry of 1 certain transactions by password. Gen Sys & Security 8.013 PASSWORD ENCRYPTION - Provide password encryption. 1 Gen Sys & Security 8.014 CREATE SECURITY PROFILE BY COPYING EXISTING PROFILE -Allow creation of new 1 user rights by copying another user's right levels and modifying. Gen Sys & Security 8.015 SECURITY ACCESS - Ability to update and inquire online into any master file record, 1 provided user has the proper authorization. Gen Sys & Security 8.016 SECURITY ACCESS CONTROL - Assign view only access to specific user profiles. 1 Gen Sys & Security 8.017 MAINTAIN AUDIT TRAILS - Maintain audit trails including changed by, changed date, and 1 record (print or file) of changes. Gen Sys & Security 8.018 MULTI -USER ENVIRONMENTS - Operate in a multi -user environment so record locking will 1 be required to maintain the integrity of the data. Gen Sys & Security 8.019 MULTI -USER ENVIRONMENTS - Ability to prevent any master file record from being 1 deleted if that record is referenced in any other file. A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 27 r)n ... Qin Fn,iolnno Ir)- A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 28 As articulated in section 4, some Gen Sys & Security 8.020 WINDOWS SQL ENVIRONMENT - System must be Windows, SQL compatible (SQL 2008 1 software modules are browser R2, 2012) and browser - based. based wile others are client - server based. e SSRS reports can be created by Gen Sys &Security 8.021 WINDOWS SQL Reporting ENVIRONMENT - System must be Windows, SQL Reporting 1 pointing the service the Services compatible (SQL 2008 R2, 2012). preferred MySQL Data Source. Gen Sys & Security 8.022 TESTING ENVIROMENT - Ability to establish test/demo environment with structured version 1 control and full configuration management access and capability. Gen Sys & Security 8.023 WEB 508 COMPLIANCE - Ability for Web applications to be section 508 compliant for 1 browsing with assistive technologies. TROUBLESHOOTING HELP - Provide a help /search function for troubleshooting with an Gen Sys &Security 8.024 extensive knowledgebase available. 1 Gen Sys & Security 8.025 VIRTUALIZATION - Ability for application to be virtualized, even if not on Production side. 1 Gen Sys & Security 8.026 MULTIPLE APPLICATION WINDOWS - Support multiple windows open at one time (not 1 limited to modal window). Gen Sys & Security 8.027 FORWAD /BACKWARD NAVIGATION - Ability to navigate through records or files on a 1 screen in forward or backward directions. Gen Sys & Security 8.028 ADJUSTABLE ONLINE COLOR SCHEMES - Online capabilities with similar colors and 1 headers as County website. Gen Sys & Security 8.029 ON- SCREEN REPORTING - Ability to preview a report on the screen, prior to printing. 1 Gen Sys & Security 8.030 REPORT PUBLISHING FORMATS - Ability to publish reports in formats including PDF, MS 1 Word or MS Excel. Gen Sys & Security 8.031 USER DASHBOARDS -Ability to incorporate real -time individual user dashboard capability 1 to display dynamic charts and graphs. Gen Sys & Security 8.032 DEPARTMENT /DIVISION SCREENS - Ability to customize screens for different 1 departments /divisions. DOWNLOAD APPLICATION DATA THROUGH DESKTOP APPLICATIONS - Download to Gen Sys & Security 8.033 or access application data through desktop productivity tools such as spreadsheets, word 1 processors, or report writers. Gen Sys & Security 8.034 SYSTEM BACKUP UTILITIES AND PROCESSES - Provide backup utilities enabling the 1 backup of individual items, application databases or the entire system. Gen Sys & Security 8.035 VENDOR SUPPORT ACCESS TO CLIENT - Provide electronic connection. Vendor can 1 connect to computer server for diagnosis and resolution of software problems. TABULAR CONFIGURATION STRUCTURE - Ability to configure and set up of variable Gen Sys & Security 8.036 features, such as fees and user - defined data types, in a table- driven manner as opposed to 1 code - driven. COUNTY CONFIGURATION CHANGES - Ability to perform configurations, parameter Gen Sys & Security 8.037 settings, and configuration changes such as annual fee schedule changes, data fields, and 1 processing without the involvement of the vendor. Gen Sys & Security 8.038 ONLINE DOCUMENTS - Ability for documents to be available online to the staff and general 1 public. Gen Sys & Security 8.039 ONLINE TRAINING DOCUMENTATION - Online access to printable training materials and 1 other support documentation. CUSTOMIZED FEATURES DOCUMENTATION - Provide features to assist with the Gen Sys & Security 8.040 documentation of the customized system, and specific documentation of the customized 1 system where the company provided the customization. Gen Sys & Security 8.041 EMAIL INTEGRATION - Sending emails from system utilizing standard SMTP protocols. 1 A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 28 rin... Cz; n Fn „oIn . W). Gen Sys & Security 8.042 INTEGRATION - MS OUTLOOK - Ability for the system to integrate with Microsoft Outlook 1 for messaging and scheduling. Gen Sys & Security 8.043 System must have the ability to create an export file to be sent for microfilm processing. 1 Parameters: Gen Sys & Security 8.044 Date range 1 Gen Sys & Security 8.045 • Completed book 1 Gen Sys & Security 8.046 System shall have the ability to keep an audit trail on emails sent outside the agency. 1 Gen Sys & Security 8.047 System shall have the ability to keep an audit trails on transactions recorded in the 1 application. Fraud Alert: The system shall have the ability to enable the general Gen Sys & Security 8.048 public to sign up for alerts and get notifications in the case that any 1 recordings take place in their name. A - Feature /Function Specs RFP 5237 Appendix A - CCS Response Page 29 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE Vendor Name: Courthouse Computer Systems, INC SOFTWARE VENDOR INFORMATION Company Name Courthouse Computer Systems, INC Street Address 50101 Governor's Drive Suite 130 City, State, Zip code Chapel Hill, NC 2751 Telephone Number 1- 855 - Court -IT Primary Contact Charlie Roederer Secondary Contact (if applicable, Location of Application Software Support Personnel Chapel Hill, NC Number of Application Software Support Personnel 4 Support Hours (designate time Guaranteed 8:00 - 5:00 EST phone staffing. zone) 24/7 support for emergency situations Guaranteed Response Time Calls are answered immediately by a live voice Average Response Time Immediate < 1 day for all issues and issues are often Average Resolution Time resolved during the initial contact 800 Number Access 1- 855 - Court -Il RESELLER INFORMATION (if applicable) Company Name Street Address City, State, Zip code Telephone Number Primary Contact Secondary Contact (if applicable; Location of Application Software Support Personnel Number of Application Software Support Personnel Support Hours (designate time zone) Guaranteed Response Time Average Response Time Average Resolution Time 800 Number Access B - Vendor Profile RFP 5237 Appendices B -J - CCS Response Page 1 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE Vendor Name: Courthouse Computer Systems, INC VENDOR INFORMATION Vendor Name Courthouse Computer Systems, INC Number of Years in Business 11 Total Number of Employees 14 Organization Classification (Private, Public, Other) Private Annual Revenue Over 1 million Percent of Annual Revenue Allocated to R & D 18% Percent of Annual Revenue Generated from New Sales 25% Percent of Annual Revenue from Annual Recurring Income 78% RESELLER INFORMATION (if applicable) Reseller Name Number of Years in Business Total Number of Employees Organization Classification (Private, Public, Other) Annual Revenue Percent of Annual Revenue Allocated to R & D Percent of Annual Revenue Generated from New Sales Percent of Annual Revenue from Annual Recurring Income C - Vendor Financial Info RFP 5237 Appendices B -J - CCS Response Page 2 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE Vendor Name: Courthouse Computer Systems, INC Note: If you are a VAR, please provide the same information for your specific company in addition to the software vendor's information. BY THE FOLLOWING CRITERIA Total - All Customers Total Organizations Total Private Organization Total Government Register of Deeds Organizations. Organizations between 0 to 500,000 of eRecordings (proposed solution ONLY) Organizations between 0 to 500,000 of Vitals recording (proposed solution ONLY) Organizations between 0 to 500,000 Indexes and Images (proposed solution ONLY) Organizations with an escrow based module for client access. Organization with a web based portal to view deeds and records. ** Courthouse Copmuter Systems is in the process of implementing our recording system in our 29th North Carolina county (Burke County). More counties use Courthouse Computer Systems recording software than any other vendor. Of the 20 most recent Register of Deeds offices to switch record management systems, 17 of them have chosen Courthouse Computer Systems. The numbers listed in the matrix above do not include approximately fifteen additional North Carolina counties that we serve with other product offerings such as Cumberland, Pitt, and Gaston which use our GetCertificateNow.com service and Beaufort, Scotland, and Jones which have implemented our Historical Document search capabilities. NUMBER OF NUMBER OF CUSTOMERS North Carolina (Not Installs) CUSTOMERS Not Installs 69 54 69 54 0 0 46 46 22 22 29 29 29 29 11 11 D - Vendor Customer Base RFP 5237 Appendices B -J - CCS Response Page 3 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE Vendor Name: Courthouse Computer Systems, IN( Note: If you are a Reseller /VAR, clearly indicate which references are for your specific company. 1 ) Caldwell County Register of Deeds WAYNE L RASH 828.757.1310 Full System May-16 Modules Installation BETSY S. HARNAGE DAVIS H. BRINSON 704.484.4834 Customer Name Contact Name Phone Number Full System 4) Henderson County Register of Deeds APPLICATIONS (please list) 828.697.4901 Full System - No User Accounting Aug-11 5) Lincoln County Register of Deeds 6 Pender County Register of Deeds Used Date Full System 1 ) Caldwell County Register of Deeds WAYNE L RASH 828.757.1310 Full System May-16 2) 3 Cleveland County Register of Deeds Duplin County Register of Deeds BETSY S. HARNAGE DAVIS H. BRINSON 704.484.4834 Full System May -17 May -15 910.296.2108 Full System 4) Henderson County Register of Deeds LEE KING 828.697.4901 Full System - No User Accounting Aug-11 5) Lincoln County Register of Deeds 6 Pender County Register of Deeds DANNY R. HESTER 704.736.8530 Full System Nov -12 SHARON L. WILLOUGHBY 910.259.1205 Full System Jun -15 7) Randolph County Register of Deeds KRISTA M. LOWE 336.318.6960 Full System Mar -15 8 Rockingham County Register of Deeds Surry County Register of Deeds BENJAMIN J. CURTIS 336 - 342 -8820 Full System Jun -12 9) CAROLYN COMER 336- 401 -8150 Full System - No User Accounting Dec -07 10) I Watauga County Register of Deeds AMY SHOOK 1828.265.7632 Full System I Jan -12 Note: Please use application code legend if necessary E - Vendor References RFP 5237 Appendices B -J - CCS Response Page 4 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE Vendor Name: Courthouse Computer Systems, INC GENERAL QUESTIONS Yes No Will you agree to incorporate RFP and your proposal into the contract? X Will you hold prices firm for 120 days from proposal due date? X Is the source code held in escrow at a third -party institution? If yes, please identify the third party. If not, will you agree to providing such a service? X Explain: Courthouse Computer Systems is happy to place our source code in escrow at a third -party institution. We would ask Orange County for guidance on which institution to use and to be responsible for the relevant fees. Will support fees include upgrades to meet all State and Federal mandated changes (e.g., payroll issues, reports, calculations)? X Will application software license be a license in perpetuity? X ** Will you agree to enter into a multi -year contract for annual maintenance at a mutually agreed upon rate? X Will you agree to work insynch with the county's fiscal calendar for annual maintenance? X SYSTEM SUPPORT INFORMATION Yes No Can one Vendor install all application software? If not, please explain. X Can one Vendor support all application software? If not, please explain. X Can the vendor connect remotely to system for dianostics and /or support? Is there an associated cost? No Cost X *+ Is there a WEB site for application software customer updates? X Can the WEB site be used to communicate support issues and downloads? X Is there an application software Users' Group? F - Vendor General System RFP 5237 Appendices B -J - CCS Response Page 5 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE Vendor Name: Courthouse Computer Systems, INC SOFTWARE APPLICATION INFORMATION On what platforms /operating systems will the application software run? Include any client operating system restrictions or additional connectivity requirements. Respond: Our BUI based software modules are designed to run on any platform that supports the standard set of web browsers. We compatibility test against Internet Explorer, Edge, Chrome, Firefox, and Apple Safari. Additionally, our server logs indicate that the applications are successfully accessed via Android, Opera, Camino, and other browsers. Our client- server application, CCS Workstation, runs on a standard Windows platform and has been tested for compatibility with all of the currently supported Microsoft OS versions. What year was the current platform version of the proposed software released? Respond: 2017 Did you develop the original software or was it purchased? If developed by you, what is the current release and when was it originally developed? If purchased, identify the company from whom you acquired the software. Respond: The software modules that we are proposing were designed and developed by Courthouse Computer Systems staff. As is the case in most modern software and applications ( "no need to reinvent the wheel'), we ocassionally use a licensing agreement with an outside party to incorporate generic functionality that they have developed into our codebase. Our entire set of software modules are entirely supported by Courthouse Computer Systems. What database configuration is being proposed? (Preference towards MS SQL) If you are proposing third -party software in addition to yours, what database configuration is being proposed for their system? Respond: Courthouse Computer Systems prefers to use MySQL, but MS SQL is certainly an option. Our software modules were designed to be database agnostic and previus releases were tested to ensure compliance with MS SthQL. We are proposing no 3rd party software. What database options are available? (Preference towards MS SQL) Respond: Courthouse Computer Systems prefers to use MySQL, but MS SQL is certainly an option. We have extensive experience with MS SQL and it is used as the production system of record for some of our ancillary products. Please describe the software upgrade policy and process. F - Vendor General System RFP 5237 Appendices B -J - CCS Response Page 6 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE Vendor Name: Courthouse Computer Systems, INC Respond: The Courthouse Computer Systems software agreement includes enhancements, modifications, updates, and on -going customer support for all included software modules. Courthouse Computer Systems regularly improves our software in order to ensure that it includes the most advanced features available in the industry. The software agreement ensures that regardless as to whether small features are added or entire modules are redesigned the office will have the opportunity to benefit from the changes. In certain instances, the only thing NOT covered by the agreement is the purchase of additional software modules. An example of this is our Record Time Machine service to make the existing scanned images of you index books database searchable like all of your current records. We anticipate providing Orange County with approximately 3 software upgrades per year to ensure that the ROD office can benefit from any of our emerging technologies. Accompanying each upgrade are release notes describing the new functionality that had been added. Many times the new features are configurable and can be turned on or off at the county's choosing. Unless the release is being made to address a mandated change (i.e. indexing standards change, vital records modifies the fields that are captured on a certificate, new fees need to be collected) the county can decide whether or not they want to install the newest release or remain on the current version. A county can also elect for the release first be made into their internal test environment for validation by county staff before moving it into the production environment. In many cases the updates are made to each client computer by Courthouse Computer Systems technical support, but in some instances the release is made available by Courthouse Computer Systems but the upgrade is performed by county staff. Please describe when the warranty for the software will begin and end? Respond: The software is warranted for the entire duration of the "Agreement Period ", which is defined as the period of time in which Orange County has contracted with Courthouse Computer Systems to utilize Courthouse Computer Systems software. Please describe the software patch delivery policy and process. Respond: Software patches are immediate responses to correct an error in the production region of a system that was not previously detected and corrected during testing. We endeavor to provide software patches as quickly as possible once the error has been verified and reproduced. Because we have a staggered roll -out schedule to different counties, the need for a software patch is usually detected before the software has been released to numerous different customers. This approach has the twofold benefit of allowing us to focus on a single problem and on a single customer. A customer can decide if they would like to exercise the patch in their test region prior to the update being made in the production region. F - Vendor General System RFP 5237 Appendices B -J - CCS Response Page 7 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE Vendor Name: e Computer Systems, INC NOTES & INSTRUCTIONS Supplemental Pricing in your company's standard format can be provided separately. However, even if you provide supplemental pricing, this project costs worksheet must be completed for summary evaluation purposes. Additional rows and /or descriptions can be added if necessary. If an item is included elsewhere, please say included. DO NOT delete any rows or change any formulas. One -Time Costs PRICE Software License Fees $ - Training Fees $ - Project Management Installation/ Implementation Fees Modifications/ Enhancements Estimates (see Appendix J) $ - Report & Inquiry Development Interface Development Estimates (see Appendix H) $ 63,500.00 Conversion Assistance (see Appendix I) $ 58,400.00 Other (Please List as needed) Hardware /System Software (estimates, if applicable) System Hardware 0 System Software 0 Installation (if applicable) 0 Other Costs (Please List) 0 Travel & Related Expenses 0 Taxes 0 $ 121,900 Annual Recurring Costs Application Annual Maintenance /Support $ 79,000 (24/7 Telephone Support (Yes /No) Yes Hardware/ Systems Software Maintenance (if applicable) $ - G - Project Costs RFP 5237 Appendices B -J - CCS Response Page 8 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE Other Recurring Costs (Please List) (Please List Applications /Modules - Add Rows as Necessary) Web Portal - OC Staff Web Portal - External Clients eRecording Recording Vitals Records Image: scanning, editing, watermarking Indexing Quality Control Application Administration / configuration Reporting: pre- fabricated (canned) reports Reporting: Ad -Hoc Cashiering Escrow account management Sub - Totals /V,uuu Detailed Software Application Pricing and Information Vendor Application Unit /Per Seat License Fees Training /Implementation Name License Fee Total Days Total visits Total Training Costs CCS Search CCS Search CCS Workstation CCS Workstation CCS Workstation CCS Workstation CCS Workstation CCS Workstation CCS Workstation CCS Workstation CCS Workstation CCS Workstation CCS Workstation Included Included Included for 16 licenses Included for 16 licenses Included for 16 licenses Included for 16 licenses Included for 16 licenses Included for 16 licenses Included for 16 licenses Included for 16 licenses Included for 16 licenses Included for 16 licenses Included for 16 licenses G - Project Costs RFP 5237 Appendices B -J - CCS Response Page 9 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE Optional Applications /Modules; (Please List Applications /Modules - Add Rows as Necessary) Sub- Totals NOTES Vendor Application Unit /Per Seat License Fees Training Name License Fee Total Days Total Visits Total Training Costs 1) Indicate how license fees are calculated (e.g., concurrent users, user ID's, processor size, etc.). Provide number of user licenses if applicable, user license cost if required. 2) Please describe additional future license fees if applicable (e.g., change in users, processor size, etc.) 3) Optional pricing for above one time costs should be clearly identified (e.g., different project management service levels) 4) Describe number of days /hours included with project management AND training costs above. 5) Describe in detail what is included with conversion estimates. 6) Describe how travel and related expense estimates were calculated. 7) Describe additional costs required for optional applications (e.g., hardware, training, project management, etc., 8) Clearly indicate third party software. 9) Please attach server sizing /configuration documentation. G - Project Costs RFP 5237 Appendices B -J - CCS Response Page 10 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE Included Included Included Included Included Included Low end estimate is $26,000 Low end estimate is $34500 Included Included Included Included Included None Included G - Project Costs RFP 5237 Appendices B -J - CCS Response Page 11 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE None Annual Support G - Project Costs RFP 5237 Appendices B -J - CCS Response Page 12 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE Annual Support ind additional G - Project Costs RFP 5237 Appendices B -J - CCS Response Page 13 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE Vendor Name: Interfaces Low Estimate High Estimate See Section 7 Table "Inte ration /Interface "in the RFP narrative for further detail Tax Software PINApp 12500 25000 GIS 1000 5000 Link to Deeds Link on Parcel information web a e to deed book and page. 0 1000 Microsoft Office 0 5000 Word, Excel eFiling vendors 0 0 Accounting (Tyler Munis : General Ledger 5000 12500 Other E -Mail and Calendarin Microsoft Outlook 0 5000 Active Directory 7500 10000 $ 26 000.00 $ 63 500.00 NOTES For all current systems integration, the response to the RFP should note: The vendor's background with integrating with the related system. Internal structures that affect how interfaces are developed and maintained. For current flat file and XML imports, how process would be maintained and automated to replic on the other end. How data exchange between systems can be accomplished in order to take advantage of SQL -t, Corresponding development and support /maintenance responsibilities for the interface junction! H - Interface Costs RFP 5237 Appendices B -J - CCS Response Page 14 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS SOFTWARE :ate the current process o -SQL processing and real -time updates. Orange County, NC H - Interface Costs RFP 5237 Appendices B -J - CCS Response Page 15 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE Vendor Name: Conversions Low Estimate High Estimate See Section 6 Table 'Data Conversion Summary" in the RFP narrative for further detail Current databases 5 SQL databases 5000 10000 Image files 0 0 Slave records 2000 2000 Courthouse Software Image files 0 0 Historical Index 5000 5000 Corporate Charter and Multiple Pin 2000 2000 Unscanned Vitals documents. 14000 28000 Docu ate Button S stem 5000 10000 Assumed Name Book 1400 1400 $ 34 400.00 $ 58 400.00 I - Conversion Costs RFP 5237 Appendices B -J - CCS Response Page 16 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS SOFTWARE Orange County, NC I - Conversion Costs RFP 5237 Appendices B -J - CCS Response Page 17 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS Orange County, NC SOFTWARE Vendor Name: IMOdifICations (please list asneeded) I Low Estimate I High Estimate No charqe for modifications not related to integration I I I J - Modification Costs RFP 5237 Appendices B -J - CCS Response Page 18 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 REGISTER OF DEEDS SOFTWARE Orange County, NC J - Modification Costs RFP 5237 Appendices B -J - CCS Response Page 19 DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 °kh�� Cyber Liability Insurance Questionnaire This questionnaire is to be used to assess the level of Cyber Liability 17 �� Insurance procured by the vendor under consideration for Orange County. Vendor under consideration: Courthouse Computer Systems Solution under consideration: RFP# 5237 Department(s) served: Register of Deeds 1. Do you currently have Cyber Liability Insurance? Yes. We have Cyber Liability Insurance Provided by the Hanover Insurance Company. A copy of the certificate issued to Orange County will be provided upon award of the RFP a. If yes, what coverage is provided by your insurance policy? $1,000,000 in coverage b. Provide a copy of the insurance. 2. If your answer to question 1 was No, then are you planning to get Cyber Liability Insurance? a. If Yes, When do you plan to get it: b. If No, Explain why not: 3. Provide any other comments and explanations: DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Get Certificate Now Portal User's Guide DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Get Certificate Now Portal User's Guide Table of Contents What is What is Get Certificate Now? What is the Get Certificate Now Portal? Logon Page Tabs Search Reports User Management Search Tab Search Filters Search Results Selected Record Selected Record Actions Process Edit Print Update Status Reports Tab Report Filters Report Results User Management Tab Edit My Profile Appendix I — Detailed Report Images Appendix II — Transaction Summary Report Images August 2014 2 Courthouse Computer Systems DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Get Certificate Now Portal User's Guide What is What is Get Certificate Now? Get Certificate Now provides the public with an avenue to obtain, for a fee, certified and uncertified copies of vital records. These include birth, death, and marriage certificates. What is the Get Certificate Now Portal? The Get Certificate Now Portal is provided for county ROD employees to track and process public requests for these documents. Logon Page Access to the GCN portal is limited to ROD users. To enter the portal, open a web browser and type portal. getcertificatenow. com /<county> into the address bar, where <county> is your county name, then press Enter. NThe portal's logon page loads. 4Jsername Password Type your credentials and password into the appropriate boxes and press "Login ". If you have forgotten your password, you can use the "Forgot Password" link for assistance. (see appendix I: Forgot Password) August 2014 3 Courthouse Computer Systems DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Get Certificate Now Portal User's Guide Tabs The Get Certificate Now Portal is divided into three sections, accessible by clicking on the tabs found near the top right of the page: • Search • Reports _ • User Management Search Tab gSearch for Requests From CoEs T- C L: -a tifimte 142me Type Status Ttans Rion # Assigned To 7125/2414 '�J �V Allertifiestes • All 7 All T Total Orders Found :2 iRobertson, Bob B • Denver, John Segrist, Kevin Jones, Charlie 14 4 1 Of 1 ► FI Search Filters 81112614 CravenAdminr, 1:41:61 PM &ECO14 CravenAdmin -NIP 11:52:46 AM When you logon to the GCN Portal, the browser lands on the Search page, which includes several search filters. From Date Tn Date CE-rtifioste Name Type Status Transaction # Assigned Tea 7rZtA+ 014 All Certificates s Loll F ,xll ■ 04 August 2014 4 Courthouse Computer Systems DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Get Certificate Now Portal User's Guide The From Date filter is set by default to a date two weeks prior to the current date. All other filters are either blank, or default to All. You can set multiple filters simultaneously. The available search filters are: From Cate • From Date TO 0 default value is two weeks prior to current date. 7 +29120 14 0 returns record requests submitted on or after the date entered. TO Dates 0 To Date o default value is blank o returns record requests submitted on or before the date entered. • If a From Date is entered, returns record requests submitted on or between the dates entered in the From and To Date filters. • Certificate Name CEtifica.tE HamE o default value is blank o returns requests submitted for certificates where this value matches all or part of the name of the individual for whom the certificate was recorded. Type • Type All Cotifice .tea o default value is "All Certificates" • available options are: • Birth Certificates • Marriage Certificates • Death Certificates • returns record requests submitted for the selected certificate type. Sta.tuS 0 Status All o default value is "All" • Available options are: • Submitted • Pending • Processed • Canceled • Refunded • Failed • returns record requests whose current status is the selected value. Transaction # • Transaction # o default value is blank 0 returns record requests for certificates with the transaction number August 2014 5 Courthouse Computer Systems DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 �.I I Get Certificate Now Portal User's Guide entered. • Assigned To • default value is "All" • available options are the local ROD employees • returns record requests assigned to the selected ROD employee. Execute the search Set all filters to default settings Search Results When searching for certificate requests, the results are displayed as a record set with the following information shown: • Status • Certificate Name • Requester Name • Assigned • Type • Date Status Under the Status heading, the status is represented by the following set of graphics: August 2014 6 Courthouse Computer Systems Submitted Pending Processed Cancelled Refunded Failed August 2014 6 Courthouse Computer Systems DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Get Certificate Now Portal User's Guide Certificate Name The Certificate Name is the name of the person for whom the certificate was recorded. For example, if a death certificate was recorded to document the death of John Doe, then the certificate name is John Doe. A search for "Doe" would return the John Doe Death Certificate. Requester Name The Requester Name is the name of the person requesting the certification. Assigned Assigned indicates the ROD employee responsible for processing the requested certificate. Type The Type indicates what kind of certificate is listed. The type is represented by the following set of graphics: .gip Death Certificate Birth Certificate Marriage Certificate Date The Date heading represents the date the request was submitted. NOT the date of the documented event. Sorting You can sort the results on any of these headings by clicking on the heading Navigating You can navigate multiple pages of results by using the navigation buttons at the bottom of the result set. Selecting You can select a record request for review by clicking on it. Selected Record When you select a record from the list of results, the request form is shown, displaying all the information about the certificate requested, the person requesting the certificate, including proof of identity, and the ROD employee responsible for processing the request. The information in this form can be edited by the ROD employee. (see Selected Record Actions below) August 2014 7 Courthouse Computer Systems DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Get Certificate Now Portal User's Guide Certificate title header Birth Certificate Request- sigrmRj by RBR Cert= , CDpy Submitted: &M-4014 1:41:01 Phil Total: $10225 1 IJ w*rtif ied Copy Stams: Processed Custorner Cost: $13.75 Delivery k'.eftod: Mall is Reo. elpt Print ErYVelope Trartsactiort #: =178B-23 5M3810 Delivery Method: Mail Receipt Print Envebpe Transactor #: 2323 -1780 2', -MIO Record Title (Birth, Death, or Marriage Certificate Request). Clicking on the Receipt graphic will display a receipt of the transaction. Clicking on the Print Envelope graphic will open a new browser tab and display an envelope image, allowing you to print the envelope. August 2014 8 Courthouse Computer Systems DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Get Certificate Now Portal User's Guide The images below show the information for the different types of certificates. Certificate Info First Name' Bob fuddle Name I B Last Name' Robertson Cate of Birth* U81f3 +199E3 Place of Birth• I Craven Co Fathers First Name, I Robmt Fathers Middle Name Fathers Last Name, I RwbErCsan Certificate Info Geceaseds First Name* J- hn Deceased's diddle Name Deceased's Last Name, Denver Gate of Death* 0,9101IM14 Place of Death NF &3 n Certificate Info GrGum "s First Name* guy Groonfs Biddle Name ion Groom's Last Name" I vrovd Gate of 1.1arriagel 0&14f2D14 Location of Marriage I new bern Bride's First Name I mary Bride "s MiddleAlaidLn Name lee Bride's Last Name smith Birth Certificate Info Mother's First Name° I Raba Mothers Middle Name Mother's Maiden Name, I Roberbon Death Certificate Info Marriage Certificate Info August 2014 9 Courthouse Computer Systems DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Get Certificate Now Portal User's Guide The remainder of the request shows the ROD employee responsible for processing the request, the requester's proof of identity, a Choose File button for uploading a scanned image of the requester's proof of identity if it is not already available, additional notes, status changes, and a text input box for adding a new note. This format is the same for Birth, Death and Marriage certificate requests. Person Responsible Assigned To CravenAdmin ■ Proof of Identity The customer has already sent his Proof of Identity. �5 Upload Additional Files I Chccse Files f No `ilr uh4Ear Notes all 1.2014 1:48;13 PH"•. Vp cra roanh all 1.03U 1:48'.41 PM Of cra pmh Proof of Identity Uploaded Statue changed to Pressed. August 2014 10 Courthouse Computer Systems DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Get Certificate Now Portal User's Guide Selected Record Actions While viewing a selected record, there are several actions you can take. They are represented by graphics located just below the tabs in the upper right corner. ■ Process ■ Edit ■ Print ■ Update Status Process Pressing "Process" will finalize the transaction by charging the requester's credit card. Edit Allows the ROD user to modify the request information. Print Update Status Allows the ROD user to print the request. Current Status: Submitted. Update Status New Status: Processed ■ I Allows the ROD user to update the status of a Pending Submitted request. FMPORTANTqMM Selecting a status of "Process" in this dialog not only updates the status, but ALSO processes the request. It is not necessary to press the "Process" button if you have used this form to update status to "Processed ". Doing so will result an error message. Email Customer about Chanve In Status? August 2014 11 Courthouse Computer Systems DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Get Certificate Now Portal User's Guide Reports Tab Search Lk� AAanap�ment Reports _ ... ......... ........................ .......... ............._ . ........._...... ................. ..._............................ .............................._ Report Type From Date To Cate Type Status Assigned To Preview 8F12201 M 8i1T'214 Q Detailed Req� a► Print All CeitificatiL- All All 7 Export to Excel ` Filter by Processed Date Report Filters The Reports tab displays a page that provides a way to show request reports based on several filterable criteria. The available filters are: Rep-mt Type Report Type Detailed Request Detailed ReqL � ■ Shows all request information for each result returned. 0 Transaction Summary ■ Shows all transaction information for each result returned. Preview Options 0 Print ° Preview - Export to Excel ■ Displays the result in a new browser window. • Print ■ Displays the Print dialog • Export to Excel ■ Displays a dialog allowing you to save the report in an .xls spreadsheet file. From Date FSDm Date re; �3l1Z�1�3 To Cate To Date S' 1>2J>FD 14 August 2014 12 Courthouse Computer Systems DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Filter by Processed Date Types All Ce tifieate� Status All ■ Assig nad TD Au �r Get Certificate Now Portal User's Guide • Filter by Processed Date o Displays only requests which have been processed. • Type o filters based on report type selection, birth, death, or marriage. • Status o filters based on status • Assigned To o ROD user responsible for processing the request. See Appendix I and II for samples of Detailed and Summary reports. NOTE: At the top of the Reports page, just above the page tabs, there is an "Add User" button. Pressing this button opens the User Management Tab. August 2014 13 Courthouse Computer Systems DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Get Certificate Now Portal User's Guide User Management Tab Edit My Profile Username CravenAdmin Password Confirm Password Email unknown@unknown.com You can use the form found on the User Management tab to provide additional users access to the Get Certificate Now request tracking portal. August 2014 14 Courthouse Computer Systems DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Get Certificate Now Portal User's Guide Appendix I — Detailed Report Sample °s"r�r Eres� Craven County Sheri B. Ri &3rd - REgister C•f CSE-dS Detailed Request Report Header Get Cegifi cat eNolov.cum Detailed Requests Repo t Total Requests Received:4 Birth Requests 2 Death (Requests 2 Marriage Request D Criteria Used `..a i +ss L -,!�: h Shows Report type, county and Register of Deeds, number of requests, and report filters used. August 2014 15 Courthouse Computer Systems DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Get Certificate Now Portal User's Guide Each entry in a Detailed Report displays all information associated with a request. d _ti Craven County , #4 ' Sherri B. Richsad - Registea of Duds -a Certificate Info DecE3sed's First Name: Jimmi DeceaELd's Middle Name: Decea =_Ed's Last Name: Hendricks Gar= C_att: JOT. ZY4 Plan= ::ESr: New Bern Requestor's Info First Name: Jill kf'ridle Name: Last Name: Hendricks Emailtafdress: kevir 4�murthouseoamputersystems.com Home Pkme: 919559&5_1a Daytime Pherpe {8am - 5pm): 919^c594595 Fans: Address: 123 Front Street Address 2: C ity: Here State: NC c 5f19S .rite Sall Order Detail Delivery ket__- "e Przc` a' Total CErt FEE: X10.23 Total lrlailing Fee: $0.O1) Total Cast: ¢19.25 Notes Order #: 2321E-1788 -2366 -63346 rti icate Typ=e: Daiti- Date: J 61 !&. Zj'4 -.e: -4 Here in my- L•y C ray arAc :30AMorA-: L 2 :'d Ststtts chsngEd to Fending ID by Cra', . . __ -. - Status changed to Failed. 12:W Pkf ors Status changed to Failed. 2014 by Craver A:— - 12:37 Pk' .- r._; Status changed to Failed Note: R_.Lent tan b=ar prcoei=_.. 4 by CraverA: 5IAII -OF XORn�C:�fiCEi,.r \:�' IIIIIIIIIIII� , - S i' August 2014 16 Courthouse Computer Systems DocuSign Envelope ID: 2C512681- 9B14- 4F5E- BBE4- C592FDCA4CE7 Get Certificate Now Portal User's Guide Appendix H - Transaction Summary Report Sample Transaction Summary Report Header Craven County GetCertificateNow com e 8 rE r'i e Ricr•sm - REgistei c1 CEEtl; Transaction Summary Report Criteria. Used y• The Transaction Summary Report Header shows mostly the same information as the Detailed Report Header, with the exception of the number of requests. Transaction Summary Report Entry Example BRAJ'2914 - 1 Requests Received Qate 4r6ar t f ert 'sate NaT.e Reaue5tor Name Type 9 vert 9 un art wart Fee Ma o^ vast ToM Cost Matus .1 D- A- : 11 2.1. 1 vJ}.. -..i7- _t,)= Y. ::.: < -?v- C. 1 1 ]i :.:.5 s i• TGt's.'. r9ou3et5 PrC+>w vA: 1 TPta' wart F99s PrCBatFadr: 51Ci25 TDta,, Ma " -.ng F995 Fr'tiaa559lr: SOIX, Trta : Fu PIS PrDc*sE90: S 1425 car::: ,?:. ,s. _ , 1 The Transaction Summary Report shows the basic key information about each request. Grand Total=_- Processed Tote' requ95t6 ProDw3 badl: 1 Trta Cert F %s Prsr ssa6: S 1025 Tom, Ma: n F9996 Procs ws qd: 50.0 Total Fun" Pry: S10-25 32 1-1. rwl ,, :;ir'a 1 ..'"ArP Y3 aIC£. 1 A Grand Totals tally can be found at the bottom of the Transaction Summary Report. August 2014 17 Courthouse Computer Systems