RMSR_RFP_Attachment_5.docx

This is a Customer Reference Statement form for Solano County's Records Management System (RMS) Request for Proposal No. 958-0915-26 in California. The RFP seeks proposals for a comprehensive, cloud-hosted Software-as-a-Service solution to replace the county's current document recording, indexing, and management system for official and vital records. The project requires vendors to provide electronic document recording capabilities, multi-factor authentication, role-based access controls, system integration with existing county infrastructure, data migration, configuration, training, and ongoing maintenance support. 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 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 and a target go-live date of June 30, 2027.

Vendors must submit three customer references from government agencies or firms for whom they have provided similar services within the last three years, including agency or firm name, business and mailing addresses, contact person information, telephone number, email address, type of service provided, and dates of service. Vendors must be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications including SOC 2 Type II and ISO 27001. Evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews or presentations (20%). The estimated maximum contract budget is $1,000,000, with funding contingent upon state budget approvals and federal government allocations. The county demonstrates a preference for local contractors and consultants. The RMS must support data residency within the United States, provide comprehensive API interoperability, and maintain 99.99% uptime while integrating with existing county systems and the SECURE electronic recording delivery system.