Records_Management_System_(Addendum_#4_Revision).pdf

DEPARTMENT OF GENERAL SERVICES

Support Services Division

REQUEST FOR PROPOSAL (RFP)

NUMBER: 958-0915-26

FOR

RECORDS MANAGEMENT SYSTEM

RELEASE DATE: September 15, 2025

RESPONSE DUE: December 12, 2025, 5:00 pm

SUBMIT PROPOSAL TO: RFP COORDINATOR

Solano County digitally via OpenGov Solano County

Portal website at:

https://procurement.opengov.com/portal/solanocounty

Nesmith Despabiladeras

Phone: (707) 784-6322 nadespabiladeras@solanocounty.gov

Any proposer participating in this solicitation is required to have a vendor application on file with the County.

This application may be downloaded from the Solano County website at www.solanocounty.com . Include the application with your proposal. The County will post any changes and information relating to this RFP digitally via OpenGov. Proposers are responsible for frequently checking OpenGov at https://procurement.opengov.com/portal/solanocounty for any changes or information relating to this

RFP.

“Smoking is not permitted in County Buildings or around Solano County campuses. Thank you in advance for your compliance.”

ANTHONY L. TAVE, P.E.

Director General Services ALTave@SolanoCounty.gov

(707) 784-7902

DUSTIN D. LENO, MBA, A.A.E.

Assistant Director ddleno@solanocounty.com

(707) 784-2781

LORRAINE TANG

Support Services Manager lctang@solanocounty.com

(707) 784-3426

675 Texas Street, Suite 2500

Fairfield, CA 94533-6342

Fax (707) 784-6320 www.solanocounty.com https://procurement.opengov.com/portal/solanocounty http://www.solanocounty.com/ mailto:ALTave@SolanoCounty.gov mailto:ddleno@solanocounty.com mailto:lctang@solanocounty.com http://www.solanocounty.com/

TABLE OF CONTENTS

1. Introduction

2. Scope of Services

3. Contract Duration and Funding Availability

4. Evaluation of Proposals

5. Award Notice and Acceptance Period

6. Protest and Appeal

7. Terms and Conditions

8. Sample Budget Narrative

9. Electronic Proposal Submittal

Attachments:

A - Exhibit A - RMS Scope of Work (Updated 091525)

B - Exhibit B - RMS Government Code 27201

C - Exhibit C - General Terms 6_12_18

D - RMS SaaS Questionnaire

RFP NO.958-0915-26

SUBMISSION DATE: Friday, December 12, 2025 5:00 pm Page 3 of 19

1. Introduction

The purpose of this Request for Proposals ("RFP") is to define the the County of Solano's minimum requirements, solicit proposals, and gain adequate information by which the County of Solano may evaluate the services offered by Proposers that fall within the Scope of Service/Project as further described in this RFP.

1.1. Summary

The County of Solano (hereinafter referred to as “the County”) is seeking proposals from qualified vendors to provide and implement a modern, comprehensive Records Management System (RMS) for official and vital records.

1.2. Background

The County operates its recording and vital records functions on a current Records Management System. The

Recorder’s Office is statutorily mandated to accept, index, store, and make accessible official instruments, papers, and notices related to real property and vital records. Pursuant to Government Code Section 27201, the County must ensure uninterrupted public recording services. Without an upgraded system, the Recorder’s

Office faces the risk of system failure and an inability to fulfill its legislative obligations.

To mitigate these risks, the County intends to procure and implement a modern RMS that provides robust support, long-term sustainability, improved user experience, and compliance with all applicable statutory and operational requirements.

1.3. Contact Information

Nesmith Despabiladeras Buyer 675 Texas Street Suite 2500 Fairfield, CA 94533 Email: nadespabiladeras@solanocounty.gov Phone: (707) 784-6322

Department:

Assessor/Recorder Department

1.4. Timeline

The County reserves the right to adjust this schedule as it deems necessary. Notifications of any adjustments to the schedule will be posted here on OpenGov and Proposers will be emailed directly regarding any such updates or Addenda posted to this procurement.

To receive electronic notifications regarding this opportunity with the County, click the follow button while viewing this solicitation on the County's eprocurement website.

RFP Issued September 15, 2025 mailto:nadespabiladeras@solanocounty.gov tel:(707)784-6322

SUBMISSION DATE: Friday, December 12, 2025 5:00 pm Page 4 of 19

Pre-Proposal Conference (Mandatory) October 28, 2025, 10:00am https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjdiODk3OWUtY2FiZC00

MTczLWEyNTEtMzkzYzUwNjMwNzQw%40thr ead.v2/0?context=%7b%22Tid%22%3a%225e

7f20ac-e5f1-4f83-8c3b-ce44b8486421%22%2c%22Oid%22%3a%228

478a9b4-579a-40f6-b989-fe985afbca83%22%7d

Meeting ID: 246 273 978 744 3 Passcode: 9eg6Np78

Question Submission Deadline November 7, 2025, 5:00pm

County's Responses to Questions November 21, 2025

Proposal Submission Deadline December 12, 2025, 5:00pm

Interviews and Presentations Mid/Late February 2026

Contractor Selection Date February 27, 2026

Desired Contract Start Date May 1, 2026

2. Scope of Services

2.1. Scope of Work

The selected vendor shall provide all software, services, and expertise necessary to implement a fully functional Records Management System that meets the County’s business and regulatory requirements. The scope of services shall include, but is not limited to, the following:

A. System Implementation & Configuration o Provide a modern RMS solution that meets or exceeds current and future legislative requirements in accordance with Government Code Section 27201 (Exhibit B) and related statutory mandates, including fee structure management, Social Security number truncation, AB 1466 compliance, vital records processing a robust point of sales system, and electronic recording.

o Configure the system to streamline and optimize existing recording and customer service processes.

B. Data Migration & Management https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjdiODk3OWUtY2FiZC00MTczLWEyNTEtMzkzYzUwNjMwNzQw%40thread.v2/0?context=%7b%22Tid%22%3a%225e7f20ac-e5f1-4f83-8c3b-ce44b8486421%22%2c%22Oid%22%3a%228478a9b4-579a-40f6-b989-fe985afbca83%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjdiODk3OWUtY2FiZC00MTczLWEyNTEtMzkzYzUwNjMwNzQw%40thread.v2/0?context=%7b%22Tid%22%3a%225e7f20ac-e5f1-4f83-8c3b-ce44b8486421%22%2c%22Oid%22%3a%228478a9b4-579a-40f6-b989-fe985afbca83%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjdiODk3OWUtY2FiZC00MTczLWEyNTEtMzkzYzUwNjMwNzQw%40thread.v2/0?context=%7b%22Tid%22%3a%225e7f20ac-e5f1-4f83-8c3b-ce44b8486421%22%2c%22Oid%22%3a%228478a9b4-579a-40f6-b989-fe985afbca83%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjdiODk3OWUtY2FiZC00MTczLWEyNTEtMzkzYzUwNjMwNzQw%40thread.v2/0?context=%7b%22Tid%22%3a%225e7f20ac-e5f1-4f83-8c3b-ce44b8486421%22%2c%22Oid%22%3a%228478a9b4-579a-40f6-b989-fe985afbca83%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjdiODk3OWUtY2FiZC00MTczLWEyNTEtMzkzYzUwNjMwNzQw%40thread.v2/0?context=%7b%22Tid%22%3a%225e7f20ac-e5f1-4f83-8c3b-ce44b8486421%22%2c%22Oid%22%3a%228478a9b4-579a-40f6-b989-fe985afbca83%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjdiODk3OWUtY2FiZC00MTczLWEyNTEtMzkzYzUwNjMwNzQw%40thread.v2/0?context=%7b%22Tid%22%3a%225e7f20ac-e5f1-4f83-8c3b-ce44b8486421%22%2c%22Oid%22%3a%228478a9b4-579a-40f6-b989-fe985afbca83%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjdiODk3OWUtY2FiZC00MTczLWEyNTEtMzkzYzUwNjMwNzQw%40thread.v2/0?context=%7b%22Tid%22%3a%225e7f20ac-e5f1-4f83-8c3b-ce44b8486421%22%2c%22Oid%22%3a%228478a9b4-579a-40f6-b989-fe985afbca83%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZjdiODk3OWUtY2FiZC00MTczLWEyNTEtMzkzYzUwNjMwNzQw%40thread.v2/0?context=%7b%22Tid%22%3a%225e7f20ac-e5f1-4f83-8c3b-ce44b8486421%22%2c%22Oid%22%3a%228478a9b4-579a-40f6-b989-fe985afbca83%22%7d https://leginfo.legislature.ca.gov/faces/billNavClient.xhtml?bill_id=202120220AB1466

SUBMISSION DATE: Friday, December 12, 2025 5:00 pm Page 5 of 19 o Perform data cleanup and migrate all necessary records, including order processing history, and official documents from the existing system to the new RMS.

o Index, ingest, and make accessible historic documents and records to ensure full continuity of operations.

C. Integration & Interoperability o Ensure compatibility and integration with relevant County departments and systems, including, but not limited to, the Assessor, County Counsel, County Clerk, Health & Social Services, knowledge transfer & best practices.

o Leverage best practices and lessons learned from similar California County RMS implementations.

o Provide knowledge transfer, training, and documentation to ensure successful adoption and ongoing support.

The County expects the selected vendor to work collaboratively with County stakeholders throughout all phases of the project, including requirements validation, design, implementation, testing, training, and post-implementation support.

The target go-live date for the new RMS is June 30, 2027, or earlier.

2.2. Implementation Phases

The selected vendor shall provide all software, services, and expertise necessary to implement a fully functional Records Management System (RMS) that meets the County’s business and regulatory requirements.

The project is expected to include, at a minimum, the following phases:

A. Project Initiation & Planning o Conduct project kickoff meeting and establish project governance.

o Deliverable: Project Plan including work breakdown structure (WBS), schedule, risk register, and communication plan.

B. Requirements Validation & Design o Validate County business requirements and regulatory requirements.

o Document system configuration design.

o Deliverables:

▪ Requirements Traceability Matrix (RTM)

▪ System Design Document (SDD)

C. System Configuration & Integration o Configure the RMS in accordance with Government Code Section 27201 and related statutory mandates to meet approved requirements regarding fee structures, point of sale, Social Security number truncation, AB 1466 compliance, vital records processing, both physical and electronic recording, and other related recording functionalities. Develop and test interfaces with applicable

County and State systems.

SUBMISSION DATE: Friday, December 12, 2025 5:00 pm Page 6 of 19 o Deliverables: Configured RMS environment and completed integration testing results.

D. Data Migration & Validation o Perform data cleanup, migration, and validation of records from the legacy system and historic archives, with county acceptance.

o Deliverables: Data Migration Plan, Data Validation Report.

E. Testing o Conduct unit, system, integration, and user acceptance testing (UAT) in collaboration with County staff.

o Deliverables: Test Plan, Test Cases, UAT Sign-off Documentation.

F. Training & Knowledge Transfer o Provide training materials and conduct user and administrator training sessions.

o Deliverables: Training Plan, Training Completion Report, User Guides, and Administrator

Documentation prior to go live.

G. Go-Live & Production Deployment o Deploy the RMS to production and provide post-implementation support (hyper-care period).

o Provide Post-Implementation Data Support o Deliverables: Production Deployment Plan, Go-Live Checklist, and Hypercare Support Summary.

H. Project Closure o Conduct final project review, lessons learned session and obtain County acceptance.

o Deliverables: Final Project Report and County Acceptance Sign-Off.

2.3. Key Acceptance Criteria

• The RMS solution meets all requirements listed in Exhibit A (Scope of Work).

• The RMS solution meets all mandatory statutory and regulatory requirements outlined in Exhibit B

(Government Code 27201) and related legislation.

• All legacy, order history, and historic data identified for migration is accurately converted and validated in the new RMS.

• Interfaces with required County and State systems function as intended.

• System performance and uptime meet agreed service levels.

• Training is completed, and knowledge transfer ensures County staff can independently operate and maintain the system.

• County formally signs off on all deliverables and project completion.

Disclaimer:

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These acceptance criteria are provided to guide vendor proposals and may be refined or adjusted during contract negotiations and project initiation to align with final business requirements and stakeholder agreements.

3. Contract Duration and Funding Availability

The County intends to award one (1) three-year contract(s) with an estimated cost not to exceed $1,000,000, to the responsible proposer(s) whose proposal is determined to be the most responsive to the requirements of this RFP. The term of the resulting contract(s) will begin on or about May 1, 2026, and terminate on April 30, 2029.

The County reserves the right to renegotiate and/or renew/extend, subject to contractor performance and continued funding, for two additional one-year terms without a competitive bid process, representing a total contract term of no more than five (5) years at the sole discretion of the County, provided the County notifies the Contractor in writing of its intention to do so at least thirty (30) days prior to the contract expiration date. An extension of the term of this contract will be affected through an amendment to the contract. If the extension of the contract necessitates additional funding beyond that which was included in the original contract, the increase in the County’s maximum liability will also be affected through an amendment to the contract and shall be based upon rates provided for in the original contract and response.

The funding or portions of this funding for the contract resulting from this RFP may be contingent upon the

State budget; receipt of funds from and/or obligation of funds by the Federal government to the State and from the State to the County; and inclusion of sufficient funding for the services hereunder in the budget approved by the County’s Board of Supervisors for each fiscal year covered by said contract. If such approval, funding, or appropriations are not forthcoming, or are otherwise limited, the contract may be immediately terminated, reduced or modified without penalty.

4. Evaluation of Proposals

Evaluation Committee: A County Evaluation Committee (CEC) will evaluate all proposals. The CEC will be composed of County staff and other parties that may have relevant expertise or experience. The CEC will score and recommend proposals in accordance with the evaluation criteria set forth below. Evaluation of the proposals shall be within the sole judgment and discretion of the CEC.

If desired by the County, the top-rated firms scoring highest on the first round of evaluations may be invited for an interview and further rated. The County reserves the right to determine the number of proposers to be interviewed. The same evaluation criteria used for the proposal evaluation process will be used to rate the firms during the interviews. At the end of the interview process, the CEC will re-rank the firms to determine the best evaluated firm. The project manager and any key team members should attend the interview. The determination as to the need for interviews, the location, order and schedule of the interviews is at the sole discretion of the County. The evaluation interview panel may include representatives from the County and other agencies, but the specific composition of the panel will not be revealed prior to the interviews. The proposer must bear all costs incurred to attend.

If the evaluation process includes a two-stage approach to develop a short list of proposers that will continue to the final stage of oral interview and reference checks; the preliminary scoring will be based on the total points, excluding points allocated to references and oral interview. If a short list process is used for a solicitation, references shall only be performed on the short-listed proposers and the score is not included in the preliminary short list score. Only the proposers meeting the short list criteria will proceed to the next stage. All other proposers will be deemed eliminated from the process.

The County will select the proposal that presents the best value and is most advantageous to the County and the public. Accordingly, the County may not necessarily award the proposer with the lowest price proposal if

SUBMISSION DATE: Friday, December 12, 2025 5:00 pm Page 8 of 19 doing so would not be in the overall best interest of the County. The County reserves the right to expand or reduce the proposed scope of work during the contract negotiations based on budget constraints and to award to a single or multiple proposers.

The evaluation criteria and their respective weights are as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. General Qualifications and Experience Points Based 30 (30% of Total)

2. Scope of Work/Program Description Points Based 30 (30% of Total)

3. Interview/Presentation/Demonstation Points Based 20 (20% of Total)

4. Budget Points Based 20 (20% of Total)

5. Award Notice and Acceptance Period

After the evaluation of proposals and final consideration of all pertinent information available, the County will either reject all proposals or issue a written notice of intent to award the Contract to the highest rated responsive Proposer. The notice shall identify the highest rated proposal. The notice shall not create rights, interests, or claims of entitlement for the highest rated Proposer and all proposals may still be rejected.

The highest rated Proposer should be prepared to enter into a Contract with the County which shall be substantially the same as the Standard Contract included as an attachment to this RFP. The Contract provided with this RFP is to be considered a sample and the County reserves the right to add terms and conditions, deemed to be in the best interest of the County based on the selected proposal, during final contract negotiations.

If a Proposer fails to sign and return the Contract drawn pursuant to this RFP and final Contract negotiations within 14 days of its delivery to the Proposer, the County may cancel the award and award the Contract to the next highest rated Proposer.

6. Protest and Appeal

Any actual Proposer who wishes to protest the notice of intent to award a Contract may submit a protest. The protest must be submitted in writing to the Director of the General Services Department within 7 calendar days after such Proposer knows or should have known of the facts giving rise to the protest, but in no event later than 7 calendar days after the date of the notice of intent to award the Contract. All letters of protest shall clearly identity the reasons and basis for the protest. The protest must also state the law, rule, regulation, or policy upon which the protest is based. The Director of the General Services Department will issue a written decision within 10 working days after receipt of the protest which shall include the reason for the action taken and the process for appealing the decision. Proposers shall frequently check the County website and https://procurement.opengov.com/portal/solanocounty for any updates related to this RFP.

7. Terms and Conditions

A. The County’s Purchasing & Contracting Policy Manual, found at http://www.solanocounty.com/civicax/filebank/blobdload.aspx?blobid=21595, is fully incorporated into and made a part of this RFP by this reference and governs this RFP.

https://procurement.opengov.com/portal/solanocounty http://www.solanocounty.com/civicax/filebank/blobdload.aspx?blobid=21595

SUBMISSION DATE: Friday, December 12, 2025 5:00 pm Page 9 of 19

B. RFP Amendment, Cancellation and Right of Rejection.

1. The County reserves the unilateral right to amend this RFP in writing at any time by posting of an

Addendum to the County’s bidding website. Proposers are responsible for staying up to date on the project by reviewing all notifications and Addenda released through the bidding website. Proposers shall respond to the final written RFP and any Exhibits, Attachments, and Addenda to the RFP. The

County also reserves the right, in its sole discretion, to reject any and all proposals or to cancel or reissue the RFP.

2. The County reserves the right, in its sole discretion, to waive variances in proposals provided such action is in the best interest of the County. Where the County waives minor variances in proposals, such waiver does not modify the RFP requirements or excuse the applicant from full compliance with the RFP. Notwithstanding any minor variance, the County may hold any proposal to strict compliance with the RFP.

C. Confidentiality. The County will retain a master copy of each response to this RFP, which will become a public record after the award of a Contract unless the qualifications or specific parts of the qualifications can be shown to be exempt by law under Government Code section 7920.000 et seq. Proposers may clearly label part of a submittal as "CONFIDENTIAL" if the Proposer agrees to indemnify and defend the County for honoring such a designation. The failure to have so labeled any information shall constitute a complete waiver of all claims for damages caused by any release of the information. If a public records request for labeled information is received by the County, the County will notify the

Proposer of the request and delay access to the material until 7 working days after notification to the

Proposer. Within that time delay, it will be the Proposer’s duty to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.

8. Sample Budget Narrative

(Note: The Budget narrative is the justification of “how” and/or “why” a line item helps to meet the program deliverables. The categories will change based on the proposed budget)

A. Personnel

1. Salary – Total: $55,396.00

Program Director currently oversees the program and will spend 100% of their time hiring, supervising and training staff. This individual’s annual salary is $26,596.00 and will be covered for the 12 months of the contract.

Program Coordinator will spend 100% of their time providing direct service to the participants

(describe services). This individual’s annual salary is and will be covered for the 12 months of the contract totaling $22,000.00.

Program Assistant is a part-time assistant which will provide (describe services). This individual’s annual salary is $10.00 per hour for 20 hours a week for 34 weeks of the contract year totaling

$6,800.00.

2. Fringes Benefits – Total: $18,629.00

FICA will be paid for all salaries: $55,396.00 x .0765 = $4237.79

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Unemployment cost is $31,722.00 x 3 x .03 = $2,855.00

Retirement for full-time employees: $48,596.00 x .06 = $2,916.00

Health Insurance cost for full-time employees is the following:

Director: $357 x 12 months = $4,284.00

Coordinator: $365 x 12 months = $4,380.00

B. Operating Expenses

1. Travel – Total: $1,689.00

The staff is expected to travel around the county/State to visit sites, attend meetings and trainings/conferences, meet with county partners, visit families etc. The agency reimbursable rate is

0.445 and not the Federal rate of 0.585.

Program Director 300 miles x 0.445 = $134; Daily Subsistence $91.75 x 5 days = $458.75; Total

$593.00

Program Coordinator 200 miles x 0.445 = $89; Daily Subsistence $91.75 x 5 days = $458.75; Total

$548.00

Program Assistant 200 miles x 0.445 = $89; Daily subsistence $91.75 x 5 days = $458.75; Total

$548.00

2. Equipment Purchases – Total: $1,200.00

One computer package including printer, scanner, and Word Programs will be purchased. The computer will be based in the administrative office and will be used to develop and maintain client databases in addition to performing administrative work connected to this program.

3. Transportation - Total $5,280.00

Due to the lack of transportation services in the county, transportation is provided for families and children to participate in activities.

Gas: $100.00 a month x 12 months = $1200.00

Insurance: Automobile Liability per year for $1380.00

Repair and Maintenance: Routine Maintenance for Van (oil change, tires, etc.) as needed $300.00

Van Rental for use of County Transportation Vans ($200.00 a month x 12 months) = $2,400.00

4. Medical Supplies and Expense – Total $100.00

4 First-aid kits will be purchased in case of a medical emergency. 4 x $25.00 = $100.00

5. Facility Expenses – Total $7,133.00

Monthly rent and utilities cost is necessary for the site location to provide the services and activities.

The cost is pro-rated at 50% for Rent and Utilities because the Department of Education contract covers the other 50% of the cost.

Rent: $600.00 a month (pro-rated 50% of usage) $300.00 x 12 months = $3600.00

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Utilities: $300.00 a month (pro-rated 50% of usage) $150.00 x 12 months = $1800.00

Repair/Maintenance: $50 a month x 12 months = $600.00

Janitorial Supplies: $30 a month x 12 months = $360.00

Liability/Property Insurance: $1546.00 per year (pro-rated 50%) = $773.00

6. Other – Total $11,151.00

Meeting Supplies: to provide supplies for administrative meetings, workshops, etc. $75.00 x 12 months = $900.00.

Employee Training: to provide supplies for professional development and orientation for staff.

$41.67 x 12 months = $500.00.

Dues and Subscriptions: to maintain memberships to organizations $10.00 x 12 months =

$1200.00.

Flex Funds: to provide financial support to participants, pay bills, and provide clothing, etc. $91.66 per month x 12 months = $1100.00.

Office Supplies: including binders, file folders, printer paper, toner, staples, etc. $100.00 per month x 12 months = $1200.00

Phone and Internet Service: This service is needed to stay connected to funding sources, parents, community collaborators and staff $125.00 per month x 12 months = $1500.00

Postage: Includes mailing, postage of flyers, program announcements, fiscal reports, etc. $100.00 x 12 months = $1200.00.

Printing: to include flyers, registration forms, handouts, workshop information, binding etc. $41.67 x

12 months = $500.00.

Advertising: to include hiring notices, meetings, special events $50.00 x 12 months = $600.00.

Sub-Contracting for Lawn and Parking Lot: to maintain the appearance and safety of the outside area of the organization $83.33 x 12 = $1,000.00.

Curricula Cost: (Name Curricula and population it will serve): $1200.00.

Snacks: provided for meetings, participants, etc. $70.92 x 12 months = $851.00.

7. Indirect Costs – Total $0

Please provide a percentage based on the agency’s cost allocation plan unless the agency is using the Direct Allocation Method.

Total: $100,000

9. Electronic Proposal Submittal

9.1. Proposal Requirements:

The technical proposal (excluding the cover letter, resumes, sample forms, or writing samples) shall not exceed a total of 25 single-sided, 8.5” x 11”, numbered pages.

9.1.1. Federal Tax ID Number:*

Enter your Federal Tax ID Number

*Response required

9.1.2. Cover Letter:*

The proposal must be submitted with a cover letter describing the proposer’s interest and commitment to the proposed project. The letter must state that the proposal is valid for a period of 90 days and include the name, SUBMISSION DATE: Friday, December 12, 2025 5:00 pm Page 12 of 19 title, address and telephone number of the individual to whom correspondence and other contacts should be directed during the selection process. The person authorized by the proposer to negotiate a contract with the

County must sign the cover letter.

Address the cover letter as follows:

Solano County General Services Department Purchasing Services 675 Texas Street Suite 2500 Fairfield, CA 94533 Attention: Nesmith Despabiladeras, RFP Coordinator

*Response required

9.1.3. Key Acceptance Criteria*

• The RMS solution meets all requirements listed in Exhibit A (Scope of Work).

• The RMS solution meets all mandatory statutory and regulatory requirements outlined in Exhibit B

(Government Code 27201) and related legislation.

• All legacy, order history, and historic data identified for migration is accurately converted and validated in the new RMS.

• Interfaces with required County and State systems function as intended.

• System performance and uptime meet agreed service levels.

• Training is completed, and knowledge transfer ensures County staff can independently operate and maintain the system.

• County formally signs off on all deliverables and project completion.

By checking this box, the vendor acknowledges and agrees that all Key Acceptance Criteria outlined in this section of this RFP, and any subsequent amendments or addenda, are incorporated as part of the overall RFP package. The vendor further acknowledges that failure to include or address all required elements may result in the proposal being deemed incomplete and subject to rejection.

☐ Please confirm

*Response required

9.1.4. Completion of SaaS Questionnaire*

Please download the below documents, complete, and upload.

• RMS_SaaS_Questionnaire.pdf

*Response required

9.1.5. Approach and Management Plan:*

This section shall provide the proposer’s proposed approach and management plan for providing the services. Include an organizational chart showing the proposed relationships among contractor staff, County staff and any other parties that may have a significant role in the delivery of this program.

If applicable, Proposers also are to describe the organization's intended approach to collaboration and coordination with other organizations providing similar services in the County. This should include, but not https://government-project.s3.us-west-2.amazonaws.com/195119/db2cd2ce-7cd5-4b40-bd09-98dcf60bee4e_RMS_SaaS_Questionnaire.pdf

SUBMISSION DATE: Friday, December 12, 2025 5:00 pm Page 13 of 19 necessarily be limited to, steps that would be taken to explore the potential for sharing resources and avoiding duplication of services.

*Response required

9.1.6. Team Member Qualifications and Experience:*

Proposer shall provide the qualifications and experience of the key team member(s) that will work on the project.

Emphasize the specific qualifications and experience from projects similar to this project for the key team members as evidenced by resumes. Key team members are expected to be committed for the duration of the project. Replacement of key team members will not be permitted without prior consultation with and approval of the County.

Please download the below documents, complete, and upload.

Supply three (3) References from Government Agencies and/or Firms of similar size as Solano County for whom the Key Team Member has provided similar services during the last three (3) years.

• Key_Team_Member_Reference_F...

*Response required

9.1.7. Agency References:*

Please download the below documents, complete, and upload.

The bidder shall provide the (3) references of government agencies and or firms for whom they have provided similar services during the last three (3) years.

THESE REFERENCES SHOULD BE FROM DIFFERENT ENTITIES AND NOT FROM SOLANO COUNTY.

• Agency_Reference_Form_-_RFP...

*Response required

9.1.8. Staffing Plan:*

Proposer shall provide a staffing plan (by month) and an estimate of the total hours (detailed by position) required for preparation of the program tasks as outlined. Discuss the workload, both current and anticipated, for all key team members (if applicable), and their capacity to perform the requested services for the project, according to your proposed schedule. Discuss the approach for completing the requested services for this project within budget.

*Response required

9.1.9. Work Plan and Schedule:*

Proposer shall provide a description of how each task of the project will be conducted, this shall include identification of deliverables for each task and a schedule. The work plan should be in sufficient detail to demonstrate a clear understanding of the project. The schedule should show the expected sequence of tasks and include durations for the performance of each task, milestones, submittal dates and review periods for each submittal. Discuss the approach for completing the requested services for the project on schedule. The project is expected to commence no later than May 1, 2026 and all public meetings, draft and final documents fully completed by April 30, 2029.

*Response required

9.1.10. Cost Control:*

Proposer shall provide information on how project costs will be controlled to ensure all work is completed within the negotiated budget for the project. Include the name and title of the individual responsible for cost control.

*Response required https://government-project.s3.us-west-2.amazonaws.com/49299/2854777e-f01e-4b37-8215-fa16dc10f60f_Key_Team_Member_Reference_Form_-RFP_OG.pdf https://government-project.s3.us-west-2.amazonaws.com/49299/3ea1588a-f197-41ba-bc05-63a9d7fd3f1b_Agency_Reference_Form_-_RFP_OG.pdf

SUBMISSION DATE: Friday, December 12, 2025 5:00 pm Page 14 of 19

9.1.11. ***Optional**** Additional Information:

Please provide any additional or relevant information that you would like to have considered by the County of

Solano.

9.1.12. Detailed Budget:*

The amount budgeted for this contract is estimated at a value not to exceed $1,000,000 for the duration of the contract. Please download and complete the attached worksheet and upload here when complete. The proposed budget shall include the following:

A. A single agency line item budget (see Sample Budget Narrative) for the entire contract broken down by fiscal year..

B. Budget narrative utilizing a format similar to that shown in the Sample Budget Narrative describing costs and detailing cost allocation methods utilized to prepare the budget.

C. A cost allocation plan that clearly differentiates between direct and indirect costs. Agency to ensure the same costs have been treated as indirect costs have not been claimed or budgeted as direct costs, and that similar types of costs in like circumstances have been accounted for consistently.

D. (If Applicable) A federally approved negotiated indirect cost rate. If Agency does not have such a negotiated indirect cost rate agreement, the Agency may claim an indirect cost rate of up to 10% of modified total direct costs, provided the Agency does not use the Direct Allocation Method for allocating indirect costs.

• Budget_Worksheet.pdf

*Response required

9.1.13. Detailed Documentation of Financial Resources:*

The Proposer shall provide the following documentation of sufficient financial strength and resources to provide the scope of services as required:

A. The Proposer’s most recent independent audited financial statements for a fiscal year ended within the last 36 months.

B. In lieu of audited financial statements, the County may accept, on a case-by-case basis, o a current written bank reference, in the form of a standard business letter, indicating that the

Proposer’s business relationship with the financial institution is in positive standing; or o Documentation disclosing the amount of cash flows from operating activities for the Proposer’s most current operating period. Said documentation must indicate whether the cash flows are positive or negative, and, if the cash flows for the most recent operating period are negative, the documentation must include a detailed explanation of the factors contributing to the negative cash flows.

*Response required

9.1.14. Non-Collusion Declaration:*

Non-Collusion Declaration

The undersigned declares: I am the authorized representative of the party making the foregoing bid.

https://government-project.s3.us-west-2.amazonaws.com/49299/bb9d5b1d-8924-45c6-9a33-189df3550e96_Budget_Worksheet.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4AOJM5GFN%2F20251118%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251118T164230Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEAAaCXVzLXdlc3QtMiJGMEQCIBLjRDxbLDRDNTbvWTPsvYvy3TQVLpvvbsbCB7SiiEmUAiB0tzV0YnC7F9iJ%2FY5%2FY4GO9XB3rGFlmUZxZiRp%2Ba%2FtaiqVBQjJ%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMOg8eSu4StFkM12c%2FKukEaJ%2Bb4pPNdeGUgJnTcMIUw%2Bl5Dtkw7BKCH1Utbyndb3oKnQ8P8kLcN85S20SoeTH%2FNNrW5%2BWBX9mEtwwye%2FMTbxDPkKpRPP7ruJ3jihxtcoNXgFi%2FAN6E1dkBehXLef6FYMCfMSaKQoYiUxauVkCnDKk0D28IVAE6zbYEOYl2BY1ILP%2FnSCH0SiWGY0E7FCB4Srz2%2FOGOZH9Tb4r0xbeh1MKoIsu2MvA5QsbMD9oRNKPkrZo1opCl7AboO%2Fd4xWCeCZiOGvhMxRIDlXJebVghRea1Bp%2FksDK6HEtIYOkjtpSAFAG0%2FpO7E78Oh4g%2FtWvfieJSUVP7aM%2FiwN5JyAKrqePkASwFB84anesJ8O8eF97WV1BedMp3nEjWcRC34kkQKlHgDGh1f0o%2B61%2FN4siPQsvk3hh3X5TPRrq0gfb%2F%2FJ90Du3LjEwTKHVyoxOTnUjihHZ%2Fm9cw0nGoh8uKExAcbzrY6Xx03yMHNGDam%2FIxWPDsU%2FOOQkqWfN05hhP98Lhb5XrDS84I9bSdsflVD8AbpKzv2Uo8pNi3oKIwM5o2DQ8sG%2FHsmX0E7u9HPX8PpP1a6h6bBIVbuS2CUqs3BLxEoDEtOdalcz4T9OEkUjRUlz2WepzFjZDaS8ZneXRI7VboeslDMxfMa6LWd1IRAast87LFEaKbJ%2FuuFPD6ntBEjhsB62W1ZvZmKT7TeC6WPTdw2NiA%2FqxiRcNj8ejThyt9ZsoWfXlHmfmtTVYp2lc7Wf%2FjuZYppcSqPweK9abIE59F31rtSSoIKyOxehZX3tMgCg6f3o0G1M%2FydilPW2EPcywghQd6tjYNv44w6p%2FyyAY6mgEsybkUgdiIpXIuBd%2FyEhVvpzNJGl5ufidIa6WUhyDI9Ht1ls0fOYZ6IoQJR2nzXEEfQ1q%2Bcbe6RQX8J%2FKO6eRu1jRFodco2fx%2B11jIP7jyxCxEJvle8bwIfX%2BxhkCgBzwrty1ob8IyAB31Q5yJPemoLt5SU%2Bf%2B8LEdWOUbwyW8mDuGLzR2dbMzjJ3BH69UUs1StbDxb3j4%2BW5S&X-Amz-Signature=e3e41128183550b6ee3185e8bad4ce765447660a892cfdb5708e6c35bf753fda&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Budget_Worksheet.pdf%22&x-id=GetObject

SUBMISSION DATE: Friday, December 12, 2025 5:00 pm Page 15 of 19

The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed.

☐ Please confirm

*Response required

9.1.15. Certification of Compliance:*

The proposer does hereby make certification and assurance of the Proposer’s compliance with:

The laws of the County of Solano:

http://www.codepublishing.com/CA/SolanoCounty/

Title VI of the federal Civil Rights Act of 1964:

https://www.justice.gov/crt/fcs/TitleVI-Overview

Title IX of the federal Education Amendments Act of 1972:

https://www.justice.gov/crt/title-ix-education-amendments-1972

The Equal Employment Opportunity Act and the regulations issued thereunder by the federal government:

https://www.justice.gov/jmd/hr-order-doj12001-part-4-equal-employment-opportunity

The Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government:

https://www.ada.gov/pubs/adastatute08.htm

All contract employees performing services and/or work as a result of this solicitation must have documented legal authority to work in the United States of America, The condition that the submitted proposal was independently arrived at, without collusion, under penalty of perjury; and, The condition that no amount shall be paid directly or indirectly to an employee or official of the County of

Solano as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the Procurement under this RFP for Records Management

System.

☐ Please confirm

*Response required http://www.codepublishing.com/CA/SolanoCounty/ https://www.justice.gov/crt/fcs/TitleVI-Overview https://www.justice.gov/crt/title-ix-education-amendments-1972 https://www.justice.gov/jmd/hr-order-doj12001-part-4-equal-employment-opportunity https://www.ada.gov/pubs/adastatute08.htm

SUBMISSION DATE: Friday, December 12, 2025 5:00 pm Page 16 of 19

9.1.16. Solano County Reservations:*

County of Solano Hereby Reserves the Following Rights:

The County of Solano reserves the right to make an award in whole or in part or any varying combination of the following requirements that will be in the best interest of the County, and not necessarily to the lowest

Contractor. The intended award of Contract shall be made to the highest rated Proposer based on the evaluation Criteria stated within the RFP.

Right of Rejection

The County reserves the right to reject any and all proposals, or to cancel this RFP in part or in its entirety.

The County reserves the right to waive any variances in proposals provided such action is in the best interest of the County.

The County reserves the right to amend this RFP at any time. The County also reserves the right to cancel or reissue the RFP at its sole discretion.

Any proposal received which does not meet the stated pre-requisites of this RFP for Records Management

System, may be considered to be non-responsive, and may be rejected. The County may reject any proposal that does not comply with all of the terms, conditions, and performance requirements as stated within the RFP.

To cancel any award and re-solicit proposals for services herein specified due to the increased or added costs, if in its opinion increased prices are greater than those of the general market.

To cancel any award and re-solicit bids in the event services cannot commence with ten (10) days after the specified date for start of work.

To reject any and all proposals considered not to be in the best interest of the County.

To waive any and all minor irregularities in proposals.

To reduce or increase any specification, in whole or in part due to changes in budget allocations.

I declare under penalty of perjury under the laws of the State of California that I have read the above

Reservations as stated by the County of Solano.

☐ Please confirm

*Response required

9.1.17. Drug-Free Workplace Certification:*

The contractor or grant recipient named on this proposal hereby certifies compliance with Government Code

Section 8355 in matters relating to providing a drug-free workplace. The contractor will:

1. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355(a).

2. Establish a Drug-Free Awareness Program as required by Government Code Section 8355(b), to inform employees about all of the following:

A. The dangers of drug abuse in the workplace

B. The person's or organization's policy of maintaining a drug-free workplace

SUBMISSION DATE: Friday, December 12, 2025 5:00 pm Page 17 of 19

C. Any available counseling, rehabilitation and employee assistance programs

D. Penalties that may be imposed upon employees for drug abuse violations

3. Provide, as required by Government Code Section 8355(c), that every employee who works on the proposed contract or grant:

A. Will receive a copy of the company's drug-free policy statement

B. Will agree to abide by the terms of the company's statement as a condition of employment on the contract or grant

CERTIFICATION

I, the official submitting this proposal, hereby swear that I am duly authorized legally to bind the contractor or grant recipient to the above described certification. I am fully aware that this Certification, executed on the date of proposal submittal and in the County below, is made under penalty of perjury under the laws of the State of

California.

☐ Please confirm

*Response required

9.1.18. Declaration of Local Business:*

☐ Yes

☐ No

*Response required

When equals "Yes"

9.1.19. Legal Name of Business:*

Enter Complete Details Below

*Response required

When equals "Yes"

9.1.20. Physical address of principal place of business or satellite office with at least one employee:* Enter Complete Address Below.

*Response required

When equals "Yes"

9.1.21. Attach Current Business License Here:*

*Response required

When equals "Yes"

9.1.22. I declare under penalty of perjury under the laws of the state of California that the foregoing is true and correct and that this declaration is executed by an authorized representative.* ☐ Please confirm

*Response required

SUBMISSION DATE: Friday, December 12, 2025 5:00 pm Page 18 of 19

9.1.23. Disclosure of Criminal and Civil Proceedings:*

Describe all ongoing and past civil and criminal proceedings within the last 10 years. Indicate the status of current proceeding and the outcome of closed or completed actions. Also, describe, if any, how the outcome of actions impacted company business operations.

Note: if no civil and criminal proceedings within the last 10 years, indicate here.

*Response required

9.1.24. Debarment Certification:*

By submitting a bid/offer/proposal/quote to the County of Solano, under penalty of perjury, I, the Proposer, hereby certify that the Prospective Contractor and/or its officers, directors, and employees:

A. Are not currently excluded, debarred, or otherwise ineligible to participate in a federally funded program

B. Have not been convicted of a criminal offense related to the provision of federally funded items or services nor has been previously excluded, debarred, or otherwise declared ineligible to participate in any federally funded programs, and

C. Are not, to the best of its knowledge, under investigation or otherwise aware of any circumstances which may result in contractor being excluded from participation in federally funded programs.

This representation shall be an ongoing representation during the term of any contract awarded to the

Prospective Contractor. If awarded a contract, Prospective Contractor hereby commits to immediately notify the County of any change in the status of the representations set forth in this Form.

Prospective Contractor authorizes the County to independently verify its suspension and debarment status.

Prospective Contractors are cautioned that making a false certification may subject the certifier to criminal prosecution or administrative sanctions.

I certify that I am authorized by the company named above to respond to this request.

☐ Please confirm

*Response required

9.1.25. County Contract - Proposer accepts all terms and conditions without reservation or any qualifications?*

If the proposer makes no qualifications to the Standard Contract or any additional terms provided, including any additional attachments or exhibits, then it shall be deemed that the Proposer accepts all terms without reservation or any qualifications. Proposers shall include a statement of acknowledgment that the Proposer has reviewed the County of Solano Standard Contract, and any Special Terms provided and has accepted it with or without qualification.

☐ Yes

☐ No

*Response required

When equals "No"

9.1.26. What qualifications (i.e., exceptions or conditions) are being requested by the Proposer?*

SUBMISSION DATE: Friday, December 12, 2025 5:00 pm Page 19 of 19

If the Proposer takes qualifications, those qualifications must be identified and listed along with suggested modifications to the contract and provided here. The County is under no obligation to accept your qualifications; however, they will be reviewed on a case-by-case basis.

[Note: Scope of Work and Budget Detail and Payment Provisions and Special Terms and Conditions for the contract, will be finalized during the contract negotiation process.]

*Response required

9.1.27. Signature Page: *

Please download the below documents, complete, and upload.

• Signature_Page_RFP-OG.pdf

*Response required https://government-project.s3.us-west-2.amazonaws.com/49299/5bc064ec-3368-46a8-8b54-c3ded90d6ec2_Signature_Page_RFP-OG.pdf