Summary

This is a Questions & Answer Form attachment for a Records Management System (RMS) Request for Proposal issued by the County of Solano, California (RFP #958-0915-26). The County seeks proposals from qualified vendors to provide and implement a modern, comprehensive Records Management System for official and vital records management. The RFP requires vendors to submit questions using the provided form, referencing applicable RFP sections, and emailing submissions to the RFP Coordinator by the deadline specified in the RFP. 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 contract term is 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 estimated maximum contract budget is $1,000,000 over the initial three-year 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 be a cloud-hosted Software-as-a-Service solution integrating with existing county systems and the SECURE electronic recording delivery system, supporting data residency within the United States and maintaining 99.99% uptime. Mandatory deliverables include data migration, system configuration, comprehensive training, and ongoing maintenance, with a target go-live date of June 30, 2027. Evaluation criteria prioritize vendor qualifications (30%), scope of work (30%), and include interviews/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, with no set-aside designations for disadvantaged enterprises explicitly outlined, though the County demonstrates a preference for local contractors and consultants.