RMSR_RFP_Exhibit_C.docx

The document provided is Exhibit C from a Request for Proposal (RFP) #958-0915-26 issued by Solano County, California, seeking proposals for a comprehensive Records Management System (RMS). The county aims to replace its current document recording, indexing, and management system with a modern Software-as-a-Service (SaaS) solution. The RFP requires vendors to be Attorney General-certified Electronic Recording Delivery System providers, 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, with a target go-live date of June 30, 2027. The contract is structured for three years, from May 1, 2026, to April 30, 2029, with potential renewal options for two additional one-year terms.

The estimated maximum budget for the project is $1,000,000, with funding potentially contingent upon state budget approvals and federal government allocations. The RMS must integrate with existing county systems, support multiple document types, comply with state regulations, and maintain 99.99% uptime. Key system requirements include electronic document recording, multi-factor authentication, role-based access controls, and data residency within the United States. Evaluation criteria will assess vendor qualifications (30%), scope of work (30%), and include interviews/presentations (20%). While the RFP does not explicitly outline set-aside designations for disadvantaged enterprises, the county demonstrates a preference for local contractors. Vendors must demonstrate financial stability, successful implementation of similar government records management projects, and maintain security certifications like SOC 2 Type II and ISO 27001.