RMSR_RFP_Attachment_5.docx

This is a Customer Reference Statement form for Solano County's Records Management System (RMS) Request for Proposal #958-0915-26 in California. The form requires bidders to provide three references from government agencies and/or firms for whom they have delivered similar services within the past three years. For each reference, bidders must supply the agency or firm name, business and mailing addresses, contact person information, telephone and email details, type of service provided, and the dates when services were delivered. 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 RFP targets implementation of a modern Software-as-a-Service (SaaS) cloud-hosted platform for managing official and vital records with a target go-live date of June 30, 2027, and the contract term runs from May 1, 2026, through April 30, 2029, with two potential one-year renewal options.

Solano County requires vendors to be Attorney General-certified Electronic Recording Delivery System providers and maintain SOC 2 Type II and ISO 27001 security certifications. The procurement is structured with evaluation criteria assessing vendor qualifications (30%), scope of work (30%), and interviews/presentations (20%). The estimated maximum budget is $1,000,000 over the three-year initial contract period, with funding contingent upon state budget approvals and federal government allocations. The county demonstrates a preference for local contractors and consultants, though specific set-aside designations for disadvantaged enterprises are not explicitly outlined. The RMS must integrate with existing county systems and the SECURE electronic recording delivery system while maintaining 99.99% uptime and supporting U.S.-based data residency with comprehensive API interoperability.