Risk Assessment Services

Request for Proposal RFP #21-051 Request for Proposals for Risk Assessment Services Wake County, North Carolina P.O. Box 550 Raleigh, North Carolina 27602 Proposals are due June 9, 2021 before 3:00 pm local time. REQUEST FOR PROPOSALS # 2 Table of Contents 1.0 Introduction 1.1 Introduction .............................................................................................. 1.2 County Overview..................................................................................... 1.3 Scope of Services ................................................................................... 1.4 General Proposal Requirements ........................................................... 2.0 General Submittal Requirements 2.1 Proposal Contact .................................................................................... 2.2 Proposal Submittal Requirements ......................................................... 2.3 Proposer Expenses

................................................................................ 2.4 Interpretations, Discrepancies and Omissions ...................................... 2.5 Tentative Schedule ................................................................................. 2.6 Pre-proposal Conference ....................................................................... 2.7 Finalists and Interviews .......................................................................... 2.8 Award ...................................................................................................... 2.9 Non-disclosure of County Information ................................................... 2.10 Retention of Proposer Material 3.0 General Terms and Conditions 3.1 Certification .............................................................................................. 3.2 Conflict of Interest ................................................................................... 3.3 Assignment ............................................................................................. 3.4 Indemnification ........................................................................................ 3.5 Independent Contractor .......................................................................... 3.6 Payment .................................................................................................. 3.7 Insurance ................................................................................................. 3.8 Governing Law ........................................................................................ 3.9 Confidential Information/Public Records Law ....................................... 3.10 Compliance with Laws and Regulations ................................................ 3.11 Acceptance ............................................................................................. 3.12 Additional Services ................................................................................. 3.13 E-Verify…………………………………………………………………… 3.14 Iran Divestment Act……………………………………………………… 4.0 Detailed Submittal Requirements 4.0 Proposal Format ..................................................................................... 4.1 Executive Summary ................................................................................ 4.2 Scope of Services ................................................................................... 4.3 Company Background and Relevant Experience ................................. 4.4 Client References ................................................................................... 4.5 Cost Proposal .......................................................................................... REQUEST FOR PROPOSALS # 3 5.0 Current Environment 6.0 Evaluation Criteria 6.1 Selection Participants ............................................................................. 6.2 Evaluation of Proposals .......................................................................... REQUEST FOR PROPOSALS # 4 1 Introduction 1.1 Introduction Wake County, North Carolina (“The County”) is seeking proposals from qualified firms to perform a Risk Assessment of Wake County Register of Deeds (ROD) operations. Throughout this request for proposals (“RFP”), the “Proposer” refers to qualified firms that submit Proposals and the “Consultant” refers to the Proposer who is selected to provide the services described within this RFP. 1.2 County Overview Wake County: Wake County is the most populous county in North Carolina. The County consists of 12 municipalities and includes Raleigh, the County seat and State capitol. The County’s population is estimated at 1.11M residents. 1.3 Scope of Services The scope of services covered in this RFP is to provide the County with a Risk Assessment of Wake County Register of Deeds operations. The scope excludes detailed security risk assessments of the technical software or services utilized within such operations. It is expected that the Vendor will be able to provide a comprehensive set of services including but not limited to: 1. Conduct Risk Assessment: Conduct a risk assessment that is tailored to ROD. The assessment should include, among other things: a) Core Process Risks. Identify and analyze risks within the core processes and business practices of ROD operations, b) Vulnerabilities. Identify vulnerable areas and determine if adequate prevention measures exist, and c) Organizational Structure and Internal Controls. Evaluate the organizational structure with emphasis on the oversight responsibility of ROD management and whether such oversight is effective. The Consultant shall evaluate management’s role and responsibilities including areas, such as but not limited to, oversight structure, oversight for the internal control system, and input for remediation of deficiencies. The Consultant shall provide recommendations to improve the internal controls that exist within the department and management’s oversight of the internal control system. 2. Evaluate Assessment: Evaluate the outcomes of the risk assessment to design specific control activities to mitigate the assessed risks and suggest activities to improve risk management. 3. Risk Assessment Report: The risk Assessment Report shall be structured so that it contains, at a minimum, the following elements: a) Summary: Executive Summary. b) Methodology: Assessment methodology description (including how risks were identified). c) Discussion: Risk discussion. d) Risk Ratings Matrix: REQUEST FOR PROPOSALS # 5 (i) This will include each risk, the risk likelihood rating, risk impact (high, medium, or low) and overall risk rating, (ii) Identification of controls or other change recommended to mitigate or manage the risks identified, (iii) Criteria used in determining the overall risk ratings, and (iv) Description of the process used in determining the overall risk ratings. e) Recommendations: Recommendations to modify or otherwise mitigate or manage the risks identified in the Risk Assessment Report. These recommendations shall identify the resources needed to implement the recommended changes (e.g., any data requirements, financial resources, personnel, procedural changes, system changes, internal controls, or possibly regulatory changes). f) Supporting Documentation: Supporting documentation demonstrating the basis supporting each finding, conclusion and recommendation in the Risk Assessment Report, together with a citation to supporting work papers (and attachment of copies thereof). g) Appendices: Appendices with Consultant’s responses to any substantive comments made by ROD with respect to the draft Risk Assessment Report. h) ROD and Internal Audit Acceptance: The format and content of draft and final reports must be reasonably acceptable to ROD. 1.4 General Proposal Requirements When responding to this RFP, please follow all instructions carefully. Please submit proposal contents according to the outline specified and submit documents according to the instructions. Please include expected Register of Deeds staff involvement needed to perform services. Failure to follow these instructions will be considered a non-responsive proposal and may result in immediate elimination from further consideration. By submitting a proposal, Proposers acknowledge that: 1.4.1 The County reserves the right to reject any or all proposals if it determines that select proposals are not responsive to the RFP. The County reserves the right to reconsider any proposal submitted at any phase of the procurement. It also reserves the right to meet with select Proposers at any time to gather additional information. 1.4.2 Proposals will be received by Wake County Government at the time noted on the cover page of this document. At that point, Wake County will close the receipt of proposals and begin the evaluation process. The only information that will be released will be the names of the respondent(s). No other information will be disclosed, except as required by the evaluation process, until a contract is awarded. Wake County, solely at its option, may disclose the name(s) of any firms or companies being considered or elevated during the process. Proposers are not to contact any county staff or elected official in reference to the process due to the nature of a competitive environment and to protect the integrity of the RFP process. As information becomes available and is relevant for release, that information will be shared with respondents. REQUEST FOR PROPOSALS # 6 2 General Submittal Requirements 2.1 Proposal Contact This RFP and any subsequent action taken as a result thereof is issued by the Wake County Procurement Services in accordance with North Carolina General Statutes on behalf of the County. Proposal responses should be directed to Procurement Services, specifically to the Purchasing Director, as outlined below. In regards to this RFP and subsequent procurement process, vendors shall make NO CONTACTS, either written or verbal, with any Wake County employee, staff member, or Board of Commissioner members during the period beginning with the issuance of this document through approval of award unless authorized by the proposal contact. Any attempt by a Proposer to contact or influence a member or members of the aforementioned will result in the immediate disqualification of the Proposer from award for items or services on this RFP. Proposal Contact: Tom Wester Wake County Finance Dept - Procurement Services Wake County Justice Center, 2nd Floor – Ste 2900 301 S. McDowell Street Raleigh, NC 27601 twester@wakegov.com 919-856-6153 2.2 Proposal Submittal Requirements Proposers are required to prepare their proposals in accordance with the instructions outlined in this part and elsewhere in this RFP. Each Proposer is required to submit its proposal in a sealed package. Three (3) copies shall be submitted to the address shown below as well as an electronic version on flash drive or USB drive. Mailing Address: Tom Wester Wake County Finance Dept - Procurement Services Wake County Justice Center, 2nd Floor – Ste 2900 301 S. McDowell Street Raleigh, NC 27601 The County must receive proposals no later than 3:00 PM on June 9, 2021. The Proposer’s name, RFP number, and proposal closing time and date must be marked clearly on the proposal submission. The time of receipt shall be determined by the time clock in the Wake County REQUEST FOR PROPOSALS # 7 Procurement Services office. The County will not be held responsible for the failure of any mail or delivery service to deliver a proposal response prior to the stated proposal due date and time. It is solely the Proposer’s responsibility to: (1) Ascertain that they have all required and necessary information, documents and addenda, prior to submitting a response; (2) Ensure that the response is received at the correct location and time. Late responses, regardless of delivery means, will not be accepted. Fax or email responses will not be accepted. 2.3 Proposer Expenses The County will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to Wake County and/or its representatives. Further, the County shall reserve the right to cancel the work described herein prior to issuance and acceptance of any contractual agreement/purchase order by the recommended Proposer even if the Board of Commissioners has formally accepted a recommendation. 2.4 Interpretations, Discrepancies, and Omissions Should any Proposer find discrepancies, omissions or ambiguities in this RFP, the Proposer must at once request in writing an interpretation from proposal contact listed in Section 2.2. The deadline for submitting questions is May 28, 2021 by 3:00 PM. All questions will be answered to the extent possible in the form of addenda to the specifications. The addenda will be available within 7 calendar days following the question deadline. All written requests for clarification should be addressed to the attention of Tom Wester. Failure to request an interpretation will be considered evidence that the Proposer understands the provision of the RFP. The issuance of a written addendum is the only official method by which interpretation, clarification or additional information will be given by the County. Only questions answered by formal written addenda will be binding. Oral and other interpretations or clarification will be without legal effect. It is the County’s intent not to issue any addenda after June 1, 2021. 2.5 Tentative Schedule Date Event Issue RFP May 21, 2021 Questions Due May 28, 2021 Addenda (Clarifications) Issued (if applicable) June 1, 2021 RFP Responses Due June 9, 2021 REQUEST FOR PROPOSALS # 8 2.6 Pre-Proposal Questions The County will also make a good faith effort to provide other data or attachments, if the request will further clarify the project’s scope. All requests for further information shall be received by the County by May 28, 2021 before 3:00 PM EST. A copy of all answers and further clarifications provided by the County to those making inquiries will be posted as an addendum to the RFP on the County’s website on June 1, 2021 by 3:00 PM EST. 2.7 Finalists and Interviews From the proposals received, County staff will identify a short-list of finalists. The finalists will be expected to make a presentation to and respond to questions. Additional information regarding the content of the presentation will be provided to the selected finalists. 2.8 Award Wake County reserves the right to award a contract, based on initial offers received from Proposers, without discussion and without conducting further negotiations. Under such circumstance, the acceptance of a proposal by the County shall be deemed to be an acceptance of an offer and that such acceptance will be binding upon both parties. The County may also, at its sole discretion, have discussions with those Proposers that it deems to fall within a competitive range. The County may enter into negotiations separately with such Proposers. Negotiations with a Proposer may continue with a Proposer that the County has tentatively selected to award a contract to. The County shall not be deemed to have finally selected a Proposer until a contract has been successfully negotiated and signed by both parties. 2.9 Non-disclosure of County Information The Proposer and its agents shall treat all data and information gathered by the Proposer and its agents, including this RFP and all reports, recommendations, specifications, and data as confidential. The Proposer and its agents shall not disclose or communicate the aforesaid matters to a third party or use them in advertising, propaganda, and/or in another job or jobs, unless written consent is obtained from the County. 2.10 Retention of Proposer Material Any and all information submitted in conjunction with this RFP and the evaluation process will not be returned to the respondent. REQUEST FOR PROPOSALS # 9 3 General Terms and Conditions 3.1 Certification The Proposer hereby certifies that it has carefully examined this Request for Proposal and the Proposer certifies that it understands the scope of the work to be done and that the Proposer has knowledge and expertise to provide the scope of the work. By signature on the response to the RFP, the Proposer certifies that its proposal is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud, so that all proposals for the purchase will result from free, open and competitive proposing among all vendors. Further, the Proposer certifies that it understands that collusive bidding/proposing is a violation of Federal law and can result in fines, prison sentences, and civil damage awards. 3.2 Conflict of Interest By submission of a response, the Proposer agrees that at the time of submittal, it: (1) has no interest (including financial benefit, commission, finder’s fee, or any other remuneration) and shall not acquire any interest, either direct or indirect, that would conflict in any manner or degree with the performance of Proposer’s services, or (2) will not benefit from an award resulting in a “Conflict of Interest.” A “Conflict of Interest” shall include holding or retaining membership, or employment, on a board, elected office, department, division or bureau, or committee sanctioned by and/or governed by Wake County. Proposers shall identify any interests, and the individuals involved, on separate paper with the response and shall understand that the County, in consultation with legal counsel, may reject their proposal. 3.3 Assignment No assignment of the Proposer’s obligations or the Proposer's right to receive payment hereunder shall be permitted without prior consent of the County. The Proposer may not sell, assign, transfer or convey the contract resulting from this RFP, in whole or in part, without the prior written approval from the County. 3.4 Indemnification The Consultant will indemnify and hold the County harmless from any and all liability, expense, judgment, suit, or cause of action for personal injury, death, or direct damage to tangible property which may accrue against the County to the extent it is caused by the negligence of Consultant, its sub-consultants, or their employees or agents, while performing duties under this Agreement, provided that the County gives the Consultant prompt, written notice of any such claim or suit. The County shall cooperate with Consultant in its defense or settlement of such claim or suit. This section sets forth the full extent of the Consultant’s general indemnification of the County from liabilities that are in any way related to Consultant’s performance under this Agreement. REQUEST FOR PROPOSALS # 10 3.5 Independent Contractor It is understood that in the performance of any services herein provided, the Proposer shall be, and is, an independent contractor, and is not an agent or employee of the County and shall furnish such services in its own manner and method, except as required by this contract. Further, the Proposer has, and shall retain the right to exercise full control over the employment, direction, compensation, and discharge of all persons employed by the Proposer in the performance of the services hereunder. The Proposer shall be solely responsible for, and shall indemnify, defend, and save the County harmless, from all matters relating to the payment of its employees, including compliance with Social Security, withholding, and all other wages, salaries, benefits, taxes, exactions, and regulations of any nature whatsoever. 3.6 Payment Payment for the services rendered pursuant to the Agreement resulting from this RFP shall be made in amounts and at times set forth in the Agreement and shall be made upon receipt of original invoice(s) in accordance and in conformity with payment dates for bills and claims as established by the County. Prior to payment, the Consultant must submit an original dated itemized invoice of services rendered. (Photographs or facsimiles of invoices will not be accepted.) Any reimbursement for expenses as allowed in the Agreement that are included in the invoice(s) must be supported with attached original billings for such expenses. 3.7 Insurance Proposers shall have the ability to meet the following insurance requirements, at their sole expense, and shall not commence work until such insurance is in effect and certification thereof has been received by Wake County's Finance Department. Workers' Compensation Insurance, with limits for Coverage A: Statutory for State of North Carolina, and Coverage B - Employers Liability: $500,000 each accident/ disease each employee/disease policy limit. Commercial General Liability - with limits not less than $1,000,000 each occurrence and $2,000,000 aggregate, including contractual liability. Commercial Automobile Liability, with limits not less than $1,000,000 per accident for bodily injury and property damage applicable to any vehicle used during performance of services, including coverage of owned, hired, and non-owned vehicles. Evidence of commercial automobile coverage is only required if vehicles are used in the provision of services under this Agreement. Professional Liability, applicable to any professional services provided under this Agreement, with limits not less than $1,000,000 per claim and $2,000,000 aggregate. All insurance companies must be authorized to do business in North Carolina and have an AM Best rating of “A-/VII” or better; or have reasonable equivalent financial strength to the satisfaction of Wake County's Finance Department. REQUEST FOR PROPOSALS # 11 Insurance with limits no less than those specified above shall be evidenced by a Certificate of Insurance issued by a duly authorized representative of the insurer and dated no more than thirty (30) days prior to the start date of the Agreement. If any required insurance policy expires during the term of this Agreement, Provider must provide a certificate of insurance to the Wake County Finance Department as evidence of policy renewal prior to such policy expiration. All insurance documentation shall be sent to: Wake County Finance Department Wake County Justice Center – Suite 2900 P. O. Box 550 Raleigh, NC 27602 3.8 Governing Law This RFP and any contract resulting therefrom shall be governed by and construed according to the laws of the State of North Carolina. Should any portion of any contract be in conflict with the laws of the State of North Carolina, the State laws shall invalidate only that portion. The remaining portion of the contract(s) shall remain in effect. 3.9 Confidential Information/Public Records Law INFORMATION SUBMITTED IN RESPONSE TO REQUESTS FOR BIDS, PROPOSALS, AND OTHER PROCUREMENT METHODS SUBJECT TO PUBLIC RECORDS LAW Wake County is subject to North Carolina’s Public Records Act located in Chapter 132 of the North Carolina General Statutes. As a result, information submitted to and received by Wake County in response to a Request for Proposal/Request For Bid/Request For Quote/Request for Qualifications, or any other procurement method (collectively “Procurement Process”), is considered public record and may be released for public inspection after the contract award, or as otherwise permitted under NCGS § 143, without further notice to the proposer. The County does not intend to elicit confidential or trade secret information in response to a Procurement Process and assumes no responsibility for the submission of such information. Wake County reserves the right to share any information submitted in response to a Procurement Process with any person(s) or firm(s) involved in the review and evaluation phase of the Procurement Process. CONFIDENTIAL OR TRADE SECRET INFORMATION If a proposer nonetheless submits information in a bid proposal or other response to a Procurement Process and it considers such information to be confidential, then all four requirements of NCGS 132-1.2 “Confidential Information” must be met for the County to consider withholding the information from public inspection in response to a public records request. Among other legal requirements, information deemed to be “confidential” or “trade secret” by proposer must be clearly marked as such on the face of the document(s) at the time of the initial disclosure/submittal of RFP. In addition, although not required by law, Wake County requests that any proposer who submits a proposal or response containing any such designation of confidentiality also submit a second copy of the proposal or response with the respective page(s) or section(s) redacted. The County will not agree to withhold an entire proposal or response from public inspection, thus https://www.ncleg.net/enactedlegislation/statutes/html/bysection/chapter_132/gs_132-1.2.html REQUEST FOR PROPOSALS # 12 proposers should refrain from including blanket restrictions on disclosure or all- encompassing claims of confidentiality. When a public records request is made for information contained in or attached to a proposal or response that has been clearly marked as “trade secret” or “confidential” upon its submission, Wake County may, in its discretion and without further notice, release the redacted copy of the proposal or response to the requester if one has been previously submitted. Otherwise, the proposer will be notified of the request and given an opportunity to provide within a reasonable period a written explanation of the basis for claiming protection under N.C.G.S. 66-152 and N.C.G.S. 132-1 and/or a redacted proposal or response. The County shall make the final determination on release of the information. Should any civil action be brought against the County in an effort to compel or prevent the disclosure of information contained in a proposal or response that is deemed confidential by a proposer, the proposer may participate at its own expense; and by deeming any information in a proposal or response confidential, proposer further agrees to indemnify and hold harmless the County for and against any costs incurred by the County as a result of such litigation, including but not limited to fees or expenses arising out of N.C.G.S. 66-153 and N.C.G.S. 132-9. 3.10 Compliance with Laws and Regulations Proposer must comply with all applicable State and Federal Laws. In the event any Governmental restrictions may be imposed which would necessitate alteration of the material, quality, workmanship or performance of the items offered on this proposal prior to their delivery, it shall be the responsibility of the successful Proposer to notify Wake County at once, indicating in their letter the specific regulation which required such alterations. The County reserves the right to accept any such alterations, including any price adjustments occasioned thereby, or to cancel the contract. 3.11 Acceptance Submission of any proposal indicates a Proposer’s acceptance of the conditions contained in this RFP unless clearly and specifically noted otherwise in the proposal. Furthermore, the County is not bound to accept a proposal on the basis of lowest price, and further, the County has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals, to waive any and all informalities and/or irregularities, or to re- advertise with either the identical or revised specifications, if it is deemed to be in the County's best interests to do so. The County reserves the right to accept or reject any or all of the items in the proposal, and to award the contract in whole or in part and/or negotiate any or all items with individual Proposers if it is deemed in the County’s best interest. Moreover, the County reserves the right to make no selection if proposals are deemed to be outside the fiscal constraint or not in the best interest of the County. 3.12 Additional Services The County reserves the right to negotiate additional services with the Vendor at any time after initial contract award. REQUEST FOR PROPOSALS # 13 3.13 E-Verify To ensure compliance with the E-Verify requirements of the General Statutes of North Carolina, all contractors, including any subcontractors employed by the contractor(s), by submitting a bid, proposal or any other response, or by providing any material, equipment, supplies, services, etc, attest and affirm that they are aware and in full compliance with Article 2 of Chapter 64, (NCGS64-26(a)) relating to the E-Verify requirements. 3.14 Iran Divestment Act By signing this agreement; accepting this contract/purchase order; or submitting any bid, proposal, etc., vendors and contractors certify that as of the date of execution, receipt, or submission they are not listed on the Final Divestment List created by the NC Office of State Treasurer pursuant to NCGS 147 Article 6E, Iran Divestment Act, Iran Divestment Act Certification. Vendors and contractors shall not utilize any subcontractor that is identified on the Final Divestment List. In addition: Any organization defined under NCGS 147-86.80(2), Divestment from Companies Boycotting Israel, shall not engage in business totaling more than $1,000 with any company/business, etc. that boycotts Israel. A list of companies that boycott Israel is maintained by the NC Office of State Treasurer, pursuant to NCGS 147-86.81(a)(1). Any company listed as boycotting Israel is not eligible to do business with any State agency or political subdivision of the State. REQUEST FOR PROPOSALS # 14 4 Detailed Submittal Requirements 4.0 Proposal Format Proposers shall prepare their proposals in accordance with the instructions outlined in this section. Each Proposer is required to submit the proposal in a sealed package. Proposals should be prepared as simply as possible and provide a straightforward, concise description of the Proposer’s capabilities to satisfy the requirements of the RFP. Utmost attention should be given to accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and clearly labeled. The proposal should be organized into the following major sections with tabs for each section: PROPOSAL SECTION TITLE Title Page Letter of Transmittal Table of Contents 1.0 Executive Summary 2.0 Scope of Services 3.0 Company Background and Relevant Experience 4.0 Client References for Similar Assignments 5.0 Cost Proposal Instructions relative to each part of the response to this RFP are defined in the remainder of this section. Response information should be limited to pertinent information only. Marketing and sales type information is not to be included. 4.1 Executive Summary (Proposal Section 1.0) This section of the response should be limited to a brief narrative summarizing the Proposer’s proposal. The executive summary shall, at a minimum, include an identification of the proposed project team, responsibilities of the project team, and a summary of the proposed services. This section should highlight aspects of the proposal that make it superior or unique in addressing the needs of the County. Please note that the executive summary should identify the primary engagement contact. Contact information should include a valid e-mail address, fax number, and a telephone number. 4.2 Scope of Services (Proposal Section 2.0) This section of the response should include a general discussion of the Proposer’s overall understanding of the project and the scope of work proposed as outlined in Section 1.3. REQUEST FOR PROPOSALS # 15 As the County is seeking a Consultant that brings substantial expertise in risk assessment and evaluation of local government operations, the Proposer should outline a recommended approach, critical tasks and timeline for achieving the County’s objectives in Section 1.3 based on the Proposer’s experience with organizations similar to the County. 4.3 Company Background and Consultant Team Relevant Experience (Proposal Section 3.0) Each proposal must provide the following information about the submitting Proposer’s company, so that the County can evaluate the Proposer’s stability and ability to support the commitments set forth in response to the RFP. The County, at its option, may require a Proposer to provide additional support or clarify requested information. 4.3.1 Company Background  Give the location of the office responsible for the proposed services and the number of partners, supervisory staff, seniors and other professional staff employed at the office. Also give the number of staff with local government experience.  Describe the procedures your firm has put into place for meeting professional independence standards, as described under Governmental Auditing Standards.  How long the company has been providing services to clients similar to the County.  Identify any litigation or governmental or regulatory action pending against your organization that might have a bearing on your ability to provide services to the County. 4.3.2 Consultant Team Experience  Identify your proposed team indicating who is responsible for the key roles; provide an organizational chart showing lines of communication and levels of authority;  Include the résumés of staff who will work on the engagement. If they are working on only certain portions of the project, please indicate this on their résumé;  Given that the County will be evaluating several proposals, describe why you feel that your services, from a professional and technical perspective, are the best fit for the County environment. Describe the distinguishing features the County should know about your services and company. 4.4 Client References (Proposal Section 4.0) The County considers references to be important in its decision to award a contract. Failure to provide this information will result in the proposal being considered non- responsive. Please provide a comprehensive client listing with year(s) in which your firm provided services. Also provide at least three current clients who we may contact. References should be clients similar in size to the County. Please give their company name and mailing address, telephone, and email of the contact person. REQUEST FOR PROPOSALS # 16 Reference #1 Reference #2 Reference #3 COMPANY Contact Name Contact Title Contact Phone Mailing Address Email 4.5 Cost Proposal (Proposal Section 5.0) Proposers should submit an estimate of costs. The County reserves the right to contact Proposers on cost and scope clarification at any time throughout the selection process and negotiation process. The County is asking Proposers to estimate costs for all categories with the understanding that they may have to make assumptions. Such assumptions should be stated. Items that should be included in this cost section include:  Cost of Services. Please state your fees for the key areas outlined in the Scope of Services.  Provide your procedures for billing and collection of your fees. How do you reconcile the fee to the services received? Specify whether this is on a monthly, quarterly or as performed basis.  Provide a listing of hourly rates by consultant team members which could be used as a basis for additional services. 5 Current Environment 5.1 The Wake County Register of Deeds (ROD) Office provides services to the legal community and the public. The ROD Office records, scans and indexes real property and other documents such as deeds, deeds of trust, satisfactions, assumed business names, agreements, and memos. They make them available for inspection online. Additionally, the Register of Deeds is responsible for issuing marriage licenses and issuing certified copies of birth, marriage, and death certificates to members of the public. This requires recording, scanning, and indexing all births, marriage, and deaths that occur in Wake County. The Register of Deeds also administers notary oaths. See NCGS 161 for Register of Deeds general statutes. There are 41 ROD staff members. Revenues total $21.9 million with taxes comprising 70% of the total. Expenditures total $3.2 million with salaries and benefits comprising 82% of the total. REQUEST FOR PROPOSALS # 6 Evaluation Criteria 6.1 Selection Participants The County has established a team of staff to evaluate vendor responses. This team of employees will be responsible for the evaluation and rating of the proposals and conducting interviews. 6.2 Evaluation of Proposals Responses will be evaluated based on the following criteria: 1. Compliance to the RFP requirements; quality, clarity and completeness of services proposed in relation to the scope of work in the response 2. Respondent’s Proven, Knowledge, and Experience in performing and evaluating risk assessments of governmental operations including recommendations to mitigate risks. 3. Client References  Capability of the Proposer to undertake and support services as described by this Request for Proposals based on reputation and customer references regarding the Vendor's performance for organizations with needs similar to the County's, particularly in the government sector. 4. Cost effectiveness and value of proposal 5. Other criteria deemed appropriated by the County Project Team