RMSR_RFP_Attachment_4.docx

This is a Signature Page for a Request for Proposal (RFP) issued by Solano County, California for a Records Management System (RMS). The RFP #958-0915-26 seeks proposals for a comprehensive, modern Software-as-a-Service (SaaS) solution to replace the county's current document recording, indexing, and management system. The project includes mandatory deliverables such as data migration, system configuration, comprehensive training, and ongoing maintenance, with a target go-live date of June 30, 2027. A mandatory pre-proposal conference is scheduled for October 28, 2025, at 10:00 am, and proposals are 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 RMS procurement has an estimated maximum budget of $1,000,000 and requires vendors to be Attorney General-certified Electronic Recording Delivery System providers with security certifications including SOC 2 Type II and ISO 27001. Evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews/presentations (20%). The county demonstrates a preference for local contractors but does not explicitly outline specific set-aside designations for disadvantaged enterprises. The system must integrate with existing county systems and the SECURE electronic recording delivery system, support multiple document types, maintain 99.99% uptime, provide data residency within the United States, and comply with state regulations including Assembly Bills 1466 and 1785. Funding for the contract 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.