RMSR_RFP_Attachment_1.docx

This file is an Intent to Propose Form attachment for the County of Solano's Request for Proposal (RFP) #958-0915-26 for a Records Management System (RMS). Solano County seeks proposals from qualified vendors to provide and implement a modern, comprehensive Records Management System for official and vital records management. The RMS must be a Software-as-a-Service (SaaS) cloud-hosted solution that replaces the current document recording, indexing, and management system. Required deliverables include electronic document recording capabilities, data migration, system configuration, comprehensive training, and ongoing maintenance, with a mandatory pre-proposal conference scheduled for October 28, 2025, at 10:00 am. Proposal submissions are due by December 12, 2025, at 5:00 pm, with a target go-live date of June 30, 2027. 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.

The estimated maximum budget for this procurement is $1,000,000 over the three-year initial contract period. Vendors must be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications including SOC 2 Type II and ISO 27001. The RMS must integrate with existing county systems and the SECURE electronic recording delivery system, support multiple document types, comply with state regulations including Assembly Bills 1466 and 1785, and maintain 99.99% uptime with data residency within the United States. Evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews/presentations (20%). The county demonstrates a preference for local contractors and consultants and reserves the right to reject any or all proposals and make partial awards. Funding for the contract may be contingent upon state budget approvals and federal government fund allocations. The current incumbent vendor is not identified in the documentation.