Annual Contract for Cloud Records System for Land and Vital Records and Maintenance

Project Information

Bid Title: Annual Contract for Cloud Records System for Land and Vital Records and Maintenance
Issuing Agency: Tarrant County
Location: Texas
Published Date: Feb 7, 2025
Closing Date: Apr 1, 2025
Government Level: State & Local
Status: Closed
Ref. #: F2025095
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Project Description: Bid Information

Type Request for Proposals

Status Issued

Number F2025095 (Annual Contract for Cloud Records System for Land and Vital Records and Maintenance)

Issue Date & Time 2/7/2025 07:30:02 AM (CT)

Close Date & Time 4/1/2025 02:00:00 PM (CT)

Question Cut Off Date 2/20/2025 12:00:00 PM (CT)

Notes

Tarrant County Clerk is seeking a qualified vendor to provide a cloud-based records management system to support their land records, vital records, and passport operations. The desired system is a Commercial-Off-the-Shelf (COTS) solution.

1. CONTRACT TERMS: Vendor(s) will be awarded a twelve (12) month contract, effective from the date of award or notice to proceed as determined by the Tarrant County Purchasing Department. At Tarrant County’s option and approval by the Vendor, the contract may be renewed for three (3) additional twelve (12) month periods, as further explained in Renewal Options. Prices must remain firm for the entire contract.

2. RENEWAL OPTIONS: Tarrant County reserves the right to exercise an option to renew the contract of the Vendor for three (3) additional twelve (12) month periods, provided such option is stipulated and agreed upon by both parties. If Tarrant County exercises the right in writing, the Vendor must update and submit any documents required during the initial solicitation by no later than thirty (30) calendar days prior to the commencement of the option period. Required documents must be in force for the full period of the option. If the updated documents are not submitted by the Vendor in complete form within the time specified, Tarrant County may rescind its option or seek a new solicitation.

Contact Information

Name Elaine Johnson, Senior Contracts Administrator

Address 100 E Weatherford St
Suite 303
Fort Worth, TX 76196-0103 USA

Phone (817) 212 x7549

Fax (817) 212 x7549

Email ekjohnson@tarrantcountytx.gov

Bid Documents

Document name Format

Bid Invitation
Acrobat / PDF BINVAVL 8139246

Bid Attachments

File Name Description File Size

F2025095 - SCOPE OF WORK.pdf
Scope of Work 201 KB 309757 6467946

County Clerk Cloud Records System RFP Attachment A.xlsx
Requirements - to be completed and uploaded as part of response. 42 KB 309757 6467826

TC_General_Terms_and_Conditions091724.pdf
Tarrant County General Terms and Conditions (9/17/2024) 89 KB 309757 6288062

TC_Special_Terms_and_Conditions_Standard091724.pdf
TC_Special_Terms_and_Conditions_Standard(09/17/2024) 81 KB 309757 6288054

TC_HUB_Policy053123.pdf
Tarrant County HUB Policy (5/31/23) 201 KB 309757 5365367

Deficiencies and Deviations Form.pdf
Deficiencies and Deviations Form 66 KB 309757 6463938
Commodity Codes: NAICS 518210Data Processing, Hosting, and Related Services
NAICS 541370Surveying and Mapping (except Geophysical) Services
NAICS 541511Custom Computer Programming Services
NAICS 541519Other Computer Related Services
NAICS 541611Administrative Management and General Management Consulting Services

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Type	Request for Proposals
Status	Issued
Number	F2025095 (Annual Contract for Cloud Records System for Land and Vital Records and Maintenance)
Issue Date & Time	2/7/2025 07:30:02 AM (CT)
Close Date & Time	4/1/2025 02:00:00 PM (CT)
Question Cut Off Date	2/20/2025 12:00:00 PM (CT)
Notes	Tarrant County Clerk is seeking a qualified vendor to provide a cloud-based records management system to support their land records, vital records, and passport operations. The desired system is a Commercial-Off-the-Shelf (COTS) solution. 1. CONTRACT TERMS: Vendor(s) will be awarded a twelve (12) month contract, effective from the date of award or notice to proceed as determined by the Tarrant County Purchasing Department. At Tarrant County’s option and approval by the Vendor, the contract may be renewed for three (3) additional twelve (12) month periods, as further explained in Renewal Options. Prices must remain firm for the entire contract. 2. RENEWAL OPTIONS: Tarrant County reserves the right to exercise an option to renew the contract of the Vendor for three (3) additional twelve (12) month periods, provided such option is stipulated and agreed upon by both parties. If Tarrant County exercises the right in writing, the Vendor must update and submit any documents required during the initial solicitation by no later than thirty (30) calendar days prior to the commencement of the option period. Required documents must be in force for the full period of the option. If the updated documents are not submitted by the Vendor in complete form within the time specified, Tarrant County may rescind its option or seek a new solicitation.

Name	Elaine Johnson, Senior Contracts Administrator
Address	100 E Weatherford St Suite 303 Fort Worth, TX 76196-0103 USA
Phone	(817) 212 x7549
Fax	(817) 212 x7549
Email	ekjohnson@tarrantcountytx.gov

Annual Contract for Cloud Records System for Land and Vital Records and Maintenance

Project Information

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