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, issued by the County of Solano, California. The RFP seeks proposals for a comprehensive, modern Software-as-a-Service (SaaS) solution to replace the county's current document recording, indexing, and management system with a cloud-hosted platform for managing official and vital records. The procurement requires vendors to provide electronic document recording, multi-factor authentication, role-based access controls, and integration with existing county systems, along with mandatory deliverables including data migration, system configuration, comprehensive training, and ongoing maintenance. 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 term 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.

Evaluation criteria will assess vendor qualifications at 30% weight, scope of work at 30% weight, and include interviews or presentations at 20% weight. Vendors must be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications including SOC 2 Type II and ISO 27001. The estimated maximum contract budget is $1,000,000, with funding contingent upon state budget approvals and federal government fund allocations. The county demonstrates a preference for local contractors and consultants but does not explicitly outline specific set-aside designations for disadvantaged enterprises. The RMS must integrate with existing county systems and the SECURE electronic recording delivery system, support multiple document types, comply with state regulations including Assembly Bills 1466 and 1785, maintain United States data residency, provide comprehensive API interoperability, and support 99.99% uptime. Vendors must demonstrate financial stability and successful implementation of similar government records management projects. The current incumbent vendor is not identified in the documentation.