RMSR_RFP_Attachment_8.docx

This is a Reservations Request for Proposal (RFP) document from the County of Solano, California, outlining the county's reserved rights in the procurement process for a Records Management System. The RFP seeks proposals for a comprehensive, modern Software-as-a-Service (SaaS) solution to replace the current document recording, indexing, and management system. The project requires vendors to provide electronic document recording capabilities, multi-factor authentication, role-based access controls, and integration with existing county systems, along with mandatory deliverables including data migration, system configuration, 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 agreement beginning May 1, 2026, and terminating April 30, 2029, with two potential one-year renewal options and a target system go-live date of June 30, 2027.

The estimated maximum contract budget is $1,000,000 over the three-year term, with funding potentially contingent upon state budget approvals and federal government fund allocations. Vendors must be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications including SOC 2 Type II and ISO 27001. The evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews or presentations (20%). The County of Solano reserves comprehensive rights including the ability to reject any or all proposals, cancel the RFP in part or in its entirety, waive variances, amend specifications due to budget constraints, and make partial awards. The procurement does not explicitly identify set-aside designations for disadvantaged enterprises, though the county demonstrates a preference for local contractors and consultants.