RMSR_RFP_Attachment_2.docx

This is a Questions & Answer Form attachment for a Records Management System Request for Proposal (RFP #958-0915-26) issued by the County of Solano, California. The County seeks proposals for a comprehensive, modern Records Management System to replace its current document recording, indexing, and management system with a cloud-hosted Software-as-a-Service solution. The RFP requires vendors to be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications including SOC 2 Type II and ISO 27001. A mandatory pre-proposal conference is scheduled for October 28, 2025, at 10:00 am, with proposal submissions due by December 12, 2025, at 5:00 pm. The three-year contract is structured to begin May 1, 2026, and terminate April 30, 2029, with potential renewal options for two additional one-year terms. Mandatory deliverables include data migration, system configuration, comprehensive training, and ongoing maintenance, with a target go-live date of June 30, 2027.

The RFP evaluation criteria assess vendor qualifications (30%), scope of work (30%), and include interviews and presentations (20%). The estimated maximum budget is $1,000,000 for the three-year contract period. The system must support electronic document recording, multi-factor authentication, role-based access controls, and integration with existing county systems and the SECURE electronic recording delivery system, while maintaining 99.99% uptime and data residency within the United States. The procurement does not explicitly outline set-aside designations for disadvantaged enterprises, though the county demonstrates a preference for local contractors. Funding is contingent upon state budget approvals and federal government fund allocations. The Questions & Answer Form provides the prescribed submission process for inquiries, requiring vendors to submit questions in Microsoft Word format via email to the RFP Coordinator on or before the specified deadline.