RMSR_RFP_Attachment_8.docx

This is a Reservations Request for Proposal (RFP) attachment document issued by the County of Solano, California, for a Records Management System (RMS) procurement. The County is seeking proposals from qualified vendors to provide and implement a modern, comprehensive Records Management System for official and vital records management. The RFP requires vendors to be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications including SOC 2 Type II and ISO 27001. 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 term is structured as a three-year initial period beginning May 1, 2026, and terminating April 30, 2029, with potential renewal options for two additional one-year terms. The target go-live date for system implementation is June 30, 2027.

The estimated maximum budget for this procurement is $1,000,000 over the three-year contract period. Mandatory deliverables include data migration, system configuration, comprehensive training, and ongoing maintenance support. The RMS must integrate with existing county systems and the SECURE electronic recording delivery system while supporting multiple document types and complying with state regulations including Assembly Bills 1466 and 1785. The County reserves the right to award in whole or in part, reject any or all bids, waive minor irregularities, reduce or increase specifications due to budget constraints, and make awards based on the professionally and technically qualified vendor rather than lowest price. Funding for the contract may be contingent upon state budget approvals and federal government fund allocations. The evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews or presentations (20%).