RMSR_RFP_Exhibit_B.docx

This document is Exhibit B of a Request for Proposal from Solano County, California, for a Records Management System (RMS) procurement. The County seeks proposals for a comprehensive, modern Software-as-a-Service solution to replace its current document recording, indexing, and management system with a cloud-hosted platform for managing official and vital records. The system must include electronic document recording, multi-factor authentication, role-based access controls, and integration with existing county systems. Mandatory deliverables encompass 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.

This exhibit establishes payment provisions whereby the County will pay the Contractor monthly in arrears upon invoice submission and County approval, with each invoice specifying services rendered, recipients, dates of service, and accrued charges up to the maximum amount provided in the Standard Contract. The actual budget and payment plan are to be negotiated upon contract award. The County has an estimated maximum budget of $1,000,000 for the three-year contract period. The RMS must integrate with existing county systems and the SECURE electronic recording delivery system, comply with state regulations including Assembly Bills 1466 and 1785, maintain 99.99% uptime, support data residency within the United States, and provide comprehensive API interoperability. Vendors must be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications such as SOC 2 Type II and ISO 27001. Funding for the contract may be contingent upon state budget approvals and federal government fund allocations. The County offers direct deposit for invoice payment enrollment.