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 used by Solano County, California in conjunction with its Records Management System (RMS) Request for Proposal #958-0915-26. The questionnaire addresses critical security and operational requirements for a cloud-hosted platform designed to replace the county's current document recording, indexing, and management system for official and vital records. The county is soliciting proposals for a comprehensive SaaS solution with mandatory implementation of electronic document recording, multi-factor authentication, and role-based access controls. A mandatory pre-proposal conference is scheduled for October 28, 2025, at 10:00 am, with proposal submissions due December 12, 2025, at 5:00 pm. The contract term is structured as three years beginning May 1, 2026, and terminating April 30, 2029, with potential renewal options for two additional one-year terms and a target go-live date of June 30, 2027.
The questionnaire specifically evaluates vendor capabilities across six primary domains: data access, security, segregation, and encryption; backup and disaster recovery; user training and awareness; security monitoring and logging; and relevant certifications. Vendors must demonstrate compliance with SOC 2 Type II and ISO 27001 standards, Attorney General-certified Electronic Recording Delivery System provider status, and the ability to maintain 99.99% uptime with United States data residency. The project budget is estimated at a maximum of $1,000,000, with funding contingent upon state budget approvals and federal government allocations. The evaluation criteria weight vendor qualifications and scope of work at 30 percent each, with interviews and presentations comprising 20 percent, and the county reserves the right to reject any or all proposals and make partial awards.
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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?
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