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 seeking proposals for a comprehensive, modern Records Management System to replace its current document recording, indexing, and management system. The RFP (#958-0915-26) targets a cloud-hosted Software-as-a-Service solution with mandatory deliverables including data migration, system configuration, training, and ongoing maintenance. 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 term beginning May 1, 2026, and terminating April 30, 2029, with potential renewal options for two additional one-year terms and a target go-live date of June 30, 2027.

Payment shall be made monthly in arrears upon invoice submission and approval by the County's representative, up to the maximum amount specified in the Standard Contract. Each invoice must detail services rendered, recipient, date of service, and accrued charges. The actual budget and payment plan will be negotiated upon contract award, with an estimated maximum budget of $1,000,000 for the three-year period. The county offers direct deposit payment options for vendors. Funding may be contingent upon state budget approvals and federal government fund allocations. Vendors must be Attorney General-certified Electronic Recording Delivery System providers and maintain security certifications including SOC 2 Type II and ISO 27001, with evaluation criteria assessing vendor qualifications (30%), scope of work (30%), and interviews/presentations (20%). The county reserves the right to reject any or all proposals and make partial awards.