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 for a Records Management System RFP issued by Solano County, California. The County seeks proposals for a comprehensive, cloud-hosted Records Management System to replace its current document recording, indexing, and management system. The project requires vendors to provide electronic document recording capabilities, data migration services, system configuration, comprehensive training, and ongoing maintenance support. A 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 contract is structured as a three-year initial term commencing May 1, 2026, and terminating April 30, 2029, with potential renewal options for two additional one-year terms. The target go-live date is June 30, 2027.
The questionnaire establishes stringent security and operational requirements that vendors must address, including encryption of data at rest and in transit, Single Sign-On and Multi-Factor Authentication support, role-based access controls, and SOC 2 Type II and ISO 27001 certifications. Vendors must demonstrate disaster recovery capabilities with defined recovery point and time objectives, maintain audit logs of user activity, conduct regular security assessments, and provide breach notification policies. The system must support data residency within the United States, maintain 99.99% uptime availability, and integrate with existing county systems and the SECURE electronic recording delivery system. Vendors must be Attorney General-certified Electronic Recording Delivery System providers and demonstrate financial stability and successful implementation experience with similar government records management projects. The estimated maximum contract budget is $1,000,000, with funding contingent upon state budget approvals and federal government allocations. No specific set-aside designations for disadvantaged enterprises are outlined, though the County demonstrates a preference for local contractors and consultants.
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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 .