RMSR_RFP_Attachment_1.docx

This is an Intent to Propose Form issued by the County of Solano, California, in conjunction with RFP #958-0915-26 for a Records Management System (RMS). The County seeks proposals from qualified vendors to provide and implement a modern, comprehensive Records Management System for managing official and vital records. The RFP requires vendors to submit an Intent to Respond form to the RFP Coordinator via email on or before a specified deadline at 5:00 p.m. A mandatory pre-proposal conference is scheduled for October 28, 2025, at 10:00 a.m., with formal proposal submissions due by December 12, 2025, at 5:00 p.m. The resulting contract will be structured as a three-year agreement beginning May 1, 2026, and terminating April 30, 2029, with potential renewal options for two additional one-year terms.

The County has established an estimated maximum budget of $1,000,000 for the three-year contract period. Vendor requirements include Attorney General certification as an Electronic Recording Delivery System provider, security certifications (SOC 2 Type II and ISO 27001), financial stability demonstration, and proven implementation experience in government records management. The RMS must be a cloud-hosted Software-as-a-Service solution featuring electronic document recording, multi-factor authentication, role-based access controls, and integration with existing county systems including 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. Evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews and presentations (20%). Funding may be contingent upon state budget approvals and federal government fund allocations. The County reserves the right to reject any or all proposals and make partial awards.