RFP Litchfield Land Records System

Description

Request for Proposals for Digital Land Records Management System Town of Litchfield, CT – Office of the Town Clerk Purpose The Town of Litchfield (Town), Office of the Town Clerk, is requesting proposals for a Land Records Management Systems (LRMS) to support the existing and future land records management needs of the Town Clerk, with such services to commence on September 29, 2025. Submission Location and Deadline Proposals must be received in the Office of the Town Clerk, Litchfield Town Hall, 74 West Street, PO Box 488, Litchfield, CT 06759 by 1:00 pm local time on March 10, 2025. Please mark the envelope as RFP. All RFP’s will be opened in the Office of the Town Clerk at 74 West Street, Litchfield, CT at 2:00 pm on March 10, 2025. Bids submitted after that date shall not be considered. This Request for Proposal (RFP) and any addendum shall be issued on the Town’s web page at www.townoflitchfield.org. It shall be the responsibility of all interested firms to check the website for addenda prior to submitting a response to this RFP. No questions will be accepted or addenda issued after March 3, 2025. Scope and Conditions The Town shall reject any proposal which does not evidence compliance with all applicable statutory requirements for land records. 1 Furthermore, proposals submitted must include, at a minimum, information about the following hardware, software, training, and support needs of the Office of the Town Clerk:                              Cash Management System, including, but not limited to a cashiering station Customer Receipt printing Volume and page assignments and stamping as required Land Record document Indexing and in-house Scanning Map Indexing and in-house Scanning to system Third party index verification- Auditing Binders and Archival Paper Grantor/Grantee index merging Vital Records Indexing and in-house Scanning Trade Names Indexing and in-house Scanning Military Discharge Indexing and in-house Scanning Dog Registry System Training provided 24/7/365 Support Software Updates Licensing & Security Backup & Restoration System All furnished hardware for input, scanning and internal office public access (also an option without) Report printouts All associated one-time and monthly fees Contract Term Subscription based portal/internet access to document index and images Subscription based portal/internet access to map index and images Internet connection requirements Microfilm creation and storage