HomeMy WebLinkAboutC12-163 Exhibit C and D ue) (k:t ( C Application Requirements Checklist Instructions Application Requirements Checklist Instructions The application requirements checklist must be completed in full by all bidders. Please place a 0, 1, 2, 3, 4, or 5 in the "Vendor Response" column based on the capabilities of your software package and project team. These response codes are described below. Licensor will not modify any of the designations assigned in the application request list without advance approval of Licensee. 5 - Base Package "off- the - shelf" - The requirements and tasks can be accomplished by the using the core "off- the - shelf" or "out of the box" software package. Virtually no configuration or customization is needed. The standard user interface can be used, and there is no need to make improvements through customization. Items which are identified with a "5" shall be provided at no additional cost to the Licensee. 4 - Minor Customization - The requirements can be met with minor customization at the client's site. May require customizing components of the user interface, creating customized forms and reports, and changing the workflow procedures to match the customer's business practices. Items which are identified with a "4" shall be provided at no additional cost to the Licensee. 3 - Optional Module - The requirement can be met by purchasing an optional module or add -on piece of software produced by the vendor or a third -party vendor. For all #3 answers, please list the name of the optional module in the "Comments" column. Items which are identified with a "3" may result in some additional cost to Licensee at the rates set forth in the Software Supplement. Such additional fees shall be incorporated into a change order to be approved, in writing by both parties. 2 - Future Release - The functionality will be included in a planned, future release of the product. For all #2 answers, please list the anticipated release date of the future version in the "Comments" column. Items which are identified with a "2" shall be provided at no additional cost to the Licensee. 1 - Custom Programming (Source Code) - This requirement could be met, but new custom code would need to be written by the vendor in order to provide this functionality. Items which are identified with a "1 " may result in some additional cost to Licensee at the rates set forth in the Software Supplement. Such additional fees shall be incorporated into a change order to be approved, in writing by both parties 0 - Not Supported - This requirement is not supported by the vendor's software or services. 4 1 This checklist has been made available as both and EXCEL spreadsheet and Adobe PDF document. Vendors may either complete the checklist using the EXCEL spreadsheet, or they may write their answers manually on hard copies of the PDF document. i ICI — ua.ac r aa,nagc V 11,11c J11G11 4 = Minor Customization 3 = Optional Module Eagle County Clerk & Recorder Application 2 = Future Release Functionality 1= Custom Programming 0 = Not Supported n/a = Can't be answered by above #, •uestion Vendor Response s ven Details i - ;fr�sr^ 4'04 .� .i. 44E ? r" ,. , k`h'�s"' -r #` "'' ' ' # t*** r 1-ki. 1 4 "�f s.,k;'rCVh'. i-S,' ..IS4. r* <. u; t r... System will not allow you to proceed without a doc fee 5 = Base Package "off- the - shelf" Yes, fees must be entered in order to complete a ($0 is allowed) depending on the doc type transaction Hone document in a batch fails, the entire batch 5 = Base Package "off- the - shelf" automatically fails System reorders TD to the front of the deed 5 = Base Package "off- the - shelf' TO are stored as a ancillary document stored with V g Deed under separate Tab Auto populate fields from OCR'd document 3 = Optional Module This would be for Automated Indexing and /or Automated Redaction which are optional purchases. Ability to see and change fees throughout entire process before recording 5 = Base Package "off- the - shelf' Documents are receivable in a batch format. 3/6/12 - Documents that are sent together stay together Need more information: through the recording process. Revisit Documents that fail the recording validation are not recorded 5 = Base Package "off-the-shelf" yes, if they come in as a eRecording, recorded and rejected documents are then sent back to submitter Recorded documents are returned to the submitter in electronically electronic format 5 = Base Package "off- the - shelf' NOTE: Our current model only supports the 3rd Submitters like Simplifileand Ingeo coming back and requesting images once they are complete we don't 4 g g Y P auto push back. Confirmation of acceptance and recordation will be 5 = Base Package "off- the - shelf' provided to the Submitter after recording is complete Documents submitted via escrow accounts with insufficient are rejected and not entered in our processing queue to view. Notification to submitter 4 = Minor Customization and in system that document was rejected due to insufficient funds. FUTURE RELEASE: We have plans to allow them to Escrow account balance, contact info etc... can be 2 = Future Release change their information and add additional credits changed/ balance added to via portal. but not currently working today. Escrow account balance, contact info etc... can be viewed via portal. Added - broke out above question Email notification auto sent out when escrow balance CUSTOM: This is not something on our current Road reaches certain level. Trigger amount defined by 2 = Future Release Map but does make sense to do but they want by go -live and it is not in a sprint by then in our plans to county. tackle it would be custom. Email notification escrow balance trigger level can be 2 = Future Release CUSTOM: Same as above setup the account owner Submitted, rejected documents are returned to the submitter along with a reason for rejection. 5 = Base Package "off- the - shelf" Escrow accounts are suitable forms of payment 5 = Base Package "off- the - shelf' Escrow accounts must be in place prior to any n/a = Can't be answered by above #, this is a configuation - it is up to County policy how submission remark is required you handle escrow accounts. All recorded documents are verified with a stamp on 5 = Base Package "off- the - shelf" the front page of the document only. f. =.' � „ORt s- ' 'dN; . V, , :'Wr ;.M Sf.'n r aei V _ ; x a,r w u f�#' 4 #^ *.' ,n when creating a tranaction the reception numbers Ability to reserve a number without actually having the will be applied once the cashier completed the entire document scanned in yet. Example: reserve a bulk set transactions (50 dot's example) the reception 1= Custom Programming (Source numbers will all be consective. Another clerk can of numbers for how many documents came in the mail, Code) continue to enter transactions and again reception Discuss - how do you record 50 that way if a walk in comes in they will get the next documents from one person and nubmer will be assigned once transactions is number after the reserved number. complete. We do not reserve numbers - they are record a single document from a assigned at completion of transaction. walk in Can those 50 #'s stay together? Eagle County Innovation Technology Checklist -1 of 5 4 Page count - ability to change page count if mistake was made without having to adjust fees (fee would of already been collected). Should be able to mark the account somehow that pages vhere added after fees 5 = Base Package "off- the - shelf' were collected and that's why he fee collected does not match the page count. 44 Auto calculate fee's based on dbc type user selected and amount of pages scanned. 5 = Base Package "off-the-shelf" Required fields change based on document type that was selected. 5 = Base Package "off- the - shelf" Stamps for walk in receipting - Either run 1st page through a printer that was print the stamp or utilize a label printer such as a Dymo l4eler that would print 5 = Base Package "off-the-shelf" label. Electronic stamp is applied to scanned document. 5 = Base Package "off- the - shelf" Low - Image quality control - mt nually click through images or "slideshow" option that would automatically 5 = Base Package "off- the - shelf" move to next page on a user defined time period. Documentary fee - Enter in coOsideration amount and doc fee is automatically calcula ed. Ability to overwrite the doc fee. Ability to accept z ro as the consideration amount. Example: Deed consideration amount is 0, 5 = Base Package "off- the - shelf" Transfer Declaration has the buying price. That is the number that would be used to talculate the true doc fee. Return labels: Document screed - Option to decline 5 = Base Package "off-the-shelf" label. Return labels: Document screen - Option to reprint a single label. 5 = Base Package "off- the - shelf" Return labels: Document screen - Option to printed 5 = Base Package "off- the - shelf" prior to moving to next document "Not suported" because our workflow doesn't need Return labels: Bulk - Option to print bulk labels on 8.5" to print labels at the end and we advise not to do x 11" label sheets directly fromlthe software to the 0 = Not Supported this because it wastes time trying to match return labels back up to the appropriate documents. But printer put notes if required answer would be 1 "Custom Programming" Return labels: Bulk - Option to print bulk labels on 8.5" x 11" label sheets and export t0 word in order to move 0 = Not Supported NOT ANSWERED: Same answer as above around labels. Return labels: Bulk -When generating bulk labels can select date / time range, all labels and or only labels 0 = Not Supported NOT ANSWERED: Same answer as above that have not been printed prior. Party or Deliver to names - Startt typing and list is populated with matches from Customer list. Can select 5 = Base Package "off- the - shelf" or continue typing name. Chedk box to add name to customer list. Deliver to names - if name is selected from populated 5 = Base Package "off-the-shelf" list it will also populate address. Type in the zip code and it will 8uto populate the city, state 5 = Base Package "off- the - shelf' Copy all indexing field data from the previous record 5 = Base Package "off- the - shelf" Shadow mask on all document that could be set to the 1" margin - for verification purposes that there is room 2 = Future Release This is something done in Clark County today but for the label - especially impordant when processing e- not fully coded in Acclaim as of yet. rot...NM inec r$ 4.: . aHmi' .�xa;�`� "�1:.rz .. pt^ - y.�yF a .. Ra aP v2A C a.£ +� Duplex set as a standard with . to deletion of "blank" 2 = Future Release This is something done in Clark County today but Don't understand the vendor pages not fully coded in Acclaim as of yet. remark Auto size the pages based on a;.tual page size 5 = Base Package "off- the - shelf" Ability to scan 11x17 5 = Base Package "off- the - shelf" Scanner dependent Flatbed option 5 = Base Package "off- the - shelf' Scan verification that alerts you to how many pages the system will let you know if it has scanned a you've scanned and how many physical pages exist 5 = Base Package "off- the - shelf" different number then what the clerk had counted. This will ensure all pages are accounted for. Eagle County Innovation Technology Checklist - 2 of 5 Ability to change scan settings on a per scan basis (color, light/ dark etc), defaulting back to original 5 = Base Package "off- the - shelf' settings on the next scan Ability to scan pages in color 0 = Not Supported We can discuss further but we don't have current plans to implment color scanning. Auto detection of color pages 0 = Not Supported We can discuss further but we don't have current plans to implment color scanning. Re -scan of a page: When viewing the bad image, you can scan the page again and it will replace the bad image with the new scan without having to delete or 5 = Base Package "off- the - shelf" move pages around. Enter in page or page range of pages that you'll re -scan, scan the pages and it automatically replaces the new 5 = Base Package "off- the - shelf' images over the old ones Scan documents into the system that don't have a recording number (marriage applications) 5 = Base Package "off- the - shelf" Ability to go into any document and rotate the image and save 5 = Base Package "off- the - shelf' Ability to import image(s) from other sources outside 5 = Base Package "off- the - shelf' besides the scanner (local drive, network drive) Redaction 5 = Base Package "off- the - shelf' manual redaction is provided in base package. Automated Redaction is an optional purchase Redact a whole page 5 = Base Package "off- the - shelf with Manual redaction you can redact the entire page or mark as confidential Redactions are burned into the image - once an area Drag redaction box over contents 5 = Base Package "off- the - shelf" is redacted and saved only a supervisor can remove the redaction. There is not a box that can be move to a different location. Redaction can only be done once the document has Ability to redact at any point 5 = Base Package "off- the - shelf been recorded. This will ensure that the original document is always preserved as intended. User security to view through redaction or not 5 = Base Package "off- the - shelf' Document Viewing: Actual size, fit to screen, fit to width, zoom in / out with scroll and pointer can "grab" 5 = Base Package "off- the - shelf image and move image around. xy a `s v ,. d N,'Rf y r ";r p '. s 4 {�.{ ` s § r G y ' s,. ,,, r` ? r.,:"tv. ';�, ;''�. �".�,,r ,. ,,,.Xr r ^n', 3 ,, �, �'w,? , >.i�Y';, C;, z',•, .�"..,,S.�X?S t�., �a.x , . r, r°, �... �' �� �r,.. a,..:. i? +�"�m,,,l�'',�- ',"�,��,.� -.'�. rr x'. U t � °rr,•r,c Depending on the document code it would automatically be marked confidential 5 = Base Package "off- the - shelf" Ability to code any document as confidential, = Base Package "off-the-shelf" independent on whatever the document code was Confidential records would not be searchable to the public (indexing or images) 5 = Base Package "off- the - shelf' User security to view confidential or not 5 = Base Package "off- the - shelf li @@ -*" � tr „L � w„� � z ,=v� k v�' � r� ';` a 2 d � � x � r � � 'r' s: ; s -� s' '� ?, °. ,�' '` -�7�' � � � '' a*u" y � q ^ta "C `.i itila .ZSi ,.r:�`,�, J, �`, t �t i,r,� ",�iii� F,zt*`'`.". ;,, IN f r, a,,U,, ear,, } a '�', r . ,N,^ss "` „r. ... ,tnw+ V',,,,T,' t„ . fw �`„`x,,,+�.�t ,` ,a .. Notification of new e- recordings in queue 5 = Base Package "off- the - shelf' Ability to look at images and indexing information to verify information is correct. Should replace the indexing process of paper documents, see the same 5 = Base Package "off- the - shelf' fields, change indexing information etc. Reject documents or accept. Reject documents: Pre - defined reasons for rejection 5 = Base Package "off- the - shelf Reject documents: Ability to write a custom rejection 5 = Base Package "off- the - shelf" message At any point, ability to change doc fees 5 = Base Package "off- the - shelf' prior to cashiering or after with Supervisor over ride need more information - are you asking if Accept documents - Automatically issue document # eRecordings can be done in a lights out situation, 3/6/12 - Documents are issued a # when recorded with no county personnel reviewing prior to recording? Revist Select a batch of documents in the queue and assign to yourself to process 2 = Future Release P AA,,, Nrr rt r r g e , . . 4t r � ,, r p Sri ., Lnangea name Tro ruonc searcn s ' 4 < , lj`' `` .,., ;. 48,1 `` ' ;f5fi.?Wit to External web based publich Exclude selected doc types such as Transfer Declarations, Marriage Applications, Military 5 = Base Package "off- the - shelf" Discharges. Ability to adjust excluded document types. 5 = Base Package "off- the - shelf' Eagle County Innovation Technology Checklist -3 of 5 Exclude selected documents atlany point. 5 = Base Package "off- the - shelf' Free index search — no images Chown. 5 = Base Package "off- the - shelf' Password protected free accest for County employees 5 = Base Package "off- the - shelf the is is part of eCommerce, county to define which CC processor they will accept. Credit Card Search — with images 2 = Future Release POSSIBLE CUSTOM: If we have not worked with the Does the ability to accept credit 3rd Party Processor there could be additional custom programming to make this work. cards on the external web based publich search not exist currently? Option for prepaid customers to view and print by charging their account 5 = Base Package "off- the - shelf" when you get results you are *Kea tor a credit cars. 3/6/12 - Customer preforms query which returns index NOTE: I am not sure what they mean when you get information, at that point if customer wants to view/ 2 = Future Release your results ask for credit card? Are they saying print the images they will be asked for their credit card charge for display of results? infnrrnntlnn Revisit Subscriptions for regular customers with login access 5 = Base Package "off- the - shelf' CLARIFY: We support an export of images to be placed on an ftp site. However, county would need Subcriptions: Low volume user; with monthly 5 = Base Package "off- the - shelf' to manage access to ftp site and enter money download manually into Acclaim for this Service. If Acclaim has to provide the area for downloads and manage access by login this would be CUSTOM. Subscriptions: High volume usars with daily download 5 = Base Package "off- the - shelf CLARIFY: Same as above Bulk download capability of images and index in a 5 = Base Package "off- the - shelf' CLARIFY: Same as above monthly or daily format NOT SUPPORTED - not supported because don't want outside vendors querying against our datbases Download capability for a timelperiod can be restricted 0 = Not Supported to be able to pull images for random timelines. That or not restricted has potential to crush our database performance at the County Verification date updates as work progresses and posted to search site 5 = Base Package "off- the - shelf' A way to post an updated document to be downloaded 5 = Base Package "off- the - shelf" All documents which were changed will appear in the next download Customer can have access to dbcument 24 hours after search- in case of error saving or printing 5 = Base Package "off- the - shelf" When redacted image is present it is shown instead of 5 = Base Package "off- the - shelf" Only Redacted images are shown to public and the "original" provided for bulk download to clients CLARIFY: We support an export of images to be placed on an ftp site. However, county would need Bulk download is password praitected 5 = Base Package "off- the - shelf" to manage access to ftp site and enter money manually into Acclaim for this Service. If Acclaim has to provide the area for downloads and manage access by login this would be CUSTOM. Ability to create customized search by group (Towns) 5 = Base Package "off- the - shelf' Print results of search and export the results to pdf and 5 = Base Package "off- the - shelf" .csv Must provide an area for directions created by our office 5 = Base Package "off- the - shelf Ability to customize the option; for searching 5 = Base Package "off- the - shelf" Customizable search results sclleen including Grantor /Grantee, Document tyjpe, date, doc fee, legal, 5 = Base Package "off- the - shelf" amount, parcel number, reception, book and page, consideration (amount). Search by all index fields 5 = Base Package "off- the - shelf" CLARIFY: We can not search by all index fields but instead search by most important fields. Create customized search by g {oup (Towns) 5 = Base Package "off- the - shelf' Yes, if towns is an indexed field. Must have an area for directio s created by us 5 = Base Package "off- the - shelf Options for different types of payments to accounts 5 = Base Package "off-the-shelf" Ability to charge flat fee or ot4r customized solution 5 = Base Package "off- the - shelf" such as; per minute fee Payments can be made by Escrow, ACH, Credit Card, check, cash 5 = Base Package "off-the-shelf" Customers can query their account activity and make 5 = Base Package "off- the - shelf" on line payments will be done using eCommerce in a online payments future release Eagle County Innovation Technology Checklist -4 of 5 Charge $1'001page 1st 10 pages then .50 per page to view/ print 5 = Base Package "off- the - shelf' County can add time or credit to users accounts 5 = Base Package "off- the - shelf' Once paid for user can view, save to PDF or print images. 5 = Base Package "off- the - shelf' s l f� I ; <..... .- 4 $ ` S �" � WItt itW Added this section �,<+,�,� i�. aiR'5 7 +�.�'r� d"�i ��.t<.. �f �3,h..,�LTr �� €�`a'�""tt'?�.�r ...x ,,.,, '� „`^'�t .�.�¢�.�'i�' ��?? K '� -^ �� �.t € Customer has access to query, view and print images 5 = Base Package "off- the - shelf' Customer is restricted from viewing "confidential” records 5 = Base Package "off- the - shelf' Customer can charge printing to an existing user account 5 = Base Package "off- the - shelf' Eagle County Innovation Technology Checklist - 5 of 5 EXHIBIT "D" Aptitude Solutions 7/31 /07 Name Address 1 Address 2 City, State Zip Code Title and Name, On the following page you will find Aptitude Solutions Change Request form. This form contains the following information already collected and entered by an Aptitude Solutions Project Manger and/or Representative: 1. Incident Number - This is a number that is assigned by Aptitude Solutions to track the change request in our automated Help Desk system. 2. Description of Change Request — This is Aptitude Solutions explanation and/or understanding of the change request being made by the County. 3. Note, Comments or Change Section — This is an open space for the County to enter in notes, comments and /or changes to Aptitude Solutions Description of the Change Request. Aptitude Solutions would like for your County to review this information and make any appropriate changes and/or additional requests. This document will need to be signed off by both a County Representative and a Representative from Aptitude Solutions. Aptitude will then use this Change Request form to start to compile the appropriate information for your change, including timelines, workflow and associated costs. Thank you, You're Name (You're Title) CO c/) ( 'CS O 3 s x " -'yi q.) O v a i ; t W JJ cl . U O cu L CO z ° i .. > CA w o c . 9. cte v ^C o r s z$ �' O cn } F, i W Vl O can z O 0 N CLe W `1 '. 4 f, V co VI 0 q a) C.) rtArtifl CS .. 4 rt f:.., ; ir1 • EXHIBIT "D" Aptitude Aptitude Solutions Code Change Acceptance Form Solutions )000 01.■■• 7/27/2007 (County information) OnCore Below you will find a Feature ID and a detailed description of your Code Change Request. Enter the Feature They would like for the `Marriage License Kiosk" to populate both the Bride and Grooms full ID Number names into the "Second Party" doctypefield. They would also like to have nothing to be pulled into the "First Party" doctypefield. Currently it populates the grooms name in the "First Party" field and brides name in the "Second Party" field. They need it so both fields pull into the "Second Party" field because they index "State of Florida" as their `First Party". We need it so nothing pulls into the "First Party" field. Prior to filling out this form Aptitude Solutions requests that the County test the code change request listed above in your test environment. ❑ Yes, we have tested the code change and have approved it for our live environment. ❑ No, we have tested the code change and have decided not to implement the change. Explanation: ❑ No, the code change request is not functioning properly. Explanation: ❑ Other Explanation: *If you need additional room for explanation please attach another form to this document • EXHIBIT "D" IN WITNESS WHEREOF, the Parties have hereunto set their hands, by their duly authorized representatives. Signed in the presence of: NAME OF COUNTY, STATE By: Name: Name: (please print) Title: Date: Name: (please print) Signed in the presence of: APTITUDE SOLUTIONS, INC. By: Name: Name: (please print) Title: Date: Name: (please print) EXHIBIT "D" (Date) Aptitude Solutions Client information Recorder of Deeds, On the following page you will find Aptitude Solutions Code Change Acceptance form. This form contains the following information already collected and entered by an Aptitude Solutions Project Manger and /or Representative: 1. Incident Number - This is a number that is assigned by Aptitude Solutions to track the code change request in our automated Help Desk system. 2. Feature ID — This is a number that is created when an incident is assigned to a programmer for a code change request. 3. Description of Code Change Request — This is Aptitude Solutions explanation and/or understanding of the code change request being made by the County. 4. Estimated Programming Hours — This column displays the estimated number of programming hours it will take Aptitude Solutions to complete the code change request. 5. Cost (ai 175 per /hr — This column displays the associated costs with of the code change request by multiplying the Estimated Programming Hours by $175 per/hr. 6. Estimated Date for Go -Live - Estimated Date for the completion of the Code Change Request for the County. 7. Accept (Yes/No) — This column needs to be filled out by the County stating whether they accept or reject each code change and their associated costs and timelines. Please review the attached Code Change Acceptance form and its associated costs for approval. This document will need to be signed off by both a County Representative and a Representative from Aptitude Solutions. Once the form is received by Aptitude our programmers will begin to code the County's change request. Thank you, Aptitude Solutions, Inc , r A c MO H > .4.; -:' - U o w w ,o g a o fli ill t U N Ca N �� v O Y y 0 O .. b.o N C". Q, b . U n .0 iIi o W • o y q 1 o N O N m cl) o U O t o O O N o O . 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