RMSR_RFP_Exhibit_C.docx

This is an exhibit document from Solano County, California's Request for Proposal (RFP) #958-0915-26 for a Records Management System (RMS) implementation. The County seeks qualified vendors to provide and implement a modern, comprehensive RMS for official and vital records management through a cloud-hosted Software-as-a-Service (SaaS) solution. The project requires mandatory deliverables including electronic document recording capabilities, data migration, system configuration, comprehensive training, and ongoing maintenance support. 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 system go-live date of June 30, 2027.

The estimated maximum budget for this procurement is $1,000,000 over the three-year contract period. Vendor evaluation criteria will assess qualifications (30%), scope of work (30%), and include interviews and presentations (20%). 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 multiple document types, comply with state regulations including Assembly Bills 1466 and 1785, maintain 99.99% uptime, provide data residency within the United States, and offer comprehensive API interoperability. Funding may be 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. No current incumbent vendor is identified, and while specific disadvantaged enterprise set-asides are not explicitly outlined, the County demonstrates a preference for local contractors and consultants.