RMSR_RFP_Attachment_5.docx

The document is a Customer Reference Statement form for a Request for Proposal (RFP) issued by Solano County, California, for a Records Management System (RMS). The RFP requires bidders to provide three references from government agencies or firms for similar services provided within the last three years, with each reference requiring details such as agency/firm name, business and mailing addresses, contact information, type of service, and dates of service provision. The RFP is part of a comprehensive procurement for a modern Software-as-a-Service (SaaS) solution to replace the current document recording, indexing, and management system, with a target go-live date of June 30, 2027, and a mandatory pre-proposal conference scheduled for October 28, 2025. The contract is structured for three years, from May 1, 2026, to April 30, 2029, with potential renewal options for two additional one-year terms.

The project 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 like SOC 2 Type II and ISO 27001. The system must integrate with existing county systems, support multiple document types, comply with state regulations, and maintain 99.99% uptime. While the RFP does not explicitly outline specific set-aside designations for disadvantaged enterprises, it demonstrates a preference for local contractors. Funding may be contingent upon state budget approvals and federal government fund allocations. Evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews/presentations (20%), with proposal submissions due by December 12, 2025, at 5:00 pm. The county reserves the right to reject any or all proposals and make partial awards.