RMSR_RFP_Attachment_1.docx

The document is an Intent to Propose Form for the County of Solano's Request for Proposal (RFP) #958-0915-26 for a Records Management System (RMS). The county is seeking proposals for a comprehensive, modern Software-as-a-Service (SaaS) solution to replace its current document recording, indexing, and management system, with a target go-live date of June 30, 2027. Vendors must submit their Intent to Respond form by the specified date and time, and the mandatory pre-proposal conference is scheduled for October 28, 2025, at 10:00 am. The proposal submissions are due by December 12, 2025, at 5:00 pm, and the contract is structured as a three-year term from May 1, 2026, to April 30, 2029, with potential renewal options for two additional one-year terms.

The project has an estimated maximum budget of $1,000,000 and requires vendors to be Attorney General-certified Electronic Recording Delivery System providers with security certifications like SOC 2 Type II and ISO 27001. The system must integrate with existing county systems, support multiple document types, comply with state regulations, and maintain 99.99% uptime. While the RFP does not explicitly outline specific set-aside designations for disadvantaged enterprises, the county demonstrates a preference for local contractors. Funding may be contingent upon state budget approvals and federal government fund allocations. Evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews/presentations (20%), with the county reserving the right to reject any or all proposals and make partial awards.