RMSR_RFP_Exhibit_B.docx

Exhibit B is a budget detail and payment provisions document for Solano County's Records Management System (RMS) procurement. The County is soliciting proposals for a comprehensive, modern Software-as-a-Service (SaaS) Records Management System to replace its existing document recording, indexing, and management platform. The project encompasses electronic document recording capabilities, multi-factor authentication, role-based access controls, and integration with existing county systems. Mandatory deliverables include data migration, system configuration, comprehensive training, and ongoing maintenance, with a target go-live date of June 30, 2027. 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 initial term beginning May 1, 2026, and terminating April 30, 2029, with potential renewal options for two additional one-year terms.

Payment shall be made monthly in arrears upon submission of invoices by the Contractor and approval by the County's representative, up to the maximum amount specified in the Standard Contract. Each invoice must detail services rendered, recipients, dates of service, and accrued charges. The County offers direct deposit enrollment for vendor payments. The estimated maximum budget for the three-year contract is $1,000,000. Vendors must be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications including SOC 2 Type II and ISO 27001. Evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews or presentations (20%). Funding is contingent upon state budget approvals and federal government fund allocations. The County reserves the right to reject any or all proposals and make partial awards, with no current incumbent vendor identified in the documentation.