RMSR_RFP_Exhibit_B.docx

This is Exhibit B Budget Detail and Payment Provisions for Solano County's Records Management System (RMS) Request for Proposal #958-0915-26. The County is seeking proposals from qualified vendors to provide and implement a comprehensive Records Management System for official and vital records, with a mandatory pre-proposal conference scheduled for October 28, 2025, at 10:00 am. Proposal submissions are due by December 12, 2025, at 5:00 pm. 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. The RMS must be a modern Software-as-a-Service (SaaS) cloud-hosted solution with mandatory deliverables including data migration, system configuration, comprehensive training, and ongoing maintenance, with a target go-live date of June 30, 2027.

The County will pay the Contractor monthly in arrears upon invoice submission and approval for fees and expenses incurred the prior month, up to the maximum amount specified in the Standard Contract. Each invoice must detail services rendered, recipients, dates of service, and accrued charges, with the County offering direct deposit enrollment for payment processing. The estimated maximum budget is $1,000,000 for the three-year contract term. Vendors must be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications including SOC 2 Type II and ISO 27001. The RMS must integrate with existing county systems and the SECURE electronic recording delivery system, support data residency within the United States, provide comprehensive API interoperability, and maintain 99.99% uptime. Funding for the contract may be contingent upon state budget approvals and federal government fund allocations.