RMSR_RFP_Exhibit_B.docx

This document is Exhibit B from the Solano County Records Management System Request for Proposal (RFP) #958-0915-26, detailing budget and payment provisions for a comprehensive records management system procurement. The county is seeking a modern Software-as-a-Service (SaaS) solution to replace the current document recording, indexing, and management system, with a target go-live date of June 30, 2027. The project is structured as a three-year contract beginning May 1, 2026, and terminating April 30, 2029, with potential renewal options for two additional one-year terms. 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 payment method outlined involves monthly invoicing in arrears, with payments processed upon county representative approval, up to the maximum contract amount. The estimated maximum budget is $1,000,000, with funding potentially contingent on state and federal budget approvals. The county offers direct deposit for invoice payments and requires detailed invoicing specifying services rendered, recipient, service date, and accrued charges. Vendors must be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications like SOC 2 Type II and ISO 27001. The system must support data residency within the United States, provide comprehensive API interoperability, maintain 99.99% uptime, and integrate with existing county systems and the SECURE electronic recording delivery system.