RMSR_RFP_Attachment_2.docx

This file is a Questions & Answer (Q&A) Form template for the County of Solano's Request for Proposal (RFP) #958-0915-26 for a comprehensive Records Management System (RMS). The RFP seeks qualified vendors to provide and implement a modern, cloud-based Software-as-a-Service (SaaS) solution to replace the county's current document recording, indexing, and management system for official and vital records. 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 target system go-live date is June 30, 2027.

The estimated maximum budget for this procurement is $1,000,000 over the three-year 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. Mandatory deliverables include data migration, system configuration, comprehensive training, and ongoing maintenance. Evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews or presentations (20%). The county demonstrates a preference for local contractors and consultants. 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.