RMS_SaaS_Questionnaire.pdf
PDF 124 KB Posted
- Attached to
- Records Management System
- Solicitation number
- 958-0915-26
- Issued by
- Trinity County, California
About this file
This is a SaaS Questionnaire Checklist developed by Solano County, California for evaluating vendor proposals submitted in response to Records Management System (RMS) RFP #958-0915-26. The County is seeking a modern, cloud-hosted Software-as-a-Service solution to replace its current document recording, indexing, and management system for official and vital records. The mandatory pre-proposal conference is scheduled for October 28, 2025, at 10:00 am, with proposal submissions due by December 12, 2025, at 5:00 pm. The three-year contract will commence on May 1, 2026, and terminate on April 30, 2029, with potential renewal options for two additional one-year terms. The RMS must support electronic document recording, multi-factor authentication, role-based access controls, and integration with existing county systems and the SECURE electronic recording delivery system. Mandatory deliverables include data migration, system configuration, comprehensive training, and ongoing maintenance, with a target go-live date of June 30, 2027.
The questionnaire focuses on critical security and operational requirements, including encryption protocols for data at rest and in transit, Single Sign-On and Multi-Factor Authentication capabilities, data segregation from other customers, breach notification policies, disaster recovery plans with defined Recovery Point Objectives (RPO) and Recovery Time Objectives (RTO), and security monitoring and logging practices. Vendors must demonstrate SOC 2 Type II certification and compliance with standards for safeguarding sensitive data such as PII, HIPAA, and PCI DSS. The County has established an estimated maximum budget of $1,000,000 for the contract and requires vendors to be Attorney General-certified Electronic Recording Delivery System providers with demonstrated financial stability and successful implementation experience in government records management. The system must maintain 99.99% uptime and support data residency within the United States, with comprehensive API interoperability capabilities.
View the file
Other files
Show 40 more
50 files listed here. See the rest on GovTribe.
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
SaaS Questionnaire Checklist
Data Access, Security, Segregation & Encryption Does your solution provide encryption of data at rest and in transit?
What encryption algorithm do you use, and how do you manage encryption keys?
Does your solution support Single Sign-On (SSO)?
Does your solution support Multi-Factor Authentication (MFA)?
How is data and application separated from other customers?
How does your application ensure the security of data?
What happens to data when our contract ends or if we decide to stop using your service?
Do you have breach notification policy in place? If so, can you describe how you notify customers in the event of a data breach?
Backup/Disaster Recovery Do you have disaster recovery plan in place? How often is it tested?
What is your recovery point objective (RPO) and recovery time objective (RTO) for service continuity?
Where are the (DR) centers located?
User Training and Awareness Do you provide security training or awareness programs for your staff?
What kind of security measures do you have in place to prevent insider threats?
Security Monitoring and Logging How do you monitor and detect security threats or vulnerabilities in your environment?
Do you maintain audit logs of user activity and system events? How long are they retained?
Do you conduct regular security assessments, such as penetration tests or vulnerability scans?
Certification Do you have SOC 2 Type 2 certification?
Can you provide details on the certification or standards you comply with for safeguarding sensitive data, such as PII, HIPAA and PCI DCSS?
File details come from the government source that posted it. Updated .