RMSR_RFP_Attachment_5.docx

This is a Customer Reference Statement form for a Request for Proposal (RFP #958-0915-26) issued by Solano County, California, for a Records Management System (RMS). The form requires bidders to submit three references from government agencies and/or firms for whom they have provided similar services within the last three years. Each reference entry must include the agency or firm name, business and mailing addresses, contact person information, telephone number, email address, type of service provided, and dates of service delivery. The RFP seeks vendors to provide and implement a comprehensive, modern Records Management System for official and vital records management, with a mandatory pre-proposal conference scheduled for October 28, 2025, at 10:00 am and proposal submissions due by December 12, 2025, at 5:00 pm. The resulting contract will be for a three-year term beginning May 1, 2026, and terminating April 30, 2029, with potential renewal options for two additional one-year terms.

The procurement targets a Software-as-a-Service (SaaS) solution with an estimated maximum budget of $1,000,000 and requires vendors to be Attorney General-certified Electronic Recording Delivery System providers maintaining SOC 2 Type II and ISO 27001 security certifications. Evaluation will prioritize vendor qualifications (30%), scope of work (30%), and include interviews and presentations (20%). Mandatory deliverables include data migration, system configuration, comprehensive training, and ongoing maintenance, with a target go-live date of June 30, 2027. The system must integrate with existing county systems and the SECURE electronic recording delivery system, support multiple document types, comply with state regulations, maintain 99.99% uptime, support data residency within the United States, and provide comprehensive API interoperability. Funding is 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 current incumbent vendor identified in the documentation.