RMSR_RFP_Attachment_1.docx

This document is an Intent to Propose Form for Request for Proposal (RFP) #958-0915-26 issued by the County of Solano, California, seeking proposals for a comprehensive Records Management System (RMS). The County is requesting a modern Software-as-a-Service (SaaS) solution to replace the existing document recording, indexing, and management system with a cloud-hosted platform capable of managing official and vital records. The RFP requires vendors to attend a mandatory pre-proposal conference scheduled for October 28, 2025, at 10:00 am. Interested vendors must submit the Intent to Propose Form to the RFP Coordinator by the specified deadline at 5:00 p.m., with formal proposals due by December 12, 2025, at 5:00 pm. The contract term is structured as a three-year initial period beginning May 1, 2026, and terminating April 30, 2029, with potential renewal options for two additional one-year terms.

Vendors must be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications including SOC 2 Type II and ISO 27001. The estimated maximum budget for the contract is $1,000,000 over the initial three-year term. Mandatory deliverables include data migration, system configuration, comprehensive training, and ongoing maintenance, with a target go-live date of June 30, 2027. Evaluation will be based on vendor qualifications (30%), scope of work (30%), and interviews/presentations (20%). Funding for the contract may be contingent upon state budget approvals and federal government fund allocations. 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, maintain 99.99% uptime, and support data residency within the United States. The County reserves the right to reject any or all proposals and make partial awards.