Addendum#5

10/19/2023

Question#1: Could Lake Co provide the current module list for the OnBase system at use by Lake County?

Answer: Yes, here is the current OnBase module list:- Ad-Hoc Scanning
- AppEnabler
- Archival API
- Bar Code Generator
- Batch OCR
- Change Password
- COLD/ERM
- Concurrent Client
- Configuration Migration Utility
- Core Query API
- Digital Signatures
- Distributed Disk Services
- Document Import Processor
- Document Retention
- DVD Authoring
- E-Forms
- EDM Services
- Encrypted Disk Grouos
- Export
- Full-Text Indexing Concurrent Client for Autonomy Idol
- Full-Text Indexing Server for Autonomy Idol
- Keyword Update
- Multi-User Server
- Production Document Imaging
- Public Sector Constituency Web Access
- Records Management
- ReQuord Connector
- Unity Automation API
- Unity Client Server
- Unity Forms
- Unity Integration Toolkit
- Virtual Printer Driver
- Web Server
- Web Services Toolkit
- Workflow Concurrent Client
- Workflow Workstation Client
- Workstation Client

 

Question#2: Does Lake Co want to ingest the microfilm into OnBase?

Answer: Microfilm that needs to be digitized will be ingested into the awarded vendor’s system. Existing microfilm data in OnBase will need to be redigitized into the new solution.

 

Question#3: Lake County mentioned there would be 40 users of the system.  Would they be in the system at the same time?

Answer: Yes, it is possible to have up to 40 concurrent users.

 

Question#4: Citizens access would be needed.  Would this type of access be to view documents only or to interact with the documents?

Answer: Citizens access would include the ability to search and view documents.

 

Question#5: Does Lake Co have a current Cloud provider and would they want this system installed in that Cloud?

Answer: The County does not have a current Cloud provider.

 

Question#6: Does Lake County have a consultant assisting with this RFP and who is the consultant?

Answer: This project is led by the Clerk’s Office, County Purchasing, and is supported also by consultant Crowe LLP for some parts of the procurement. 

 

Question#7: Attachment 2- 1.1.1- - Create business rules around record type and workflow needs: how many business rules will be needed and how complex are the rules?  Is there a diagram that could be shared that helps explain the business rules that discuss who does the work, how frequently, when the work is preformed, what are the rights and priviges of the users, what si the goal for the business rules?

Answer: The County does not have a diagram or list of business rules to share at this time.  We expect vendors to include some identification of rules for system configuration within their implementation approach.

 

Question#8: Attachment 2: 1.3.2 - Provide the ability to save uploaded files to a specified network location: Lake County indicated they would prefer a Cloud based system.  Would these files be saved outside of the application?

Answer:   No, these files would be saved in the proposed Cloud based system. Per technical requirement 1.7.1, all County data shall be stored and transmitted solely within secure data centers, computer systems, and networks within the United States and not hosted on County infrastructure.

 

Question#9: Attachment 2:  2.1.1 - Accommodate paper documents to be recorded. Will the paper documents continue to exist outside of the application or will they be engested into the system?

Answer: Functional Requirement 2.1.2 is to accommodate any new paper documents received can be scanned and recorded into the system. Any existing non-digitized paper documents will also need to be scanned and recorded into the system. The goal is to eliminate the need of physical documents outside of the application. 

 

Question#10: Attachment 2:   2.1.2 -Accommodate electronic documents via Simplifile, CSC/Ingeo, and eRecording Partners Network (ePN) to be recorded. What does Lake Co mean by accommodate these documents?  Ingestion? Integration to the 3^rd Party systems?

Answer: The County receives customer electronic document packages from Simplifile, CSC/Ingeo, and eRecording Partners Network (ePN) to be recorded. No integration is needed.

 

Question#11: Attachment 2:   2.1.12 - Index and import scanned 400 DPI images of plats and exhibits 11" x17" and larger in a separate index to allow for secured access control to full sized / higher quality resolution images. Will Lake County Staff scan the documents into the system?

Answer: Yes, the County staff will scan any new physical documents into the system.

 

Question#12: Attachment 2:   3.3.4 Scanning Records Archival Provide digitization services for microfilmed images and historic books. How many images will be microfilmed?  How many historical books are there and could we access the books to determine the best way to digitize them?

Answer: There is an estimated 17,075 preserved and 34,204 non-preserved pages which will need digitized. Preserved and non-Preserved is specific to the lamination of the paper pages.

 

Question#13: Attachment 2:   4.1.8 Indexing Records Indexing Generate a return-mailing label. How many labels and where will the labels be printed?

Answer: The number of return-mailing labels is variable and depends on the flow of business.

 

Question#14: Attachment 2:   4.1.9 Indexing Records Indexing Generate quitclaim deed postcards. How many cards are generated monthly?

Answer: The number of quitclaim deed postcards generated per month is variable and depends on the flow of business.

 

Question#15: Attachment 2:   4.1.10 Indexing Records Indexing Generate property/fraud alerts. What is the vision for generating these type of alerts and who would receive the alerts?

Answer: The County will work with the awarded vendor during the discovery process to determine this.

 

Question#16: Attachment 3:   1.4.1 Technical Integrations and Interfaces Interface with IDOR MyDec web services required for real estate transfer tax revenue processing – data exchange and issuing revenue stamp.  Does IDOR have an established API tool kit for integration of data?  Or can Data be uploaded via other means? And will Lake Co have access to these API toolkits for integration to this system at no charge?

Answer: Yes, an API is available for IDOR. Any vendor would need to coordinate with IDOR to gain access.

 

Question#17: Attachment 3:   1.6.3 Technical Data Conversion Provide the ability and professional services to migrate data from legacy Microsoft Access system into vendor proposed solution. How large of a database is the access system? How many records are stored? Are there any attachments or annotations for the data stored in access?  Is the data stored in a standard sql database.

Answer: Please refer to the table found in section 3.2 of Attachment B – Technical Proposal for the approximate size of the Microsoft Access system. The data that is stored within the Microsoft Access database is historic and will need to be converted into the new system. There is additional data stored in SQL databases, OnBase system, and the current record management system that will also need to be converted over. There are no annotations or attachments. Please see section 3.2 in Attachment B – Technical Proposal for additional detail.

 

Question#18: Attachment 3:   1.9.3 Technical Reporting and Ad Hoc Querying Generate security reports to the state in a format as agreed to by both the contractor and the state. Reports shall include latency statistics, user access, user access IP address, user access history and security logs for all state files. Is there an example of this report that can be provided?

Answer: The County does not have an example of this report at this time. At a minimum, the report would include the data elements as described in technical requirement 1.9.3.

 

Question 19: Has the issuer already considered any solutions? Please provide feedback on any systems under consideration.

Answer: The County has not considered any solutions. The County will begin proposal evaluation of submitted bids for this competitive procurement once the submission deadline has closed.

 

Question# 20: Is there any relevant incumbent for any portion of the work being requested in the RFP?

Answer: This question is not clear.  This is a competitive procurement and all submitted proposals will be evaluated per the scoring criteria.

 

Question# 21: Do you have an Active Directory (AD) containing the users for the new solution?

1. If so, can we sync with your AD to significantly reduce the amount of time required for user configuration?

Answer: Yes, the County uses Azure Active Directory for single-sign on.  The County will consider options for utilizing AD and would need to work together with the successful proposer on the details of approach.

 

Question# 22: Our solution is licensed by the features included with each user. Please provide for the estimated 40 users the estimated count of each type.

1. How many full users are required? (full repository access: scan, add, edit / version documents, build forms / workflows, participate in workflows, admin. system)
2. How many participant users are required? (unlimited submission and participation in forms processes, read-only repository access

Answer: This level of user detail is not yet known. If needed, you can provide pricing based on various options, showing how the price breakdown is affected by the levels of access.

 

Question# 23: Can you provide an estimate for the number of concurrent users on the system? While we do not offer concurrent licensing, this information is helpful when providing hardware recommendations.

Answer: This is estimated up to 40 concurrent users. If needed, you can provide pricing based on various options, showing how the price breakdown is affected.

 

Question# 24: Do you plan on using a single sign-on service (SSO)? Which provider(s) do you have or plan to use?

Answer: Yes, the County uses Azure Active Directory for single sign-on.

 

Question# 25: Our solution offers portals for non-authenticated users.

2. Public Portal: This option allows read-only access to the repository for anonymous public users. Please indicate your preference with regards to a public portal, along with estimated number of concurrent users AND monthly views.
3. Forms Portal: This option allows anonymous forms submissions by non-licensed public users. Please indicate your preference with regards to the forms portal option, along with estimated monthly submissions.

Answer: The County desires the public to search and view documents. Please propose options for your solution including capabilities of each. We cannot estimate the number of public views, so you should provide options based on comparable clients.

 

Question# 26: For the existing systems in place, please provide as much detail as possible.

4. Do you currently have any workflows or automated business processes?
   1. If so, please provide a typical example along with estimated number of total workflows.
5. Do you currently use any electronic forms?
   1. If so, please provide a typical example along with estimated number of total forms.
   2. What is your current electronic forms solution?

Answer: The County uses fillable PDFs to facilitate online applications. For sample applications, please refer to Attachments E-H. To process an electronic document, customers will submit their document package electronically via Simplifile, CSC/Ingeoand eRecording Partners Network (ePN). eDocs are processed concurrently with paper recordings.

 

Question# 27: Do you have any sample forms or processes you can provide? We can demonstrate how we would automate this process using our solution if desired.

6.  Please include the current paper or eform and a description or diagram of the workflow behind it is possible.

Answer: Yes, the County has sample forms available. Please reference the applications found in Attachments E-H.

 

Question# 28: For content that will be converted or migrated:

7. Can you provide the make, model, and version of systems that we will be working with?
8. Is there backend access to the database, or do we have to do an export through the current system?
9. Do you want annotations from your current system migrated?
10. Are you using versioning in your current system?
11. Are the systems on-prem or hosted?

Answer: The County will assist in providing access to the Clerk’s documents in the system for analysis and extraction by the awarded vendor. The current records management system is hosted on-prem. The County prefers a cloud solution.

 

Question# 29: Will any applications need to be integrated? Please provide a list of applications (with version) and a short description of the desired functionality.

Answer: The County will assist in providing access to the Clerk’s documents in the system for analysis and extraction by the awarded vendor. The current records management system is hosted on-prem. The County prefers a cloud solution.

 

Question# 30: In Attachment B, Technical Proposal, Section 2, Subsection 2.8: For SIEM, what type of data sources are you able to connect to? What type of events do you want to monitor? What system do you use?

Answer: Yes, please refer to Attachment B - Technical Proposal, section 3.3 System Interfaces.

 

Question# 31: Our system uses metadata templates that contain fields common to each document type for use in indexing. Please provide a list of document types/metadata templates and the estimated field count for each.

Answer: This level of user detail is not yet known. If needed, you can provide pricing based on various options, showing how the price breakdown is affected.

 

Question# 32: For forms and workflow development, will the selected vendor be responsible for building the required forms and workflows, or will the proposer’s staff be performing development after proper training?

1. If vendor development is preferred, please provide some examples of forms and workflows, as well as an estimated count, for cost estimation purposes.

Answer: The selected vendor will be responsible for building the required forms and workflows. Please refer to Attachments E-H for sample application forms.

 

Question# 33: If you plan on using existing scanners with this solution, are they ISIS or TWAIN compatible?

Answer: Yes, the existing scanners are ISIS / TWAIN compatible.  

 

Question# 34: Are the physical records conversion a requirement? Would it be possible to submit a proposal for the electronic document management portion of the project and not for the physical records microfilm conversion?

Answer: Yes, physical records conversion is a requirement.

 

Question# 35: Can conference calls and web meetings be used for this project, or is on-site attendance a requirement?

Answer: Please propose what you feel is sufficient for implementation on your system.

 

Question# 36: Our customers generally prefer remote training due the ease of scheduling and travel savings. Remote training sessions are recorded and provided to the customer to allow them to reuse as needed. Is this approach acceptable, or would you require on-site training?

Answer: Please propose what you feel is sufficient for implementation on your system.

 

Question# 37: In Attachment B, Section 3. Scope of Work, Subsection 3.6: How many sandboxes or environments will be needed for training purposes? Do they need to be full replica systems (same number of users and features) or will sandboxes be sufficient

Answer: Sandbox environments will be used by users to train on the new system.  Please propose what you feel is sufficient for your training approach on your system.

 

Question# 38: If we are not selected, will there be any opportunity for a debrief or other feedback?

Answer: The County will determine if there will be an opportunity for a debrief at a later time.

 

Question# 39: Before I can share a SOC 2 report, I am required to have a signed NDA in place.  I am reaching out to inquire about the proper procedures for obtaining a signed NDA.

Answer: Respondents should confirm yes/no if they have a SOC2 report, and those who do not will need to complete Attachment C - Supplemental Security Questions. Short-listed vendors may be required to their SOC 2 report.

 

Question# 40: When will responses to vendor questions be answered?

Answer: The County will post addendum responses by Friday, October 20th 11:00 AM CST.

 

Question# 41: Are there any peak usage days or periods in the system

Answer: Peak usage is variable and depends on the flow of business.

 

Question# 42: What U/I do users use?

Answer: Please provide a clarification around this question for which users you are referring to.

 

Question# 43: What are the retention requirements for the content under management

Answer: This level of user detail is not yet known. If needed, you can provide pricing based on various options, showing how the price breakdown is affected.

 

Question# 44: What is the project timeline – Expected start date/end date?

Answer: Per question #1 in Addendum #1, vendor selection is targeted to occur in Q1 of 2024.  Based off of that selection, the County will work with the vendor on contract execution and scheduling a project kickoff. Finally per Attachment B Technical Proposal question #4, vendors should create an implementation timeline that aligns with a go-live on or before May 1, 2024.

 

Question# 45: Half of the Source Systems do are missing daily transaction volumes. When can this information be provided? (Attachment 2, Page 4)

Answer: Daily transaction volumes are variable and depend on the flow of business.

 

Question# 46: How is security configured today? Is this expected to be brought forward? Or will our security recommendation be implemented?

Answer: Azure Active Directory is used to authenticate users and access rights. Propose your recommendation for security configuration.

 

Question# 47: Are these systems collecting new information?

• If so, please outline the process for ingestion today?

Answer: Yes, the current records management system is collecting new information. Paper documents are received, reviewed, scanned, recorded, and indexed into the new system. Electronic records are received via Simplifile, CSC/Ingeoand eRecording Partners Network (ePN), reviewed, recorded, and indexed into the new system. eDocs are processed concurrently with paper recordings.

 

Question# 48: What file format is required for sending information to Tyler Technology? Is XML the desire moving forward too?

Answer: XML is the current required file format for sending information from Tyler’s Enterprise Assessment & Tax powered by iasWorld. It is the desire of the County to automate this process of sharing of XML data and images in the future solution. The County will consider an automated solution that does not require an XML format.

 

Question# 49: How are users authenticated into the system(s) today

Answer: Users are authenticated using Azure Active Directory.

 

Question# 50: What is the expected growth rate year over year? Or, the expected rate of decline?

Answer: The expected growth rate is variable and depends on the flow of business.

 

Question# 51: How many people are supporting these systems today?

Answer: Please provide a clarification around this question as to what support is being referred to.

 

Question# 52: How many users interact with the system(s)

Answer: Approximately 40 users will interact with the system(s).

 

Question# 53: Section 1.4.6 Technical- Requirements- Confirm the ability to automatically send data to Tyler Technology Enterprise Assessment & Tax Software powered by iasWorld. What is the expectation for this integration?

Answer: To interact with and share data via API or another solution that automatically sends data to the Tyler Technology Enterprise Assessment & Tax Software powered by iasWorld system.

 

Question# 54: Section 1.8.1 Technical- System Auditing – Requirement- Provide a service eligibility audit trail for each record. What is meant by service eligibility audit trail?

Answer: An audit trail is a log that maintains a record of activity  by system, application, and user activity of systems and applications.

 

Question# 55: Section 1.1.1 General- Usability- Requirement- Create business rules around record type and workflow needs. What is the County’s current workflow for creating a document through certifying the document? Are there exceptions for a specific doc type?

Answer: Demonstrate the proposed system's business rule and workflow functionality in your proposal. 

 

Question# 56: Section- 2.1.14- Recording- Records Recording- Requirement- Provide the ability to accommodate the Uniform Commercial Code indexing process which will allow the ability to concurrently index and store records with two distinct index numbers that share the same recorded document number.  Can you please provide an example of usage of this scenario where UCCs have same document # but different index number?

Answer: This level of user detail is not yet known. If needed, you can provide pricing based on various options, showing how the price breakdown is affected.

 

Question# 57: Section- 4.1.2- Indexing- Recording Indexing- Requirements- Contain an OCR module fully integrated into proposed system (not an add-on module). What exact expectations are there for OCR functionalities? Please provide details of the usage.

Answer: Demonstrate the proposed system's OCR functionality in your proposal. 

 

Question# 58: Section- 4.1.9- Indexing- Records Indexing- Requirements- Generate quitclaim deed postcards- Please provide details. Are we talking about mailing labels? Are these post cards to be generated with mailing label and envelope ?

Answer: Yes, quitclaim deeds will need a mailing return label.

 

Question# 59: Section- 5.1.3- Vital Records- Birth Record Request Requirements- Provide the ability to indicate the intended use of the request (e.g. Official US ONLY, Official International or Dual Citizenship, Genealogical or Other).  Please explain if you are talking about watermarks or new fields to indicate what category it is?

Answer: Yes, a field to indicate what category the request is.

 

Question# 60: Online Index Books- Static historical data & images from mid-1800’s thru 12/1979- What is the expectations with this data & images?

Answer: This data would be converted into the new system. Proposed solution must make these documents retrievable.

 

Question# 61: Of the 40 users referenced in Question #4 of Addendum #2, how many would need read-only access vs. full read/write access?  

Answer: This level of user detail is not yet known. If needed, you can provide pricing based on various options, showing how the price breakdown is affected by the levels of access.

 

Question# 62: Is a copy of Attachment H required to be Hand-delivered?

Answer: Yes, the process for the Solicitor Registration Form today requires customers to hand-deliver the form in Attachment H. It is the County's desire to digitize this process.

 

Addendum#4

10/17/2023

Question #1: RE: Scope of Work-Regarding Microfilm conversion; what information needs captured for the following index types: Deaths, Births, Marriage Certificates, Marriage Applications?

What is the percentage of handwritten documents for same?

Is redaction needed?

Answer:

1. There is no indexing needed at this time as those microfilm files have indexes in existence either in the Access Database or OnBase depending on the date the indexing took place.
2. Of the 51,279 pages that need to be digitized, approximately 80% of them are hand-written.
3. Yes, the County is looking for the capability to redacted information as needed.

 

Question# #2: RE: Attachment 2 section 3.3.4-Matrix asks if microfilm and book scanning is included. Are there books to be digitized? If so, please supply record ranges, descriptions, pages, sizes, index information, etc.

Answer:

Yes, the County has books to digitize. There is an estimated 17,075 preserved and 34,204 non-preserved pages which will need digitized. Preserved and non-Preserved is specific to the lamination of the paper pages.

 

Question #3: RE: Attachment B section 3.2-Please clarify; will the County will provide extracted image data, layouts, and images from the OnBase system for vendor conversion?  Or will the County provide access to this system for analysis and extraction by the selected vendor?

Answer:

The County will assist in providing access to the Clerk’s documents in the OnBase system for analysis and extraction by the awarded vendor.

 

Question #4: RE: Attachment B section 3.3.2-Will Tyler provide a functional API for iasWorld software integration? If not, what data fields need to be automated?

Answer: It is not known if Tyler Technologies will provide a functional API for iasWorld at this time.

In the event that Tyler does not provide an API, Please reference the MyDec extract from the state website.  https://tax.illinois.gov/localgovernments/property/mydecdatafiles.html

Recorder specific items that would have data fields that need to be automated include:

1. Instrument Date
2. Recording Date
3. Recorder Doc #
4. Sale Amount
5. Instrument Type
6. PIN(s)
7. Situs Address(es)
8. Legal Description
9. Grantor Name(s)
10. Grantee Name(s)
11. Section/Township/Range
12. Link to scanned document image

 

Question #5: RE: Attachment D1-How many instruments do you file per year for births?

How many instruments do you file per year for deaths?

Answer:

Please provide a clarification around this question as the Recorders Office doesn’t issue birth or death certificates.

 

Question #6: RE: Auto-redaction-Can you confirm you want to include day-forward auto-redaction in this bid? If so, how many images/pages per month do you expect to be examined for auto-redaction?

What specific fields do you want to examine for auto-redaction?

Answer:

The County is looking for the capability to redacted information as needed but will not rely on auto-redaction capabilities.

 

Question#7: Attachment B Section 4 Implementation Timeline asks for a project schedule aligning with a go-live on or before May 1, 2024. Is this date correct? What is the County’s desired project timeline from start to go-live?

Answer:

Yes that date is correct and the County is asking the vendor community to put together its projected timeline based on the requirements within the RFP and its own implementation methodology.

Question#8:  Can the County provide an estimated timeline for the following?

• Vendor Selection
• Contract Execution
• Project Kickoff
• Go-Live

Answer:

Per question #1 in Addendum #1, vendor selection is targeted to occur in Q1 of 2024.  Based off of that selection, the County will work with the vendor on contract execution and scheduling a project kickoff. Finally per Attachment B Technical Proposal question #4, vendors should create an implementation timeline that aligns with a go-live on or before May 1, 2024.

Question 9:  Will the County consider a hosted solution with a local launcher installed on workstations that is not browser-based?

Answer:

The County will consider a hosted solution that is not browser-based, but must satisfy technical requirement 1.7.1 that says all County data shall be stored and transmitted solely within secure data centers, computer systems, and networks within the United States and not hosted on County infrastructure.

 

Addendum #3

10/11/2023

Question#1:  Can the County please provide the anticipated budget for set-up/launch of this project and expectations of annual subscription fees?

Answer: The County prefers that all vendors provide their pricing information in Attachment D Cost Proposal for evaluation.

Question#2: Can the County please provide the anticipated Go-Live date of the solution if the award will be issued in Q1 of 2024?

Answer: Go-Live will be dependent upon award in Q1 of 2024. Per Attachment B Technical Proposal, question 4 Implementation Timeline asks to provide a project schedule “aligning with a go-live on or before May 1, 2024”.

 

Addendum #2

10/4/2023

Question #1: Will the County accept proposals with forms that have been signed digitally (i.e., through DocuSign)?

  Answer: Yes, the County will accept proposals with forms that have been signed digitally.

Question#2: Can the County provide Attachments A, B, C, and D in an editable format?

  Answer: Yes, see below attachments.

Attachment A

Attachment B

Attachment C

Attachment D

Question #3: How many records are processed annually?

    Answer: In Attachment B Technical Proposal, the Scope of Work section 3.2 provides a table with the average transactions per day or year depending on how it’s categorized.

• The Cott System processes Land records, on average, at the rate of 400 documents (FY2018 - FY2022) and 245 documents per day.
• Vital records for Assumed Business Name & Solicitor records are 1,100 per year.
• Statements of Economic Interest records are 4,800 per year.
• Marriage & Civil Union records are 3,300 per year.

Question # 4: How many users will utilize the new system?

Answer: Approximately 40 users will utilize the new system.

Question # 5: Does the County have a preference between an on-prem or cloud system?

Answer: The County prefers a cloud system.

 

 

Addendum #1

9/27/2023

Question#1: What timeframe are you expecting to purchase?

Answer: The County is looking to make an award in the first quarter of 2024.

Question#2:   Is there an existing budget?

Answer: Yes, the County has an existing budget.

Question#3:   Who is your existing software provider?

Answer: Cott Systems is the existing software provider that is used to digitize, index, and retrieve land-related documents. The Vital Records team currently uses Microsoft Access and OnBase. Information related to these systems can be found in the Scope of Work within the RFP and within the Technical Proposal.