Records Management System

RFP Publication: April 1st, 2026

Mandatory Pre-bid Demonstration: April 9th, April 14th, or April 15th, 2026

Deadline to Submit Questions: April 16th, 2026

Written Response to Questions: April 23rd, 2026

Deadline for Receipt of Proposals: May 4th, 2026

Award of Contract: May 18th, 2026

Begin Service: January 1st, 2027

The agency is seeking a vendor to provide and support a comprehensive records management system specifically tailored for fee recording, indexing, imaging, and online index searching of land records. The contractor will be responsible for the data and image conversion, including migration of all current land record images and indexes from the agency’s existing system into the proposed system. Conversion of historical data must be provided at no additional cost, and all records—whether indexes, microfilm, document images, or magnetic tape—will remain the sole property of the agency. All images are required to be stored in a non-proprietary format.

The selected vendor must provide ongoing support for the entire system, encompassing both hardware and software components throughout the contract term. Security administration is a critical component, with software designed to offer robust protection against hacking and viruses, and to feature different coded access levels for public search, employee operations, and security staff. The system must be user-friendly for operators with basic PC and Windows skills and include accounting control features for the automatic calculation of fees, surcharges, and taxes as per statutory requirements. Automatic recording details (volume, page, instrument number, and timestamps) must be imprinted on all recorded documents.

Additional requirements include seamless integration between cashiering and indexing modules, flexibility in payment types, support for the agency’s current e-recording partners, advanced document retrieval methods, and concurrent access for multiple workstations. Efficient duplication of field entries across different documents is also essential. The contract is for one year, with a mandatory pre-bid meeting scheduled and a deadline for vendor questions.