Agenda 10/08/2019 Item #16A 8 (RFP #17-7200 w/Assurance Title Agency, LLC)10/08/2019
EXECUTIVE SUMMARY
Recommendation to terminate for convenience an agreement awarded to Assurance Title Agency,
LLC under RFP # 17-7200, and to award a supplemental contract to eTitle Agency, Inc., under
RFP # 17-7200S, “Real Estate Title & Closing Services.”
OBJECTIVE: To provide title and closing services for prospective right-of-way and other real property
acquisitions made by the County.
CONSIDERATIONS: The Right of Way Acquisition Section of the Transportation Division and the
Real Property Management Section of the Facilities Management Department use title companies to
provide real estate title and closing services for prospective right -of-way and other real property
acquisitions. These services include the preparation of title commitments and ownership and
encumbrance reports (search and examination of title), title research, the preparation and recording of real
estate instruments required to clear title and close real estate transactions, and the issuance of title
policies.
On April 24, 2018, the Board of County Commissioners (the “Board”) entered into a Fixed Term Service
Multi-Contractor Award Agreement with Assurance Title Agency, LLC under RFP # 17-7200, “Real
Estate Title & Closing Services.” Since then, staff has placed various title work orders with this vendor
and found this vendor’s work product and performance unacceptable and not in compliance with the
County’s requirements. Despite the County’s reasonable efforts to work with this vendor, staff
recommends that Agreement # 17-7200 with Assurance Title Agency, LLC be terminated for
convenience under the thirty (30) day written notice provision set forth in Section 10 of the attached
agreement. The termination date will be effective November 8, 2019.
On April 9, 2019, the Procurement Services Division released Request for Proposal # 17-7200S to 3,749
vendors for Real Estate Title and Closing Services. Interested vendors downloaded thirty-two bid
packages, and the County received two (2) proposals by the May 13, 2019 deadline. Staff deemed
Stewart Title non-responsive for failing to submit requested evaluation criteria.
A selection committee met on June 6, 2019 to rank vendors for the supplemental contract and ranked
eTitle Agency, Inc. as the only responsive and responsible vendor for RFP 17-7200S. With this
supplemental contract, the County will have two vendors, namely the current remaining vendor,
American Government Services Corporation and eTitle Agency, Inc. Work assignments will be awarded
on a rotational basis with the current vendor under RFP # 17-7200 when there is a need for such services.
If unique, novel, past experience or specialized services suggest it might be more appropriate to select one
of these vendors over the other, outside of the regular rotational method, the County’s Contract
Administrative Agent will submit a letter justifying the need for a direct selection with the purchase order
for the Procurement Director’s review, as set forth in the Agreement.
FISCAL IMPACT: The annual agreements are “standing” agreements governing the price and delivery
of real estate title and closing services. When these services are required by Collier County, they are paid
for from each individual department’s budget as capital improvement projects are identified.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for Board approval.-SRT
GROWTH MANAGEMENT IMPACT: While this item has no direct impact on the Growth
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10/08/2019
Management Plan, it is consistent with the goals of the County to streamline and expedite the
procurement of services.
RECOMMENDATION: The Board approve terminating for convenience Agreement No. 17-7200 with
Assurance Title Agency, LLC under RFP # 17-7200 and award RFP # 17-7200S, “Real Estate Title &
Closing Services” to eTitle Agency, Inc., and authorize the Chairman to sign the attached agreement with
eTitle Agency, Inc.
Prepared by: Robert Bosch, Manager, ROW Acquisition, Transportation Engineering Division, Growth
Management Department.
ATTACHMENT(S)
1. 17-7200S Solicitation (PDF)
2. 17-7200S eTitle Proposal (PDF)
3. 17-7200S Final Rank (PDF)
4. 17-7200S NORA (PDF)
5. 17-7200S eTitle Agency_VendorSigned (PDF)
6. 17-7200S eTitleAgency_Insurance 8-20-19 (PDF)
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COLLIER COUNTY
Board of County Commissioners
Item Number: 16.A.8
Doc ID: 9741
Item Summary: Recommendation to terminate for convenience an agreement awarded to
Assurance Title Agency, LLC under RFP # 17-7200, and to award a supplemental contract to eTitle
Agency, Inc., under RFP # 17-7200S, “Real Estate Title & Closing Services.”
Meeting Date: 10/08/2019
Prepared by:
Title: Operations Analyst, Senior – Transportation Engineering
Name: Robert Bosch
08/23/2019 9:19 AM
Submitted by:
Title: Division Director - Transportation Eng – Transportation Engineering
Name: Jay Ahmad
08/23/2019 9:19 AM
Approved By:
Review:
Growth Management Department Christine Arnold Level 1 Reviewer Completed 08/23/2019 10:18 AM
Growth Management Department Lisa Taylor Additional Reviewer Completed 08/23/2019 1:41 PM
Transportation Engineering Jay Ahmad Additional Reviewer Completed 08/23/2019 2:26 PM
Growth Management Department Gene Shue Additional Reviewer Completed 08/26/2019 1:50 PM
Growth Management Operations Support Christopher Johnson Additional Reviewer Completed 09/04/2019 8:13 AM
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 09/04/2019 8:35 AM
Procurement Services Viviana Giarimoustas Additional Reviewer Completed 09/04/2019 4:02 PM
County Attorney's Office Sandra Herrera Additional Reviewer Completed 09/05/2019 9:08 AM
Procurement Services Evelyn Colon Additional Reviewer Completed 09/05/2019 12:14 PM
Procurement Services Ted Coyman Additional Reviewer Completed 09/05/2019 2:40 PM
Growth Management Department Jeanne Marcella Deputy Department Head Review Skipped 09/09/2019 2:16 PM
Growth Management Department Thaddeus Cohen Department Head Review Completed 09/13/2019 9:29 AM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 09/13/2019 1:18 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 09/13/2019 2:08 PM
Office of Management and Budget Laura Wells Level 3 OMB Gatekeeper Review Completed 09/24/2019 2:58 PM
Office of Management and Budget Laura Zautcke Additional Reviewer Completed 09/24/2019 3:59 PM
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County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 09/30/2019 11:03 AM
Board of County Commissioners MaryJo Brock Meeting Pending 10/08/2019 9:00 AM
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COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
REQUEST FOR PROPOSAL (RFP)
FOR
REAL ESTATE TITLE & CLOSING SERVICES
SOLICITATION NO.: 17-7200S
VIVIANA GIARIMOUSTAS, PROCUREMENT STRATEGIST
PROCUREMENT SERVICES DIVISION
3295 TAMIAMI TRAIL EAST, BLDG C-2
NAPLES, FLORIDA 34112
TELEPHONE: (239) 252-8375
Viviana.Giarimoustas@colliercountyfl.gov (Email)
This solicitation document is prepared in a Microsoft Word format (Rev 8/7/2017). Any alterations
to this document made by the Vendor may be grounds for rejection of proposal, cancellation of any
subsequent award, or any other legal remedies available to the Collier County Government.
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SOLICITATION PUBLIC NOTICE
REQUEST FOR PROPOSAL (RFP)
NUMBER:
17-7200S
PROJECT TITLE: Real Estate Title & Closing Services
DUE DATE: Monday, May 13, 2019 10:00 AM EST
PLACE OF RFP OPENING: PROCUREMENT SERVICES DIVISION
3295 TAMIAMI TRAIL EAST, BLDG C-2
NAPLES, FL 34112
All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:
https://www.bidsync.com/bidsync-cas/
INTRODUCTION
As requested by the Growth Management and Public Facilities Departments (hereinafter, the “Division or Department”), the Collier
County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for
Proposal (hereinafter, “RFP”) with the intent of obtaining proposals from interested and qualified vendors in accordance with the
terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the
Specifications or Scope of Work stated. The results of this solicitation may be used by other County departments once awarded
according to the Board of County Commissioners Procurement Ordinance.
Collier County has sought the expertise of independent title companies to confirm all persons and entities vested in title to those
properties from which it must acquire an interest (sometimes fee, sometimes easement, sometimes both fee and easement); to
identify defects and encumbrances (fees, debts, obligations and restrictions) to the title of said properties; and protect against title
fraud that could pose potential obstacles to the County’s intended use of the acquired property interest.
The County has occasionally deemed it in the best interest of the taxpayer to purchase title insurance (usually on its large money
purchases) to insure the acquired property against attacks on its title (so it is free and clear from hidden defects and protected
against another parties’ debts and liens.) In such instances, the title company steps in and pays for the defense against liens and
claims to the acquired property interest if a problem does surface.
In rare instances, the County has requested the title company also conduct the real estate closing.
Historically, County departments have spent an average of approximately $497,000 dollars from October 2015 until August 2017
on these services; however, this may not be indicative of future buying patterns.
BACKGROUND
Collier County historically employs title companies for their expertise to protect the County against title fraud and to ensure that the
County is negotiating with the persons and/or companies with the lawful authority to sell or convey the required fee and/or easement
parcels needed for its projects; to ensure that all title issues are addressed before closing.
The County conducts almost all real estate closings in-house In exceptional circumstances the Company may be required to conduct a
closing.
TERM OF CONTRACT
The contract term, if an award(s) is/are made is intended to be for three (3) years with two (2) one (1) year renewals. Prices shall
remain firm for the initial term of this contract.
Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing
structure.
DETAILED SCOPE OF WORK
A. Introductory Information
These specifications are intended to provide the information by which prospective bidders may understand the requirements of
Collier County relative to Preparation and Delivery of Title Commitments, issuance of Title Policies, and Real Estate Closing
Services.
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Unlike the manner in which title commitments are normally ordered, Collier County (County) usually does not find the property it
needs already listed for sale by its current owner. For each major land rights acquisition project (utility mains, roadway expansions,
etc.), the County must contact the record title holders of the property and inform them as to how much of their property is sought
for the construction of the contemplated improvements.
Step One in the County’s acquisition process is the preparation of legal descriptions of parcels of land or easements that the
engineers and surveyors have determined are necessary in order to construct the proposed improvements. Once these legal
descriptions are received by the acquisition department, copies are supplied to the real estate appraiser(s) and title company(s)
selected for the project. For this reason, the dollar value of the property is not yet known at the time the commitment order is
placed. Proposed policy values, therefore, are usually “TBD” (To Be Determined).
In addition, the County occasionally purchases entire subdivided lots in platted subdivisions. The greatest volume of work will be
in support of roadway and utility expansion projects, where strips of land must be acquired to expand the right-of-way corridor and
provide upgraded utility infrastructure.
Also, because the County rarely finds just these “strip takings” already listed for sale, our purchase negotiations take far longer than
the average real estate transaction. It can often be ten (10) or twelve (12) months, or longer, between the time that the County first
places an order for a title commitment, and the time that the County closes on the purchase of the property and orders a title policy.
Because the County must order its title commitments in advance of reaching an agreement in order to ensure the County is, in fact,
negotiating with the persons and/or companies with the lawful authority to sell, the County does not know at that time whether or
not the County will be able to close the transaction. When the asking price of the property simply cannot be justified in the public
interest, the County may change the design and consider locating its improvements elsewhere or the County may condemn the
property. Condemnation also becomes inevitable if the project schedule does not allow enough time to resolve a complex title
problem, such as the need for an estate to go through probate before the land can be disposed of through a typical real estate
closing. If the property is condemned, a title policy will not be ordered. Even when the County is able to close the
transaction, the County is under no obligation to order a policy and, more often than not, will not order a policy.
While the County occasionally requires a title commitment on a single property, more than likely, the County will be involved in a
major public works project which affects many properties at the same time. For this reason, title commitments are often ordered in
numbers (sometimes as many as twenty (20) to forty (40) at once). This is why the specifications for Preparation and Delivery of
Title Commitments address the staggered delivery of title commitments where large numbers are ordered at once. (See paragraph
12 below.)
B. Real Estate Closing Services
Collier County desires to receive fixed-rate bids on the actual preparation of the legal instruments necessary to comply with the Schedule
B-1 “Requirements” portion of the title commitment, and for those services required to obtain the proper execution of all necessary
instruments including, but not limited to, conveyance instruments, releases, subordinations, affidavits, requests for estoppel, special
assessments, tax prorations, and the preparation of closing statements required to close the real estate transaction and issue the title policy.
The actual offer letters and official notices will be sent to the property owners by County staff; all negotiations will be conducted by
County staff; and all purchase agreements or easement agreements will be drafted by County staff. Upon the bilateral execution of a
purchase agreement or easement agreement by the owner and County, the file may be turned over to the title company to close the
transaction. Unless special circumstances exist, County conducts its own closings.
C. Title Commitment Preparation
1. Unless a prior title insurance policy is obtained, title Commitments must be based on no less than a 30-year search and are to
be prepared as follows:
a. Schedule “A” must identify the specific interest in real property to be acquired by the County, the current record title
holder of the fee simple interest in said real property, and the exact manner in which said title is currently held;
b. Schedule “B-1” must list only those requirements necessary to guarantee insurability in the event a title policy is to be
purchased.
2. In addition to the title commitments issued pending a fee simple acquisition, Company shall provide title commitments for
easement acquisition, and shall NOT, in such cases, require the execution of a warranty deed, but shall instead itemize as a
requirement the recording of an easement for the purpose(s) specified in the County’s NOTICE TO PROCEED.
3. The County may request Company to issue a title commitment for the entire parent tract, or for only a portion of the parent
tract. County will provide Company with a legal description of the subject parcel simultaneously with the Notice to Proceed.
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4. All title commitments issued by Company to County must include the results of its search of the names of all “relevant parties
to the transaction” (defined in this case as sellers, buyers and any non-traditional lenders) against the “Specially Designated
Nationals and Blocked Persons” (SDN) list published by the Office of Foreign Assets Control (OFAC).
5. All title commitments must contain the Project Number and Project Parcel Number provided to Company by County.
6. At the request of County, Company shall issue an endorsement or update of a title commitment; and upon County’s
compliance with the requirements as set forth in Schedule “B-1” and payment of the risk premium at the contract rate,
Company shall issue County a title policy for levels of coverage equivalent to the values of the interest in real property sought
by County.
7. Reissue credit will be given toward the cost of County’s title policy whenever possible. Therefore, Company shall make every
reasonable effort to ascertain whether a previous policy exists and secure a copy of any prior policies for which reissue credit
can be given.
8. “Owner’s Amount” (property value) shall state, “TO BE DETERMINED” upon the initial issuance of the title commitment.
Unlike typical real estate purchasers, the County often seeks title information long before the valuation of the interest to be
acquired is complete.
9. In addition to the terms and conditions governing invoicing contained the Annual Agreement for Title Commitments, all
invoices, bills and/or statements must specify the exact service performed, i.e., issuance of title commitment, issuance of title
policy, etc. All invoices submitted for payment must be originals (unless submitted via email) on Company letterhead; must
list Company as “payee”; and must reference the PO number, Project Number and Project Parcel number provided to
Company by County. Invoices from entities other than the Company under annual contract with the County will not be paid.
10. County shall pay no penalty, fee or other charge for failure to order a title policy or utilize the closing services of Company. In
such instances, payments made by the County for title commitments and updated search reports shall be payment in full for
title services rendered by Company related to the subject real estate. Note that County’s current practice is to conduct closings
in-house and to order policies on a case-by-case basis.
11. Title commitments and updated search reports shall include as attachments legible copies of all state and federal tax liens, ad
valorem tax deficiencies, mechanic’s and materialmen’s liens, mortgages and financing statements, judgments, lis pendens,
contracts for deed, recorded leases, easements and any and all covenants and restrictions of record affecting the real property
sought by the County. Copies of County Resolutions and Ordinances need not be provided. Where the portion of property
sought by the County is part of the common elements or property of any condominium, homeowner’s association, property
owner’s association or civic association, Company shall include with the title commitment a copy of all recorded instruments
pertinent to said association, including but not limited to, declarations or protective covenants and restrictions, articles of
incorporation, and corporate by-laws. Recognizing that these documents can be quite voluminous, Company shall contact
County if there is doubt as to whether said copies or copies of any other voluminous documents are necessary.
Copies of all instruments listed in the title commitment must be furnished to County. Title commitments and copies of
instruments may be furnished electronically in one PDF document unless the size of the PDF document requires that it be
separated into two or more PDF documents for emailing purposes. No other electronic formats will be acceptable.
12. Delivery of the title commitments shall be in accordance with the schedule below, where “delivery schedule” constitutes the
total number of business days lapsing between issuance of Notice to Proceed by County and delivery by company of
completed title commitments.
Number of Title Commitments or Ownership Delivery Schedule **
& Encumbrance Reports Ordered
1 to 3 __ Business Days
4 to 6 __ Business Days
7 to 12 __ Business Days
13 to 25 __ Business Days
26 to 35 __ Business Days
Over 35 To be negotiated
Update __ Business Days
Miscellaneous Real Estate and Title
Research Services To be negotiated
**This delivery schedule shall govern unless an alternate schedule is submitted with Bid.
13. Company shall NOT require a certified survey as a pre-condition to issuance of a title policy.
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14. Certificates of Good Standing from the office of the Secretary of State shall NOT be listed as a B-I requirement. County shall
provide a copy of the Corporate Detail Record showing current corporate status, along with the Directors/Officers of the
corporation from the Florida Department of State, Division of Corporations web site.
15. The recording of corporate resolutions in the public records shall NOT be listed as a B-I requirement unless special
circumstances exist requiring such recording.
16. Schedule B-1, Requirements, may call for an Amended Notice of Commencement OR a Partial Termination, but shall not
require total termination of the Notice of Commencement unless all intended improvements have been completed.
17. Company shall provide the Property Appraiser’s folio number for the parent tract from which County seeks an interest in real
property. Where County furnishes a folio number or ownership information, this is always subject to verification by Company.
Ad Valorem taxes, both current and delinquent, if any, shall be itemized in the title commitment.
18. Initial orders for title commitments shall be in writing either on County letterhead, fax transmittal form or email, and must
include the name of the County employee placing the order. Updates and endorsements may be ordered by phone.
19. Company will immediately notify County of any determinations made by its underwriter that newly enacted Florida Statutes,
Florida Department of Financial Services (“DFS”) guidelines or federally mandated restrictions affect Company’s ability to
comply with the terms of this contract proposal.
D. Real Estate Closing Services
Company will be provided electronic copies in Microsoft WORD format of the County’s format instruments which have been
approved by the Office of the County Attorney.
Upon reaching an agreement with the Property Owner, and obtaining the execution of same by the Chairman of the Board of
County Commissioners, the parcel file may in exceptional circumstances be turned over to the Title Company for the preparation of
legal instruments and the assemblage of all releases, subordinations, estoppels, prorations and other required documents. (In almost
all instances, County conducts closings in-house.) The Right-of-Way Acquisitions or Real Property Management office will
forward an email to Company with an attached “Request for Closing Services” and fully executed copy of the Agreement, together
with any “specific” instructions that may be required. Company will work with the property owners to set a timely closing date.
Company must email the closing statement to the Acquisition Specialist for review and approval. Within four (4) weeks following
County’s approval of the Closing Statement, County will provide Company all funds required to Close.
When conducting real estate closing services for the County, Company shall ascertain the status of any existing title policies and
attempt to secure a copy of said policy for purposes of reissue credit against the cost of any owner’s title policy to be issued to County.
(The percentage of available reissue credit given for “partial acquisitions” will directly correspond with percentages of the insured
property being conveyed to County). Company shall record the appropriate documents in the public records and notify the Acquisition
Specialist that the closing has occurred. Copies of all executed closing documents, including any B-I requirements, will be provided to
County.
In most cases, County will not require a title policy. In those instances where a policy is required, in order to comply with both the
purchasing policy of County and requirements of most title underwriters, Company will email to County a copy of the original title
policy simultaneously with submission of the invoice for services. Company will then deliver the original executed title policy
immediately upon receipt of payment from County. (As an alternative, Company can deliver the original title policy simultaneously
with submission of the original invoice for services.)
E. Ownership and Encumbrance Report
The following is a description of the service/product the County is seeking:
(1) A report entitled “Ownership and Encumbrance Report” in the form of a cover letter identifying: (1) the record title holder to
the subject property, as well as (2) all claims, liens, and other interests in real property attaching to and encumbering the subject
property (mortgages, easements, judgments, mechanic liens, tax certificates, etc.).
IMPORTANT: There shall be NO limitation on the reporting of encumbrances. Reporting encumbrances created back only as far
as the date of the last institutional mortgage encumbering the property does NOT serve the interests of Collier County. Collier
County has a need to examine ALL easements and reservations which might limit the right of the County to use the property, or
which might place the County in an inferior position relative to possible facilities conflicts, regardless of when the encumbrance
was first created. The typical purchaser of real estate will take title subject to existing easements. Not so with Collier County.
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(2) A legible copy of each instrument referenced in the report (including the “vesting” document) MUST be attached to each
report. Copies of County Resolutions and Ordinances (which would normally be listed as exceptions to the issuance of a title
policy) need not be provided. However, copies of Declarations of Covenants and Restrictions, and the By-Laws and the Articles of
Incorporation for Condominium and Homeowner Associations, MUST be attached to each Ownership and Encumbrance report on
condominium and HOA common element properties. Recognizing that these documents can be quite voluminous, Company shall
contact County if there is doubt as to whether said copies or copies of any other voluminous documents are necessary. The
Property Appraiser’s Folio Number and Collier County’s project and project parcel numbers MUST also be provided for each
parcel. Ownership and Encumbrance Reports and copies of instruments may be furnished electronically in one PDF document
unless the size of the PDF document requires that it be separated into two or more PDF documents for emailing purposes. No other
electronic formats will be acceptable.
NOTE: Providing an abstract of title does NOT fulfill or substitute for the requirements outlined above for Ownership and
Encumbrance Reports.
F. Miscellaneous Real Estate and Title Research Services
From time to time, Collier County has a need for miscellaneous real estate and title research services, such as:
• A need to review just the “vesting” document ONLY for each property in a group of properties.
• A need to review all of the “vesting” documents and/or mortgages having been recorded within a particular time frame,
within a defined geographic boundary.
Locating and producing a copy of a “vesting” document or easement in favor of Collier County which might document the
existence of a public right-of-way and which is missing from the County’s inventory.
REQUEST FOR PROPOSAL (RFP) PROCESS
1.1 The Proposers will submit a qualifications proposal which will be scored based on the criteria in Evaluation Criteria for
Development of Shortlist, which will be the basis for short-listing firms.
The Proposers will need to meet the minimum requirements outlined herein in order for their proposal to be evaluated and
scored by the COUNTY. The COUNTY will then score and rank the firms and enter into negotiations with the top ranked
firm to establish cost for the services needed. The COUNTY reserves the right to issue an invitation for oral presentations
to obtain additional information after scoring and before the final ranking. With successful negotiations, a contract will be
developed with the selected firm, based on the negotiated price and scope of services and submitted for approval by the
Board of County Commissioners.
1.2 The COUNTY will use a Selection Committee in the Request for Proposal selection process.
1.3 The intent of the scoring of the proposal is for respondents to indicate their interest, relevant experience, financial
capability, staffing and organizational structure.
1.4 The intent of the oral presentations, if deemed necessary, is to provide the vendors with a venue where they can conduct
discussions with the Selection Committee to clarify questions and concerns before providing a final rank.
1.5 Based upon a review of these proposals, the COUNTY will rank the Proposers based on the discussion and clarifying
questions on their approach and related criteria, and then negotiate in good faith an Agreement with the top ranked
Proposer.
1.6 If, in the sole judgment of the COUNTY, a contract cannot be successfully negotiated with the top-ranked firm,
negotiations with that firm will be formally terminated and negotiations shall begin with the firm ranked second. If a
contract cannot be successfully negotiated with the firm ranked second, negotiations with that firm will be formally
terminated and negotiations shall begin with the third ranked firm, and so on. The COUNTY reserves the right to
negotiate any element of the proposals in the best interest of the COUNTY.
RESPONSE FORMAT AND EVALUATION CRITERIA FOR DEVELOPMENT OF SHORTLIST:
1.7 For the development of a shortlist, this evaluation criterion will be utilized by the COUNTY’S Selection Committee to
score each proposal. Proposers are encouraged to keep their submittals concise and to include a minimum of marketing
materials. Proposals must address the following criteria:
Evaluation Criteria Maximum Points
1. Cover Letter / Management Summary 5 Points
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2. Certified Minority Business Enterprise 5 Points
3. Delivery Schedule 20 Points
4. Cost of Services to the County 20 Points
5. Experience and Capacity of the Firm 20 Points
6. Specialized Expertise of Team Members 20 Points
7. Local Vendor Preference 10 Points
TOTAL POSSIBLE POINTS 100 Points
Tie Breaker: In the event of a tie at final ranking, award shall be made to the proposer with the lower volume of work
previously awarded. Volume of work shall be calculated based upon total dollars paid to the proposer in the twenty-four
(24) months prior to the RFP submittal deadline. Payment information will be retrieved from the County’s financial
system of record. The tie breaking procedure is only applied in the final ranking step of the selection process and is
invoked by the Procurement Services Division Director or designee. In the event a tie still exists, selection will be
determined based on random selection by the Procurement Services Director or designee before at least three (3)
witnesses.
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Each criterion and methodology for scoring is further described below.
EVALUATION CRITERIA NO. 1: COVER LETTER/MANAGEMENT SUMMARY (5 Total Points Available)
Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of the firm in
providing the services stated herein. Include the name(s), telephone number(s) and email(s) of the authorized contact
person(s) concerning proposal. Submission of a signed Proposal is Vendor's certification that the Vendor will accept any
awards as a result of this RFP.
EVALUATION CRITERIA NO. 2: CERTIFIED MINORITY BUSINESS ENTERPRISE (5 Total Points
Available, 1 Page Limitation)
Submit certification with the Florida Department of Management Service, Office of Supplier Diversity as a Certified
Minority Business Enterprise.
EVALUATION CRITERIA NO. 3: DELIVERY SCHEDULE (20 Total Points Available/1 Page Limitation)
In this tab, include but not limited to:
Number of Title Commitments or Ownership Delivery Schedule **
& Encumbrance Reports Ordered
1 to 3 ___ Business Days
4 to 6 ___ Business Days
7 to 12 ___ Business Days
13 to 25 ___ Business Days
26 to 35 ___ Business Days
Over 35 To be negotiated
Update ___ Business Days
Miscellaneous Real Estate and Title
Research Services To be negotiated
EVALUATION CRITERIA NO. 4: COST OF SERVICES TO THE COUNTY (20 Total Points Available, 1 Page
Limitation))
In this tab, include but not limited to:
• Provide a price for the services as described in Excel Sheet- Cost of Services. (NOTE: The “Ownership and
Encumbrance Report” and “Miscellaneous Real Estate and Title Research Services” categories are services that
will be used occasionally)
EVALUATION CRITERIA NO. 5: EXPERIENCE AND CAPACITY OF THE FIRM (20 Total Points Available, 2
Page Limitation)
In this tab, include but not limited to:
• Provide information that documents your firm’s and underwriters’ qualifications to produce the required
deliverables, including abilities, capacity, skill, and financial strength, and number of years of experience in
providing the required services.
16.A.8.a
Packet Pg. 571 Attachment: 17-7200S Solicitation (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing Serv.)
The County requests that the vendor submits no fewer than three (3) and no more than ten (10) completed
reference forms from clients within the last five (5) years whose projects are of a similar nature to this solicitation
as a part of their proposal. Provide information on the projects completed by the vendor that best represent projects of
similar size, scope and complexity of this project using form provided in Attachment B – Form 8. Vendors may include
two (2) additional pages for each project to illustrate aspects of the completed project that provides the information to
assess the experience of the Proposer on relevant project work.
EVALUATION CRITERIA NO. 6: SPECIALIZED EXPERTISE OF TEAM MEMBERS (20 Total Points
Available, 2 Page Limitation)
In this tab, include but not limited to:
• Description of the proposed contract team and the role to be played by each member of the team.
• Attach brief resumes of all proposed team members who will be involved in the management of the total
package of services, as well as the delivery of specific services.
EVALUATION CRITERIA NO. 7: LOCAL VENDOR PREFERENCE (10 Total Points Available)
Local business is defined as the vendor having a current Business Tax Receipt issued by the Collier or Lee County Tax
Collector for at least one year prior to proposal submission to do business within Collier County, and that identifies the
business with a permanent physical business address located within the limits of Collier or Lee County from which the
vendor’s staff operates and performs business in an area zoned for the conduct of such business.
16.A.8.a
Packet Pg. 572 Attachment: 17-7200S Solicitation (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing Serv.)
(TITLE
COVER LETTER
May 10, 2019
Collier County Board of County Commissioners Selection Committee:
eTITLE AGENCY
9128 Strada Place, Suite 10115
Naples, FL 34108
P 239 313 1565
etitleagency coin
eTitle Agency, Inc. is pleased to submit this proposal to the Collier County Board of County Commissioners ("County") for real estate title and closing services for parcels of land or easements necessary for proposed road and utility improvements. Our team currently provides this exact service for municipalities and energy companies. We remain at your service throughout this process.
eTitle is an established WBENC certified company specializing in title search, title insurance, and settlement services. With our vast experience in delivering title search services, we understand your unique challenges identifying property ownership and non-extinguished interests, eTitle has performed title search and closing services over the past eighteen years for all types of properties, including easements for major construction projects and all types of residential and commercial real estate. We are confident our years of experience will allow us to provide the same caliber of services for Collier County.
eTitle is a highly specialized title agency that performs title search work for government
agencies, financial service firms, and energy companies. Our agency maintains operational leadership with key personnel that average more than 20 years of industry experience in county record search and researching complex commercial properties. eTitle has the current capacity to produce10,000 plus quality title products per month. Tailoring solutions for our clients that meet individual needs quickly, accurately and efficiently is what distinguishes our team.
We are pleased to announce eTitle opened an office in Naples this year to expand our title services capability for Florida real estate properties. Collier County is a region which presents unique challenges in the examination of title to real property. We approach each title project with an appreciation of the care that must be taken to ensure all features of the property are considered. We bring extensive knowledge of such areas as wetlands regulations and control, riparian and mineral rights, land use, zoning and subdivision control, including the complexities of planned unit development (PUD) common to Collier County. We thank you for the opportunity to provide the answers to your request for proposal. We hope to build a mutually beneficial
business relationship with Collier County and look forward to discussing the contents of this proposal with you further.
Respectfully subm'
By*
Jaime Hewitt, Senior Title Attorney, 239 313 1565, jhewitt@orlans.com
16.A.8.b
Packet Pg. 573 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing Serv.)
17-7200S Collier County Re Title & Closing Services
Page 2 of 35
Table of Contents
Technical Proposal .................................................................................................................................. 3
Delivery Schedule .......................................................................................................................................... 3
Cost of Services to the County ...................................................................................................................... 4
Experience and Capacity of the Firm ............................................................................................................ 5
Specialized Expertise of Team Members ...................................................................................................... 7
References .................................................................................................................................................... 9
Consumers Energy .................................................................................................................................... 9
Orlans PC ................................................................................................................................................. 10
Oakland County Treasurer’s Office ......................................................................................................... 10
Colwell Banker Residential Real Estate, Beth Brown, P.A....................................................................... 11
BankUnited, Lisa Portnoy ........................................................................................................................ 12
EXHIBIT A – QUALIFICATIONS AND CERTIFICATIONS .................................................................................. 13
EXHIBIT B – REFERENCE QUESTIONNAIRES ................................................................................................ 20
EXHIBIT C – COLLIER COUNTY FORMS ........................................................................................................ 25
16.A.8.b
Packet Pg. 574 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
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Page 3 of 35
Technical Proposal
Delivery Schedule
Our in-house client care team provides a single point of contact for clients dedicated to serve
their unique requirements. eTitle is known for its responsiveness answering phone calls and
providing rapid response to emails. Customers can elect to have title rep orts tailored to their
specifications. We provide proactive project review with client metrics and insights. eTitle
customizes the onboarding process to meet client objectives. eTitle is capable of quickly
ramping up for specialized projects utilizing our SoftPro Select technological platform, a highly
customized system that allows us to easily tailor forms and format data output according to the
client’s specifications.
Our staff of highly experienced title service professionals consists of multiple teams able to
service client needs on short notice. From the date an order is placed to completion of title
search, our current turn times is up to 1000 files/week. Our team understands the urgency of
infrastructure title requests and has protocols and resources in place to meet or exceed fast
turnaround orders needed in as little as 24 hours. Our managers assign client files with deadlines
coded into our SoftPro system per client specifications and respond to alerts and client
directives.
For Collier County, our proposed delivery schedule is:
Number of Title Commitments or Ownership Delivery Schedule
& Encumbrances Reports Ordered
1 to 3 3 Business Days
4 to 6 3 Business Days
7 to 12 3-4 Business Days
13 to 25 4-5 Business Days
26 to 35 5-10 Business Days
Over 35 10-15 Business Days
Update 1 Business Day
Miscellaneous Real Estate and
Title Services To be negotiated
16.A.8.b
Packet Pg. 575 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
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Page 4 of 35
Cost of Services to the County
Description Unit Estimated
Qty
Cost of Services
Title Commitment (Upon policy issuance,
a credit will be given to the County in the
amount of $50
Flat Rate 400 $350
Update of Commitment within one year
from effective date (Endorsement to Initial
Commitment)
Flat Rate 125 $50
Risk Premiums for Title Insurance (over and above minimum $100 rate set forth in law). Note:
Insurance amounts will be rounded up to the next multiple of $100 for purposes of all premium
calculations
$0 to $100,000 real property value /Per $1,000 100 $5.75
$100,0001 to $1,000,000 real property
value
/Per $1,000 1000 Add $5.00
$1,000,001 to $5,000,000 real property
value
/Per $1,000 2000 Add $2.50
$5,000,001 to $10,000,000 real property
value
/Per $1,000 10000 Add $2.25
Over $10,000,000 real property value /Per $1,000 15000 Add $2.00
Real Estate Closing Services Per Closing $250
Ownership and Encumbrance Report Each
Residential $150
Commercial $200
Miscellaneous Real Estate Title Research
Services
Per Hour
Attorney $150
Non-Attorney $55
16.A.8.b
Packet Pg. 576 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
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Page 5 of 35
Experience and Capacity of the Firm
eTitle Agency, Inc. is a highly specialized title agency that provides a full range of title and
settlement services. In addition to our Michigan headquarters, we have offices in Leesburg,
Virginia and Naples, Florida. With our vast experience approaching 20 years in delivering title
services, we understand challenges in land research and the precise detail needed to provide
clarity on title matters. eTitle provides searches, title insurance and settlement for any type of
real estate transaction nationwide. eTitle Agency, Inc. adheres to the performance guidelines
of state insurance regulatory agencies, our lenders, and our four underwriters: First American
Title Insurance Co., Old Republic National Title Insurance Co., Fide lity National Title Insurance
Co., and Westcor Land Title Insurance Co. The agency also has internal policie s and procedures
that standardize title and settlement processes and documented organizational controls. eTitle
is ALTA (American Land Title Association) Best Practice and Westcor Best Practices certified. ETitle
is certified as women owned and operated by the Women’s Business Enterprise National Council
(WBENC. eTitle is financially stable, with consistent revenues between $10-12 million annually.
Please see Exhibit A – Qualifications and Certifications, which includes licensing and insurance
information.
eTitle’s staff of 45 title professionals is organized into Operations and Production divisions,
complemented by a Commercial Service Counsel group. Within Production, there are
abstractors, client service specialists, and a vendor manager. Operations consists of the exam,
issuance of title commitments, title policy, escrow services, closing, post-closing, and REO closing
groups. Spanning these groups is the highly specialized cross-functional Commercial Team
made up of abstractors, examiners, and title attorneys overseeing the closings of major
infrastructure projects. Together our team offers full lifecycle service from title search through
post-closing. eTitle is one of four firms under common ownership, which include a law firm, an
auction firm, and a legal process services firm that also provides a full-service IT department to
eTitle.
Title search and settlement services for infrastructure land and easement acquisitions are a
significant part of our core business. eTitle has a successful history of performing both large
volume and highly complex title search projects, including projects for various government
entities, lending institutions and energy companies. Included in those search products are
reports with clear identification of all easements and full chain of title. Our commercial title
abstractors are thoroughly trained in the process of easement acquisition as it relates to search
and examination of public records for disclosing the clarity of title. eTitle also has expertise in
GIS/tax map research and review. In particular, serving a portfolio of energy companies
acquiring easements has further developed our Commercial team’s high level of detail in land
research, producing robust, defensible chains of title. eTitle has researched challenging
properties for several state agencies involving issues such as dam and railroad ownership going
back over 150 years. At industry events, we are told eTitle consistently finds 5-12 additional
relevant land documents that were missed by other title agencies.
16.A.8.b
Packet Pg. 577 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
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Our commercial team is well versed in the unique complexities of Collier County, including offset
lands required to mitigate wetlands development, and setback and placement regulations
common in Southwest Florida’s PUD communities. Our Senior Title Attorney has successfully
resolved property subsurface resource ownership issues, often working with the Collier Resources
Company. Our team knows how to fine tune indexes in county searches to produce the most
complete research findings. We’ve handled complex Florida searches ranging from sewer and
power line easement and ownership issues in PUD’s as well as residential and commercial
vacant land projects to working with the Army Corps of Engineers on submerged lands leases
and dock developments.
eTitle has searched over 2.5 million properties since 2000. We have capacity to perform 10,000-
15,000 property searches per month. A significant portion of this work is for easements. Our
Senior Title Attorney has significant prior experience in Florida in all aspects and types of
residential and commercial transactions, including vacant land, high -rise condominiums, and
PUD developments. eTitle has delivered title products for Florida properties since 2015, including
40-year full searches, document requests, and update with taxes full copies Please see Exhibit B
– References.
eTitle has established specific operational workflows and utilizes c ustomized technology that
allow our team to deliver high volume service levels with the highest degree of accuracy. We
utilize a work management system customized with checklists and validation to meet client
specifications. Our team utilizes the Pavaso and Docusign platforms for e-closings. eTitle has
identified key performance indicators (KPIs) and set performance targets for title and settlement
processes including but not limited to accuracy, compliance, delivery times, customer service,
and information security. We monitor performance against these KPIs employing a combination
of IT system controls and reports, review process steps, and extensive audits of both files and
organizational compliance to internal and external requirements. eTitle’s on-staff attorneys
ensure compliance with all applicable federal, state and local laws and applicable ordinances.
Our organization is committed to constantly improving processes, with initiatives championed by
a Six Sigma Black Belt who assists the team iden tifying changes driven by clients, industry, and
regulations. eTitle team members are all trained in Six Sigma lean practices to increase
operational efficiencies and accuracy in our title services.
16.A.8.b
Packet Pg. 578 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 7 of 35
Specialized Expertise of Team Members
Our specialized commercial team of title professionals and attorneys are real estate and title
search experts. Every team member that will be assigned to the County has extensive
experience with title issues and insight into easement acquisition challenges. We keep our
commercial group separate from our higher volume title groups. For Collier County, eTitle has
full time W-2 employees who are well versed with those title resources and available to conduct
on site county records searches. Our team attends client training and ongoing underwriter
webinars which cover all aspects of title and closing. Jaime Hewitt, our Senior Title Attorney will
be the Project Manager for Collier County title services. Following are bios for key personnel:
Jaime Hewitt, Senior Title Attorney
Jaime Hewitt leads eTitle’s Naples, Florida office. Mr. Hewitt specializes in real estate transactions
in Southwest Florida. He joined the eTitle team in January after seven years practicing with local
area real estate law and title firms. Mr. Hewitt is licensed to practice in Florida, New York and the
United Kingdom. He has been a licensed attorney since 2007. He is involved with numerous
chambers of commerce and young professional networking groups.
Education: Ava Marie School of Law, Juris Doctorate;
College of Law, London, Liverpool John Moores University, LLB
Professional Affiliations: Florida, New York and Collier County Bar Associations
Community Involvement: Team coach for Moot Court, Board member for Shy Wolf Sanctuary,
Education and Experience Center
Rebecca Curtis, Director of Production
Rebecca Curtis is eTitle’s Director of Production. Ms. Curtis is responsible for managing and
supervising commercial and residential title services personnel, building client relationships and
determining methodologies for improving eTitle’s product and deliverables. Ms. Curtis is highly
customer service focused and has implemented a program of strict adherence to product turn
times. Prior to joining the eTitle team, Rebecca owned and operated a Michigan based
abstract search company operating in 21 counties. During her 20-year tenure in the title industry,
Rebecca has garnered a strong background of varied search experience, including property
tax foreclosure, search work relative to property right of way and litigation, title clearing for
easement and encumbrance issues and the training and development of commercial and
residential title searchers. Rebecca is an active member of the IRWA (International Right of Way
Association), regularly attending conferences centered on title industry continuing education.
Education: Central Michigan University, Bachelor of Science
Professional Affiliations: Michigan Land Title Association (MLTA), Michigan Association of
Professional Landmen (MAPL), Michigan Society for Professional Surveyors (MSPS), International
Right of Way Association (IRWA)
16.A.8.b
Packet Pg. 579 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
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Mathew Raya, Land Research Manger
Mat has over 19 years of experience searching land records and leading highly productive
customer service teams. With eTitle since 2011, he is valued as a title services subject matter
expert who has developed detailed job procedure manuals and conducted training for the
eTitle team. He has developed vendor networks in a multi-state area and has been a licensed
Florida title producer since 2015.
Education: Macomb Community College, MCAR (Real Estate Realtor course), Middleton Real
Estate (Real Estate Appraiser training)
Mitch Keesler, Abstracting Team Supervisor
Mitch brings 16 years of title industry experience to his role leading a team of abstractors in 8
states. He is known for keeping his staff highly trained on industry developments. He had a
100% clean record, with no claims against any search performed by Spartan Title Services, a firm
he owned for 12 years.
Colette Barton, Client Service Specialist
Colette takes the lead in ensuring that her team of service professionals provide the service that
our customers have come to expect. Colette’s 10 years of experience in identifying and
anticipating customer needs allows her to create a service experience unmatched by the
competition. As a result of her technical expertise in the title industry and training in customer
service, Colette is able provide the highest level of service to ensure Collier County projects
complete successfully.
Christopher Crussen, Jr., Senior Doc Prep Specialist
Chris has 8 years of experience specializing in Florida title document preparation and review. He
coordinates with all parties on closing transactions and handles projects with eTitle’s SoftPro work
flow system. In a previous position he was a closing processor on refinance transactions. Chris is
one of eTitle’s top producers in Florida.
Education: Macomb Community College, AAS, Mechatronics, Magna Cum Laude
Anna Scrima, Retail Doc Prep Specialist
Anna is a Florida native with 9 years of experience in the real estate industry. She is a document
specialist covering all stages of title search through title policy preparation. Anna has prior
paralegal and REO processor experience with real estate la w firms. She is a Florida Notary and
Title Insurance Agent, and previously had a Florida real estate broker license.
Education: Broward Community College.
16.A.8.b
Packet Pg. 580 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 9 of 35
References
eTitle Agency, Inc. provides the full spectrum of title services to a diverse portfolio of clients.
Included here is a representative sample of government, bank, energy firm and real estate
agent clients. Please see Exhibit B – Reference Questionnaires
Consumers Energy
Consumers Energy has been a consistent client since eTitle began focusing on the energy
industry providing title and settlement services in 2013. 6.7 million people count on Consumers
Energy for power. With over 71,000 miles of electrical distribution lines and 27,000 miles of natural
gas distribution pipeline, Consumers Energy counts on eTitle to provide defensible title products
to support infrastructure acquisition and right of way projects in both dense urban and remote
rural areas of Michigan. Wind generated power is a growing part of Consumers Energy portfolio.
Our commercial abstractors understand the sensitivities involved with infrastructure projects such
a gas line running through a residential property or a wind farm changing the sightlines of local
residents.
eTitle has served Consumers Energy’s specialized needs with nearly 10,000 title products since
2013. eTitle also provides closing services.
Our philosophy is to work with our clients to gain insight into how title documents will be utilized in
the organization to customize title reports to best fit their application. We worked closely with
Consumers Energy to develop an Energy Ownership Report to capture all the details needed for
defensibility of title and strategic decision-making. An important part of the process was
identifying which supporting documents were most pertinent and eliminating non-essential
documents to streamline Consumer Energy’s internal review time.
Consumers Energy requests title orders in batches of up to 100 at a time via an email form for
major infrastructure projects. We get an infrastructure map from Consumers Energy and overlay
it on a GIS tax map to analyze where to focus the title searches. This process has resulted in
finely tuned search areas that save client’s time reviewing superfluous documents and more
importantly, save money on title services. Next our project manager determines the best way to
group the searches by section/region and delivers title products back typically in batches of 5-
10 at a time so Consumers Energy can take next steps immediately on those parcels. At times,
eTitle is also directed on which group to start with – i.e. – where a new gas line will start.
While many projects require a 40-year search, energy firms requests often require going back to
1920 or 1900. We have even gone back to early French settler paper records to complete the
chain of title where needed. One project of note involved decommissioning of a power plant in
2016 requiring title searches of 4,480 acres of property. This challenging project had 16 chains of
title complicated by intricate relationships of a major land-holding family with ownership threads
going back into the 1800’s.
eTitle has a team culture of going above and beyond expectations as a point of professional
pride. This is demonstrated with a recent Consumers Energy project to determine exactly how
16.A.8.b
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Page 10 of 35
many feet away from the road was part of a drain easement. The land did not have accurate
records at the Register of Deeds, where easement records only went back to the 1960’s.
Without being asked by Consumers Energy, our abstractor went directly to the Drain Office to
research records going back to 1856 within 24 hours. This work went above and beyond the
official scope of work, at no extra charge to the client.
We also believe in partnering with County offices to improve the accuracy of land records. A
case in point is eTitle’s team identifying problems with legal descriptions on at least 10 parcels
that resulted in the County correcting the legal descriptions. The Consumers Energy field agent
appreciated the collaborative effort that builds good will for the company and ensures the
public has access to the best quality land records.
Orlans PC
Since its founding in 2000, eTitle Agency, Inc. has been the primary provider of title services for
Orlans PC. Orlans’ practice specializes in legal advice and support for real estate transactions,
secured and unsecured loan defaults, document review and production, contract
administration, due diligence, litigation and compliance services. Orlans PC is the largest
WBENC certified women owned law firm in America. The firm serves the nation’s largest
consumer finance companies, government agencies, banks, corporations and real estate
investors. Orlans has licensed attorneys in 9 states and offices in DE, FL, MD, MI, MA, and VA.
eTitle successfully delivers a volume of 25,000 – 35,000 title products per year for Orlans in support
of its foreclosure legal practice. Services include the full spectrum of title search, commitment
and closing in all Orlans jurisdictions. eTitle also performs mortgage assignment searches in
additional states, such as CA, GA, KS, LA, NJ, SC, and TN. To support the litigation attorneys,
eTitle has been asked to draw up legal descriptions for parcels. An added service has been
data management for Orlans’ law firm client for a process serving project pertaining to nuisance
abatement cases.
As a law firm serving financial service and government clients, Orlans is subject to constant
audits from its clients. eTitle’s services must always be compliant with Orlans’ very detailed client
specifications, which can vary greatly by firm and jurisdiction. eTitle has customized its SoftPro
platform to ensure workflows follow each possible combination of client and government
regulatory directives. This ability to work within highly regulated environments distinguishes us
from other title agencies.
Oakland and Wayne County Treasurer’s Office
eTitle is the premier provider of tax foreclosure title searches for several county treasurer offices.
We have worked with the Oakland County Treasurer’s Office for the past five years and just
started up the tax season this month. eTitle has also worked with the Wayne County Treasurer’s
Office for the past 2 years. Services include 40-year title search, title updates, report open
interests and verification of deliverable addresses. Oakland County is part of the sprawling
metro Detroit area, with a population of approximately 1.2 million.
16.A.8.b
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Each spring the Counties refer up to10,000 tax foreclosure files each. Our project manager,
Rebecca Curtis goes to the County Treasurer’s office for a kick-off meeting in April. They go over
any changes to their process and Rebecca ensures the team understands any new
requirements.
Each county we work with has different procedures, delivery schedules and delivery method.
For Wayne County, eTitle delivers about 800 searches per week in Wayne County’s required
Access database form. eTitle has accommodated Oakland County’s manual delivery process
up to this point, which involves hand delivery of the tax search reports. For the 2019 season
which has just kicked off, eTitle is working with their beta version of an electronic delivery
method. Our team will be dual-delivering the title search reports via both manual and
electronic methods until Oakland County has officially completed its digital transition. We are
always looking for ways to improve our delivery. We are always looking for ways to improve the
process for county employees.
The tax foreclosure title search season ends for Oakland County with a mid-August deadline.
eTitle has consistently completed the project early each year, delivering all reports in July. eTitle
has taken on additional work at the end of the season on last minute files to accommodate
county needs.
eTitle is pleased to be told it is the County’s favorite title agency to work with on their multi -
vendor title contract. One reason why is we’re known for always picking up the phone when
they call and providing friendly service.
Reference contact for Oakland County:
Contact person: Christy Howard
Phone: 248-858-0631
Email: HowardC@oakgov.com
Reference contact for Wayne County:
Contact person: Honitha Nimmagadda
Phone: 313-967-2373
Email: Hnimmagadda@waynecounty.com
Coldwell Banker Residential Real Estate, Beth Brown, P.A.
Jaime Hewitt has developed a loyal following during his seven years of experience closing deals
on Florida properties. Beth Brown is one such realtor who worked with Jaime for the past four
years. Beth has lived in Naples since 1979 and has 16 years of experience in banking and
finance. With Coldwell Banker, she primarily focuses on high value residential properties in the
Naples, Bonita Springs, Estero and Fort Myers communiti es. She is a member of the Naples Board
of Realtors, Florida Association of Realtors, and National Association of Realtors. She has sold
and managed bank owned properties for over 12 years.
Jaime has provided the full spectrum of residential title and closing services for Beth including
construction, new loans, straight sales, and refinance closings on properties ranging from $150K
16.A.8.b
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condos to $1M plus luxury homes. He has also acted as legal representative for non-title
directed transactions.
One trait Jaime is known for is his proactive file management. Upon receipt of a referral, within
the first 2-3 business days he judiciously completes the orders and begins drafting the legal
documents. He generally has drafts ready within a week to 10 days, so when orders come back
he can quickly complete the documents. With strong project management skills, he closely
tracks the timing of all steps to ensure the parties can keep the original closing dates wherever
possible.
BankUnited, Lisa Portnoy
Jaime Hewitt’s Southwest Florida title and closing service experience includes commercial
clients, such as BankUnited. He has been working with Lisa Portnoy, Vice President, for the past
couple of years. The real estate transactions are typically for owner -occupied commercial units
such as warehouses and manufacturing facilities at values ranging from $300K - $1M+.
Lisa knows when she sends Jaime a file that he will solve issues on items such as lien searches
without being asked. By not escalating issues that he can resolve, he makes the closing less
effort for the client. Sometimes the challenge is with the logistics of the parties involved in the
transaction. For one commercial property in Fort Meyers, the owner was frequently out of the
country, so Jaime headed off potential closing issues by arranging for pre-signing of the deal so
no power of attorney would be needed. He is a stickler for managing the deal timing to ensure
an efficient process for all parties.
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EXHIBIT A – QUALIFICATIONS AND CERTIFICATIONS
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Page 17 of 35
16.A.8.b
Packet Pg. 588 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 18 of 35
16.A.8.b
Packet Pg. 589 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 19 of 35
16.A.8.b
Packet Pg. 590 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 20 of 35
EXHIBIT B – REFERENCE QUESTIONNAIRES
16.A.8.b
Packet Pg. 591 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 21 of 35
16.A.8.b
Packet Pg. 592 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 22 of 35
16.A.8.b
Packet Pg. 593 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 23 of 35
16.A.8.b
Packet Pg. 594 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 24 of 35
16.A.8.b
Packet Pg. 595 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 25 of 35
EXHIBIT C – COLLIER COUNTY FORMS
16.A.8.b
Packet Pg. 596 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 26 of 35
16.A.8.b
Packet Pg. 597 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 27 of 35
16.A.8.b
Packet Pg. 598 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 28 of 35
16.A.8.b
Packet Pg. 599 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 29 of 35
16.A.8.b
Packet Pg. 600 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 30 of 35
16.A.8.b
Packet Pg. 601 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 31 of 35
16.A.8.b
Packet Pg. 602 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 32 of 35
16.A.8.b
Packet Pg. 603 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 33 of 35
16.A.8.b
Packet Pg. 604 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 34 of 35
16.A.8.b
Packet Pg. 605 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
17-7200S Collier County Re Title & Closing Services
Page 35 of 35
16.A.8.b
Packet Pg. 606 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
16.A.8.b
Packet Pg. 607 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
16.A.8.b
Packet Pg. 608 Attachment: 17-7200S eTitle Proposal (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing
Selection Committee
Final Ranking Sheet
RFP #: 17-7200S
Title: Real Estate Title & Closing Services
Name of Firm Jay Lisa Michelle Robert Roosevelt Selection Committee
Final Rank
eTitle Agency Inc.1 1 1 1 1 1
Procurement Professional Viviana Giarimoustas
Step 1: Upon direction by the Procurement professional, the individual selection committee member should provide their ranking of
the proposals (from highest being number one (1) to lowest.
Step 2: The procurement professional will review the mathematically calculated final rank and discuss the rank order and determine
if consensus is reached.
Page 1 of 1
16.A.8.c
Packet Pg. 609 Attachment: 17-7200S Final Rank (9741 : Terminate Assurance Title and award to eTitle under RFP 17-
16.A.8.d
Packet Pg. 610 Attachment: 17-7200S NORA (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title & Closing Serv.)
16.A.8.ePacket Pg. 611Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 612Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 613Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 614Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 615Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 616Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 617Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 618Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 619Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 620Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 621Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 622Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 623Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 624Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 625Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 626Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 627Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 628Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 629Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 630Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 631Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 632Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 633Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 634Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.ePacket Pg. 635Attachment: 17-7200S eTitle Agency_VendorSigned (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate Title
16.A.8.fPacket Pg. 636Attachment: 17-7200S eTitleAgency_Insurance 8-20-19 (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate
16.A.8.fPacket Pg. 637Attachment: 17-7200S eTitleAgency_Insurance 8-20-19 (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate
16.A.8.fPacket Pg. 638Attachment: 17-7200S eTitleAgency_Insurance 8-20-19 (9741 : Terminate Assurance Title and award to eTitle under RFP 17-7200S, Real Estate