REQUEST FOR PROPOSALS

Last Updated 4:26pm Wednesday October 26, 2022
General Announcement
The Calcasieu Parish Clerk of Court will be releasing multiple RFPs to bid on various archive scanning projects. Specific Projects will be posted in the Lake Charles American Press, with details available from this page or on our eBid Portal at BidNet Direct. The eBid Portal service is free to vendors. Follow the link to setup an account and access the service.
 
https://www.bidnetdirect.com/louisiana/calcasieuparishclerkofcourt
Experience
Qualified Respondents must have a minimum of 15 years of experience in the scanning industry; have experience and expertise successfully handling sensitive legal documents, have experience and expertise successfully handling documents in an aged and delicate condition, have experience indexing legal documents for retrieval, and provide a minimum of 4 customer references.
List of RFPs  (Last Updated 10/26/2022 4:24 pm)
We are currently working on more RFPs to be released in the very near future. Check back for updates. We also utilize the service of BidNet Direct. Our RFPs are also published on that electronic announcement/bidding platform.
---------------- AWARDED  ----------------
2022-007 Mortgage Mitigated Codex (1893 thru 1940)
Click here to download the RFP Document in PDF format
AWARDED - The Clerk of Court Office received 10 responses to this RFP. Scanning America, Moebiz, Cott Systems, Revolution Data Systems, Data Management Internationale, Digital Archiving, doc2e-file, Business Systems & Consultants Inc, US Imaging, and Court Record and Data Management Services.
The Winning Bidder for this RFP is doc2e-file

 

Read the entire bid, including all terms and conditions, specifications and instructions.

 

The Calcasieu Parish Clerk of Court announces release of RFP to bid on scanning.

These are rebuilt books. The original pages have been trimmed to remove sections damaged by fire. After trimming, the pages were laminated and bound. All are mostly handwritten double-sided pages
Sepia and water stains present, with some foxing. However, the documents are very readable and clear.

 

Mitigated Mortgage Codex 1893-1940
Mostly handwritten on double-sided pages.

 

Laminated and Bound
Total Volumes 35 pages per book varies (see RFP for full details).
Size 12 x 18


Location - Calcasieu Parish Courthouse, Lake Charles, Louisiana, United States

Duration - 4 months

Question Acceptance Deadline - Monday October 17, 2022 04:00 PM CST

Questions may be submitted through the eBid portal or via email

Closing Date - Friday October 21, 2022 04:30 PM CST

Primary Contact for this RFP

Nancibelle Vallee Hardy
337-437-3550 ext. 139
bidresponse@calclerkofcourt.com

---------------- AWARDED  ----------------
 
2022-006  Mortgage Books 5 - 378 (5/7/1901 thru 12/18/1958)
Click here to download the RFP Document in PDF format
AWARDED - The Clerk of Court Office received 10 responses to this RFP. Scanning America, Moebiz, Cott Systems, Revolution Data Systems, Data Management Internationale, Digital Archiving, doc2e-file, Business Systems & Consultants Inc, US Imaging, and Court Record and Data Management Services.
The Winning Bidder for this RFP is Digital Archiving

 

Read the entire bid, including all terms and conditions, specifications and instructions.

 

The Calcasieu Parish Clerk of Court announces release of RFP to bid on scanning

 

Mortgage Books 5 - 378 (5/7/1901 thru 12/18/1958)
Mostly typed on double-sided pages.
Total Volumes 373 (loose leaf) 640 pages per book.
Size 18 x 11


Mortgage Books 379 – 586 (9/30/1966 thru 10/6/1966)
Mostly typed on double-sided pages.
Total Volumes 13 (loose leaf) 640 pages per book.
Size 18 x 11

Location - Calcasieu Parish Courthouse, Lake Charles, Louisiana, United States

Duration - 6 months

Question Acceptance Deadline - Monday October 17, 2022 04:00 PM CST

Questions may be submitted through the eBid portal or via email

Closing Date - Friday October 21, 2022 04:30 PM CST

Primary Contact for this RFP

Nancibelle Vallee Hardy
337-437-3550 ext. 139
bidresponse@calclerkofcourt.com

---------------- AWARDED ----------------
2022-005  Mortgage Record books 645 - 1155
Click here to download the RFP Document in PDF format
AWARDED - The Clerk of Court Office received 10 responses to this RFP. Scanning America, Moebiz, Cott Systems, Revolution Data Systems, Data Management Internationale, Digital Archiving, doc2e-file, Business Systems & Consultants Inc, US Imaging, and Court Record and Data Management Services.
The Winning Bidder for this RFP is Digital Archiving

 

Read the entire bid, including all terms and conditions, specifications and instructions.

 

The Calcasieu Parish Clerk of Court announces release of RFP to bid on scanning

 

Mortgage Record books 645 - 1155.

Documents are copies of original recordings

Mostly typed on double -sided pages

Total Volumes 508 (loose leaf) 800 pages per book

Size 14 x 8.5

Mortgage Record books 587-644

Documents are copies of original recordings

Mostly typed on double -sided pages

Total Volumes 57 (loose leaf) 640 pages per book

Size 18 x 11

Location - Calcasieu Parish Courthouse, Lake Charles, Louisiana, United States

Duration - 6 months

Question Acceptance Deadline - Monday October 17, 2022 04:00 PM CST

Questions may be submitted through the eBid portal or via email

Closing Date - Friday October 21, 2022 04:30 PM CST

Primary Contact for this RFP

Nancibelle Vallee Hardy
337-437-3550 ext. 139
bidresponse@calclerkofcourt.com

---------------- AWARDED ----------------
QUESTIONS AND ANSWERS FOR RFPS 2022-005, 2022-006, AND 2022-007
The PDF document at this link contains a list of all questions and answers gathered during the discussions for the RFPs noted above. 
- The official bids are due in our office by 4:30 pm on Friday 10/21/2011.
-The official public bid opening is scheduled for 10:00 am, Monday 10/24/2022
 
Due to the overwhelming response we are securing a larger location for the opening. The location will be either in the courthouse or in the immediate vicinity of the courthouse. Check back for location updates or email me. My staff and I will be sure to include you with that notification. Thank you for your interest, Nancibelle Hardy  navallee@calclerkofcourt.com
---------------- ARCHIVE AWARDED LIST ----------------
2022-001  Scanning - Conveyance OIB Back File - Publication Date 02/10/2022
AWARDED - The Clerk of Court Office received 2 responses to this RFP. The two companies were Cott Systems of Ohio and Digital Archiving of Louisiana.
The Winning Bidder for this RFP is Digital Archiving of Louisiana

The RFP Responses and Tally sheets are available for public viewing during regular business hours at the Clerk of Court office, Calcasieu Parish Courthouse, IT Director's Office, 1000 Ryan Street Rm 5, Lake Charles, LA 70601. Copies can be obtained. Our standard copy fee will apply.

Click here to download the RFP Document in PDF format
Bidding CLOSED - Status WORK IN PROGRESS
Bidding Vendors -
Cott Systems of Columbus, OH
Digital Archiving Systems of Lake Charles, LA

Read the entire bid, including all terms and conditions, specifications and instructions.

The Calcasieu Parish Clerk of Court announces release of RFP to bid on scanning Conveyance Record books for original index series 1-3 (1903 - 1958). Documents are transcriptions of the original instruments. Mostly typed on double -sided pages, mixed sizes  14 1/2" x 18", 11 1/2 x 18, and 8 1/2 x 14. Total Volumes 585 (loose leaf) 668 pages per book, document feeder capable.

Location - United States, Calcasieu Parish

Duration - 60 Days

Question Acceptance Deadline - 02/28/2022 04:30 PM CST

Questions may be submitted through the eBid portal or via email

Closing Date - 03/07/2022 04:30 PM CST

Primary Contact for this RFP

Nancibelle Vallee Hardy
337-437-3550 ext. 139
bidresponse@calclerkofcourt.com

2022-002  Conveyance Scan Index Books Series 1-3
AWARDED - The Clerk of Court Office received 2 responses to this RFP. The two companies were Cott Systems of Ohio and Digital Archiving of Louisiana.
The Winning Bidder for this RFP is Cott Systems of Ohio

The RFP Responses and Tally sheets are available for public viewing during regular business hours at the Clerk of Court office, Calcasieu Parish Courthouse, IT Director's Office, 1000 Ryan Street Rm 5, Lake Charles, LA 70601. Copies can be obtained. Our standard copy fee will apply.

Click here to download the RFP Document in PDF Format
Bidding CLOSED - Status WORK SCHEDULED
Bidding Vendors -
Cott Systems of Columbus, OH
Digital Archiving Systems of Lake Charles, LA
Read the entire bid, including all terms and conditions, specifications and instructions.

The Calcasieu Parish Clerk of Court announces release of RFP to bid on scanning Conveyance Index books for original index series 1-3 (1903 - 1958). Documents are in binder books.
Conveyance Index Books Series 1 – 3 Vendor and Vendee

Series 1; 1903-1919 (8 Books)  typed 500 pages per book
Series 2; 1920-1933 (8 Books) typed until 1926 then hand written 600 pages per book
Series 3; 1934-1944 (9 Books) typed until 1936 then hand written 600 pages per book

Documents are mostly typed double-sided pages.
Total Volumes 25 (loose leaf)

Location - United States, Calcasieu Parish

Duration - 14 Days

Question Acceptance Deadline - 02/28/2022 04:30 PM CST

Questions may be submitted through the eBid portal or via email

Closing Date - 03/07/2022 04:30 PM CST

Primary Contact for this RFP

Nancibelle Vallee Hardy
337-437-3550 ext. 139
bidresponse@calclerkofcourt.com