The Department of Building and Housing desires to supplement staff by outsourcing the obtainment of real property title search records. The City requires 30-year investigation real property title search records for enforcement of City code and ordinance. Real property title search records will be used to notify parties holding property interests in structures that may be cited for violation of City code and ordinance, for condemnation process and demolition process. The City desires to enter into one or more contracts for this outsourcing need.
Proposals for real property title search records shall be solicited via electronic means only via the OpenGov website at https://procurement.opengov.com/portal/clevelandoh . Only those vendors with an active account at time of issuance of bid solicitation will receive an invitation to submit a proposal. Once the solicitation timeframe has expired, all proposals will be evaluated, and one or more vendors shall be awarded a contract.
The scope and terms of services being solicited:
- Requests for real property title search records will be issued via e-mail to an e-mail address to be identified by the City of Cleveland. Real property title search records will be requested based on timeframe for return of real property title search record.
- The deadline for submittal of completed real property title search records will adhere to the following schedule: (1) Within 120 hours (5 days) of request for non-emergency searches and (2) within 24 hours (1 day) of request for emergency searches.
- Real property title search records shall include the research of recorded property records and the following information for a historical minimum of 30 years: (1) Identification of current property owner and last known address(s), (2) Identification of lien holders by name and last known address(s) for each, (3) Identification of mortgage holders by name and last known address(s) for each and (4) Other property interest holders by name and last known address(s).
- Real property title search records shall NOT include (1) Easements, (2) Restrictions and (3) Bankruptcies.
- Real property title search records shall list the total cost for type of each property search record. The City does NOT require title insurance, so costs associated with this coverage should not be reflective in the bid costs.
- Proposal costs are not subject to a range. Each proposed cost must be firm for the type of title report requested.
- Costs associated with the winning proposal are not subject to cost adjustments during the course of the contract.
Terms of the winning proposal:
- All vendors issued contracts will be required to sign their contact via an electronic document system.
- Consultant shall indemnify and save harmless the City and its respective officers, agents and employees from and against all suits or claims that may be based upon any injury to persons or property arising out of an error, omission or negligent act of Consultant or its subcontractor; and Consultant shall, at its own expense, defend the City in all litigation, pay all attorneys' fees, damages, court costs and other expenses arising out of such litigation or claims incurred in connection therewith; and shall, at its own expense, satisfy and cause to be discharged such judgments as may be obtained against the City, or any of its officers, agents or employees, arising out of such litigation. Such indemnification shall survive the term of this Agreement.
- All real property title search records shall be submitted as a stand-alone PDF, inclusive of a copy of recorded documents.
- Invoicing will be accepted on a monthly basis only, and will be inclusive of all real property title search records issued during the month prior. Each invoice is due no later than the 10th of the month to an e-mail address to be identified by the City of Cleveland. Invoice shall be cumulative of all real property title search records conducted during the identified reporting period. Each real property title search record shall be listed by line item. Each line item shall list: (1) Property address, (2) Property permanent parcel address, (3) Date property title search record requested and (4) Total amount charged for real property title search record.