RMSR_RFP_Attachment_2.docx

The document is a Questions & Answer Form for a Request for Proposal (RFP) issued by the County of Solano, California, for a Records Management System (RMS). The county is seeking proposals for a comprehensive, modern Software-as-a-Service (SaaS) solution to replace the current document recording, indexing, and management system. The RFP (No. 958-0915-26) requires vendors to be Attorney General-certified Electronic Recording Delivery System providers. Key dates include a mandatory pre-proposal conference on October 28, 2025, at 10:00 am, with proposal submissions due by December 12, 2025, at 5:00 pm. The target go-live date is June 30, 2027, with the contract initially structured for three years from May 1, 2026, to April 30, 2029, and potential options for two additional one-year renewals.

The project has an estimated maximum budget of $1,000,000 and requires vendors to demonstrate financial stability and successful implementation of similar government records management projects. The system must integrate with existing county systems and the SECURE electronic recording delivery system, supporting multiple document types and complying with state regulations. Vendors must maintain security certifications like SOC 2 Type II and ISO 27001, provide 99.99% uptime, and ensure data residency within the United States. The evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews/presentations (20%). While no specific set-aside designations for disadvantaged enterprises are explicitly outlined, the county shows a preference for local contractors and consultants. Funding may be contingent upon state budget approvals and federal government fund allocations.