Calhoun County is seeking proposals for a secure, cloud-based Records Management System (SaaS) for the Clerk and Register of Deeds office. The system should manage vital and land records, including online applications, e-recording, cashiering, and public access. Proposals are due August 26, 2026. The contract will be awarded to the most advantageous proposal based on price and other evaluation factors. The system must be hosted by the proposer and preferably not require on-premises servers. Key features include customizable workflows, OCR indexing, redaction, e-certification, license/application processing, cash management, reporting, automated fee calculation, and robust security. A detailed implementation plan, qualifications, and pricing are required.
Proposals are due by 5:00 PM EST on Wednesday, August 26, 2026. Late proposals will not be considered.
Payment will be made following the county's review and approval of the invoice and verification that services have been performed. Invoices are submitted annually. Payment for services performed under a contract resulting from this rfp shall be made upon receipt and approval of a detailed invoice and verification that the services have been satisfactorily performed.
Contractor warrants that all material or service delivered under this contract shall conform to the specifications. Additional warranty requirements may be set forth in this document.
The contract will be awarded to the responsible proposer whose proposal is determined to be the most advantageous to the county, considering price and other evaluation factors. The proposal determined to be most advantageous to calhoun county, based on the evaluation criteria listed below, may be recommended for award.
Proposers must provide qualifications of the firm, including experience, technical expertise, references, past performance, and overall capacity. Evaluation will consider the proposing firms experience, technical expertise, references, past performance, and overall capacity to perform clerk records management system projects of similar scope and complexity.
Unauthorized contact with county employees outside the BidNet Direct portal may be grounds for disqualification. Failure to submit proposals in PDF format may also lead to disqualification. Unauthorized contact may be grounds for disqualifications of the proposal.
