Title
Title Record Search Services - Requirements Contract - RFP 19-097 (Ordinance S-45805)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Data Trace Information Services, LLC to provide online title record database searches for the Real Estate Division of the Finance Department. The aggregate value of this contract will not exceed $425,000 over the five-year contract term. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The City's Real Estate Division provides services to various City departments for requests related to real property acquisition, disposition, leasing, appraisal, and title services work. These services include: preparing chain of title and condition of title reports; verifying ownership; and researching property liens and other recorded transfers and conveyances affecting title to real property. To accurately and timely perform the necessary title services, the City requires access to an extensive title plant database system for property record searches and document/map image downloads for Maricopa County. Data Trace Information Services, LLC will provide this comprehensive title plant database system of property records geographically located within Maricopa County.
Procurement Information
Request for Proposal (RFP) 19-097 was conducted in accordance with Administrative Regulation 3.10. The proposal was sent directly to multiple vendors and publicly posted on the City's website, in accordance with the Administrative Regulation. There were two offers received by the Procurement Division on March 1, 2019. The proposals were scored by a four-member evaluation panel based on the following evaluation criteria: Experience and Qualifications (300 points); Method of Approach and System Capabilities (350 points); User Navigation and Interface (250 points); and Cost (100 points). The scoring for the two offers received is as follows:
Data Trace Information Services, LLC: 812
Black Knight Data & Analytics, LLC: 520
The Real Estate Administrator recommends that the offer from Data Trace Information Services, LLC, be accepted as the highest-scored, responsive, and responsible offer that is most advantageous to the City.
Contract Term
The five-year contract term will begin on or about July 1, 2019.
Financial Impact
The aggregate contract value will not exceed $425,000 with an estimated annual expenditure of $85,000. Funds are available in the Finance Department's budget.
Department
Responsible Department
This item is submitted by City Manager Ed Zuercher and the Finance Department.