RMSR_RFP_Attachment_2.docx

This is a Questions and Answer Form attachment for a Request for Proposal issued by the County of Solano, California for a Records Management System (RFP #958-0915-26). The County seeks proposals for a comprehensive, modern Software-as-a-Service Records Management System to replace the current document recording, indexing, and management system. The RFP requires vendors to submit questions or concerns using the provided form, with questions referenced to specific RFP sections and submitted via email 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 three years, beginning May 1, 2026, and terminating April 30, 2029, with potential renewal options for two additional one-year terms. The target go-live date is June 30, 2027.

Vendors must be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications including SOC 2 Type II and ISO 27001. Mandatory deliverables include data migration, system configuration, comprehensive training, and ongoing maintenance. The estimated maximum budget is $1,000,000, with funding contingent upon state budget approvals and federal government fund allocations. Evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews and presentations (20%). The system must support cloud-hosted operations with data residency within the United States, maintain 99.99% uptime, provide comprehensive API interoperability, and integrate with existing county systems and the SECURE electronic recording delivery system. The County reserves the right to reject any or all proposals and make partial awards. No specific set-aside designations for disadvantaged enterprises are outlined, though the County demonstrates a preference for local contractors and consultants.